Digital onboarding & offboarding — from offer to first timesheet in 24h

The hired candidate becomes an employee with a complete HR file in 4softhr — e-signed contract, access activated, timesheet started. Offboarding with handover, legal documents and exit interview.

Classic onboarding loses 2–5 days to paperwork: printing the CIM, signing it physically, scanning it, archiving it, entering it manually into the system, activating access. 4softhr digitises everything: the CIM is generated from the company template with the employee's data pre-filled, signed electronically by both parties (QES per eIDAS), submitted to REGES-ONLINE and archived in the HR file — all within a few hours. The new employee receives the onboarding checklist by email (tool access, buddy, induction sessions, equipment) with each item's status updated in real time. The manager sees the progress without calling IT or HR.

Automatic CIM generation from a template — the employee's data pre-filled from the recruiting profile.
Qualified electronic signature (QES) for the employee and the legal representative — no printing.
Automatic REGES-ONLINE submission on signing — before the first working day, as required by law.
Onboarding checklist: tool access (email, Slack, GitHub), equipment, buddy, induction sessions.
Automatic IT and admin notifications for access activation via 4notify.net.
Time tracking activated from the first working day — no manual setup.
Offboarding: access revocation, equipment handover, termination documents (resignation, mutual agreement, dismissal), exit interview.
Electronic archiving of the full file (CIM, addenda, reviews, timesheet) — 5 years, per OMFP rules.

Onboarding in 24h — from signing to the first timesheet

The standard 4softhr process: (1) HR finalises the offer in the recruiting module → (2) the employee receives an e-signing link → (3) the CIM is signed electronically by both parties → (4) automatic REGES-ONLINE submission → (5) time tracking activated from the start date → (6) the onboarding checklist is sent with tool access, equipment and induction sessions. IT automatically receives the activation notification (email, Slack, GitHub, etc. — configured once per company). The new employee has everything they need before their first working day.

Electronic signature — legal validity in Romania

A CIM signed electronically with a qualified signature (QES per the eIDAS Regulation) has the same legal value as one signed on paper, per Law 455/2001 (the electronic signature) and art. 16 of the Labour Code (the written form of the CIM). 4softhr integrates approved qualified-signature providers (e.g. CertDigital, CertSign, Trans Sped). The employee can sign from their phone or laptop, without coming to the office in person.

Structured offboarding — no information lost

When a departure is registered (resignation, mutual agreement, dismissal), 4softhr generates the termination documents per the event type (art. 55, 58, 65 or 79 of the Labour Code). The offboarding checklist includes: laptop/phone handover, access revocation (automated via 4notify.net), project handover, exit interview. The employee's file stays in the archive for 5 years; it can be retrieved for reference or a dispute. REGES-ONLINE is automatically updated with the termination date.

Advantages

Employment contract generated from the company template with the employee's data pre-filled — no re-typing.
Qualified electronic signature (QES) for both parties, legally valid under eIDAS and Law 455/2001.
Automatic REGES-ONLINE submission on signing and time tracking activated from day one — all within hours.
Onboarding checklist with tool access, equipment and buddy, with real-time status for the manager.
Structured offboarding: compliant termination documents, automatic access revocation, exit interview.
Complete file archived electronically for 5 years, retrievable instantly on ITM audit.
Native to Romanian law (Labour Code art. 16, REGES) and Romanian-language support, affordably priced.

Limitations & considerations

A qualified signature (QES) assumes the employee has a means to sign — there is an SMS-code or wet-ink fallback.
Initial setup of the contract template and checklist takes 2–4 hours per company.
Automatic access-revocation integration depends on the tools the company connects (email, Slack, GitHub).
A newer platform than global HR suites, with fewer predefined third-party connectors.

Included features

Feature	What 4softhr offers
Contract generation	Automatic from template, pre-filled from the recruiting profile
Electronic signature	QES per eIDAS / Law 455/2001, SMS-code or wet-ink fallback
REGES-ONLINE submission	Automatic on signing, before the first working day
Onboarding checklist	Tool access, equipment, buddy, induction sessions
Time-tracking activation	Automatic from the start date, no manual setup
Termination documents	Generated per type (Labour Code art. 55, 58, 65, 79)
File archiving	Electronic for 5 years, retrievable on ITM audit
4b2b ecosystem integration	Recruiting, Revisal, Time tracking, 4notify.net (access revocation)

Verdict

For a Romanian company, 4softhr cuts onboarding from 2–5 days of paperwork to under 24h, fully digital — contract e-signed, submitted to ITM, with time tracking running. Offboarding closes the file cleanly, with the legal documents matching the termination type.

Legal references

Codul Muncii art. 16 (the written form of the CIM)
Legea 455/2001 — the electronic signature
Regulamentul eIDAS (UE) 910/2014 — the qualified signature
Codul Muncii art. 55–82 (termination of the CIM)

Frequently asked questions

Is the electronic signature accepted by ITM?

Yes. A qualified electronic signature (QES) has legal value equivalent to a handwritten signature per Law 455/2001 and eIDAS. ITM accepts CIMs signed electronically with QES for REGES-ONLINE submission.

What if the employee has no means of signing electronically?

4softhr offers the alternative of signing via an SMS code (an advanced electronic signature, legally valid for a CIM in Romania). Fallback: printing the PDF for a handwritten signature and scanning.

How long does setting up onboarding for a new company take?

The CIM template and the onboarding checklist: 2–4 hours (including customisation for the company's specifics). Onboarding the first employee: under 24h from the offer being signed.

Can I manage onboarding for several companies (a group)?

Yes. Each company in the group has its own configuration (CIM template, checklist, signature provider). The group's HR can see the status of every onboarding in progress.

What does the system do with the employee's sensitive data at offboarding?

The file stays in the archive for 5 years (a legal requirement). After 5 years, personal data is anonymised per GDPR policy — except for tax documents, which have a 10-year retention period.

Related resources

AI recruiting →The hired candidate goes straight into the onboarding flow.Revisal & REGES-ONLINE →CIM signed → automatic submission to the Labour Inspectorate.Time tracking & leave →Time tracking starts automatically from the first working day.

Digital onboarding in 24h

We set up the CIM template, the checklist and the integrations with the company's tools. The first employee onboarded digitally, no printing.

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