Encrypted in transit and at rest
Sensitive onboarding files and exports move over TLS and stay on encrypted storage.
Pilot access for teams hiring 1-50 employees
One link in. Payroll-ready employee file out.
VanaHR sends one secure onboarding link, guides I-9, W-4, W-9, direct deposit, and signatures in a single flow, and returns one finished employee record. No employee HR portal required.
Limited pilot spots for teams without a dedicated HR department.
Built by operators•Shaped by teams that have hired hundreds of employees•No generic enterprise HR portal for the employee
Security & Data Handling
Sensitive onboarding data should not live in inboxes and shared drives.
Organization-scoped access
Staff access is tied to the active workspace so one organization does not see another organization’s records.
No data resale
Employee onboarding data is used to run the workflow, not sold into advertising or data-broker systems.
Compliance workflows supported
Support common packets such as I-9, W-4, W-9, direct deposit, and signed policy acknowledgements.
How it works
Bring order to employee paperwork in four simple steps.
Step 1
Add the new hire
Enter a name and phone number or email to start the employee record.
Create the record with just the basics first.
Choose the onboarding packet before anything gets sent.
New hire
Step 2
Send the onboarding packet
VanaHR sends one secure onboarding link by email.
The invite is delivered through one secure link.
The packet stays tied to the employee record from the start.
Invite
Packet sent
Secure link delivered by email.
Delivered
Step 3
Guide the paperwork
The employee completes I-9, W-4, W-9, direct deposit, and signed policies in one guided flow.
Employees move through the packet in the right order.
Required forms, signatures, and acknowledgements stay together.
Forms
Open secure linkDone
Complete I-9Next
Fill W-4Next
Step 4
Finish with one file
Completed forms, signatures, and details land in one organized employee file.
Everything returns to HR as one finished record.
The final file is ready for payroll and easy to retrieve later.
Employee file
Ready
Completed employee file
Forms, acknowledgements, and details stored together.
Real product screens
What employees and admins actually see.
These are real screens from the guided onboarding product, not generic SaaS mockups.
Employee flow
One guided checklist instead of scattered attachments
The employee sees the next required step, resumes where they left off, and moves through one clear onboarding path.
Progress visibility
Every required step is tracked before payroll handoff
HR can see what is complete, what is missing, and what still blocks the employee record from being finished.
Final review
The finished paperwork returns as one organized record
Completed forms, acknowledgements, and supporting files stay together so the record is easy to review and retrieve later.
Built by small business operators
We built VanaHR because onboarding was harder than it should have been.
Between our teams, we've hired hundreds of employees across multiple locations, and the onboarding process kept getting more and more complicated.
Most HR software is built for large companies with HR departments and complex systems. Small businesses need something simpler.
So we built VanaHR: a way for small businesses to start onboarding in seconds and keep every employee document organized in one place.
Built by operators
We have hired hundreds of employees across real operating teams, not just demo environments.
The workflow is shaped by actual hiring friction, not theory.
Every screen is meant to remove one more follow-up for real teams.
Admin control stays in the same workspace
Track progress, resend links, review records, and fix missing information without starting over.
The first action is intentionally light so managers do not stall out.
If someone drops off, the record is still recoverable and visible.
Guided compliance workflows
I-9, W-4, W-9, direct deposit, and signed policies stay attached to the same employee record.
Every step is tracked and validated before completion.
The finished file is easier to retrieve when payroll or compliance needs it.
Employee onboarding flow
One clear sequence from first click to signed file
Real product screenshot from the guided candidate onboarding flow.
Why VanaHR
Hiring someone shouldn't turn into a paperwork scavenger hunt.
VanaHR collects the forms, captures signatures, validates the required steps, and keeps everything attached to one employee file.
Track progress, resend links, and fix missing information anytime.
Every step is tracked and validated before the record is marked complete.
Built for high-stakes paperwork, not casual file sharing.
Employee onboarding touches identity documents, tax forms, bank details, and signed policy acknowledgements.
The product has to be secure, recoverable, and clear enough that a manager can see what still needs attention before payroll or an audit.
Nothing disappears into email threads
Secure links, completion state, and returned documents stay attached to the employee record.
You can see exactly where things stand
Admins can review progress, resend access, and recover stalled records without guessing what is missing.
Validation happens before completion
Required steps stay visible until the record is actually ready for downstream handoff.
Finished files stay easy to retrieve later
Completed documents, signatures, and supporting files remain organized in one place.
Admin control
Onboarding goes wrong when nobody owns the missing details.
VanaHR keeps the operator in control.
Send the packet, watch the progress, resend the link when someone stalls, and fix missing information without rebuilding the whole record.
No missing forms. No blind follow-up. No half-finished file getting pushed into payroll.
Start onboarding your first employee
Pilot access for teams hiring 1-50 employees.
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Track what is done and what is blocked
Every required step stays visible so HR knows what still blocks completion before payroll day.
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Use one secure link instead of email attachments
The employee gets one guided onboarding link instead of scattered PDFs, texts, and follow-up emails.
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Catch missing payroll blockers early
Tax forms, bank details, and missing steps stay visible before someone shows up half-finished.
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Keep one organized employee record
Completed forms, signatures, and supporting files stay attached to one employee record.
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Resend links and fix missing info without restarting
When onboarding stalls, admins can resend the link, review the record, and keep the file moving.
Pilot access
Start with your next hire, not a long rollout.
VanaHR is opening limited pilot access for teams hiring 1-50 employees without a large HR department.
If you are handling I-9s, W-4s, W-9s, direct deposit, and signed policies with a mix of texts, PDFs, and reminders, this is the fit we built for.
Tell us a little about your team and we'll follow up on pilot availability.
What pilot access includes
- Pilot pricing locked while we learn with you
- Direct setup support from the VanaHR team
- Priority feedback loop with the founders
- Early access to new onboarding and compliance workflows