Tips for Creating a Remote Onboarding Process in 2020

In a recent post, we discussed how to adjust to a remote hiring process due to the escalation of the COVID-19 health crisis. Now, we’d like to share some insight into how your team can adjust to a remote onboarding process.

In the video below, CareerPlug’s Director of HR, Natalie Morgan, walks you through how we recently onboarded a new hire remotely after the implementation of coronavirus social distancing measures.

1. You can temporarily fill out the Form I-9 remotely.

New hire forms are the first thing most employers think of when they create an onboarding plan.

As you know, the Form I-9 that verifies an employee’s identity and eligibility to work in the U.S. needs to be completed by the employer by the third day of employment. If you have a paperless onboarding platform, this can be filled out electronically, but a new hire’s physical IDs typically must be examined in person by a trusted agent or representative. 

As of Friday, March 19th, the Department of Homeland Security has waived this requirement until May 19th so you can, for the first time, do this inspection over video conference, fax, or email. 

A couple of options to think through here:

  • If you or someone on your workforce is able to meet in an uncrowded location–maybe that empty office you’re not using–you can do the document inspection there. This is also a good time to handoff an employee’s computer or any other equipment they might need to start their job remotely. 
  • You can also have someone like a notary public or librarian fill out the employer side of the I-9 (technically this can be anyone but best practices say it shouldn’t be a family member of the employee). But keep in mind these resources might not be accessible right now with more businesses closing. 

If you do decide to meet in person briefly for document inspection or a technology handoff, use your best judgment and follow CDC best practices like washing your hands, sanitizing surfaces, and maintaining physical distance where you can. 

Click here to read more about the specifics of the temporary changes to Form I-9 requirements.

2. Use video meetings.

After that first step, video meetings are your friends—whether it’s a tool like Slack, Zoom, or Google Hangouts, there are reliable options to connect multiple people over video. Getting virtual face time in with your new employee is essential toward building that relationship.

You can also use these video conferencing platforms to share your screen remotely when training—for example, if you need to show them how to use a certain kind of software.

3. Time block your employee’s calendar.

Another tool I use heavily when onboarding (that is even more important for remote onboarding) is time blocking an employee’s calendar with training and meetings, especially during the first week. 

For example, I’ll schedule a video call, share my screen, and walk through internal software, particularly our online onboarding checklist and learning management system. Then I’ll set up internal meetings for the new hire to have one-on-one meetings with key team members (making sure to include a Google hangout link in the invite). 

4. Introduce your new hire to the team.

Remember to introduce the new hire to the team since they won’t have the benefit of walking around the workplace and saying hello. Interactions I’d usually allow to happen naturally in the office, I’ll orchestrate for the new hire intentionally.

For all our new hires, we have them fill out a questionnaire about themselves—including questions like what their favorite hometown meal is and what they’re passionate about—and then send it to the whole team along with their photo. 

One way I’d think about stepping this up is having the employee record a short video of themselves answering these questions. 

As many of us try to think about ways to connect our newly remote teams, remember this is especially important for new hires. Make sure you’re adding them to social conversations (for example, we have dog and cat Slack channels to share pictures of our pets) and trying things out like virtual happy hours where you can grab a drink and have a virtual hangout with coworkers. 

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Nicolle Gatlin

Manager of Partner Success

Kacie Sommers

Creative Design Manager

Kacie was born and raised in Houston, Texas, and graduated from The University of Texas at Austin in 2012 with a degree in Anthropology.

Kacie joined CareerPlug as an intern while still in college in 2012. Post-graduation, she joined the CareerPlug team full-time as a Talent Specialist on the Recruitment Services side of the business, eventually working her way up to be the Recruitment Services Manager. From there, she learned her passion for the internal processes of what makes the business tick and explored other roles at the company, including Internal Support, Implementation, and Quality Management, before eventually finding her home in Design. She is now building a Creative Design branch off of the Marketing team.

Outside of work, you can find Kacie walking her dogs Bixby & Bean along Buffalo Bayou, hanging out with friends (and their pets), and tending to her 40+ house plants.

Jenny Leman


Native to Texas, Jenny graduated from the University of Texas at Austin in 2004 and joined CareerPlug in 2017. She retired her first career path as a Registered Dietitian after 10 years, and has found her true belonging in business operations.

As CareerPlug’s President, Jenny leads all teams to an aligned effort toward achieving our vision. She works to build healthy and scalable internal systems to equip and empower the CareerPlug teams to bring their best for our clients. She loves contributing new ideas and rethinking the status quo. Jenny really connects with the company’s core values, but especially with our intent to “Keep Growing.”

In her non-work life, Jenny enjoys time with her family, playing drums and performing with the Austin Samba School, and finding excuses to be on the lake.

Chris Igou

Vice President of Sales

Chris accidentally started a 20-year career in franchising when he was 18 years old and took a job painting houses for College Pro Painters. That job turned into the ownership of his first franchise (a house painting franchise). While at Monmouth College in IL, he operated his business, played on the varsity football team, and studied to become a teacher.

The taste of entrepreneurship and desire to coach others led Chris deeper into franchising, working with a few franchise brands helping them grow their businesses. He lived in the Chicagoland area his entire life until recently moving his family to Austin, TX.

In his free time Chris coaches youth sports, especially youth football, and spends as much time as he can with his wife and 2 children.

Andrew Robinson III

Vice President of Product and Engineering

Natalie Morgan

Senior Director of People

Leslie Chamberlain

Senior Director of Client Experience

Brad Pilot

Director of Sales

Teresa Hall

Director of UX & Product Design

Canaan Davis

Director of Engineering

Ashley Garia

Director of Product Marketing

Desiree Echevarria

Senior Content Marketing Manager

Ashley Johnson

Implementation Manager

Originally from small town in central Texas, Ashley Johnson graduated from Texas State University in 2013 with a degree in Business Administration. She was hired by CareerPlug as a Talent Specialist in 2014, and moved up to ultimately lead the Recruitment Services team. From there, she pivoted to Implementation, and is now the Implementation Manager.

As the Implementation Manager, Ashley and 3 direct reports function as a transition between Sales and Partner Success in helping our clients get set up and established in our software. She spends her free time raising her 2 dogs, playing cornhole, and perfecting the art of charcuterie.

Tulay Solak

HR Manager

Aiden Kinney

Consultant Manager

Zach Garcia

Sales Operations Manager

Kirsten Penaloza

Director of Client Experience

Eric Morales

Manager of Account Executives

Brandy Lee

Operational Manager


Use our templates to create an attractive careers page and job posting. Then promote it through our job board partners, as well as directly with your employees, customers, and social network.



Use our notifications and automations to be the first to respond to qualified applicants. Send texts and emails from directly from CareerPlug to convert applicants to scheduled interviews.



Use our prescreen questions and assessments to identify the best applicants. Then use our interview questions and scorecards to evaluate for the right things consistently.



Once you think you have found the right person, use our reference and background check resources to verify them. Then, send an electronic offer letter from CareerPlug to close the deal!



Hiring is hard, but partnering with us makes it easier. From posting jobs to scheduling interviews, CareerPlug allows you to automate certain parts of the process to improve your results and save you time.


Polly Schandorf

Engineering Manager

Joe Lepis

Engineering Manager

Clint Smith

Founder & CEO

Clint founded CareerPlug in 2007 with the simple idea that there was a better way to help employers connect with quality applicants. Today Clint works every day to fulfill CareerPlug’s mission: Make Hiring Easier. Leading by example, Clint loves spending his time developing new ideas and teaching others.

After graduating from the University of Florida, Clint worked in investment banking and strategic marketing; both experiences influenced the development of CareerPlug. He also spent a year away from the business world teaching 5th grade in Boulder.

Clint is passionate about helping others succeed and is involved in numerous mentoring programs. He and his wife, Sarah, are also foster parents. Clint enjoys family time, beach volleyball, and outdoor adventures.