--- title: Getting Started for New Hires slug: getting-started-for-new-hires createdAt: 2026-09-11T08:15:24.655Z --- Welcome to Ashby! Your new employer uses Ashby to manage your onboarding, which means the forms, tasks, and reminders you receive between signing your offer and finishing your first few weeks live in one place. This article explains how you access Ashby, what to complete before your start date, what changes once you start, and how to find your way around. Every organization configures onboarding a little differently, so the exact tasks, timing, and emails you receive vary, but the experience described here applies to all of them. # Permissions and access You don't need an Ashby account, license, or password to complete your new hire onboarding tasks prior to your start date. You can access everything through your New Hire Portal using the personal email address your organization has on file. This is likely to be the email address you submitted with your application form. Once you start with your new organization, your access moves into the main Ashby app using your work email address. Your organization controls which tasks and forms you see at each stage. # Before your start date Before day one, your organization uses Ashby to collect the information it needs to get you set up, route requests to the right internal teams, and keep any outstanding steps in one place. ## How you access your Ashby portal Shortly after you accept your offer, you may receive an email asking you to complete your new hire profile. This depends on your organization's onboarding process. You may instead receive an email with a link to your portal to complete other tasks. This email usually comes from your new organization's own email address or from Ashby on their behalf, and the subject line typically references onboarding, your offer, or next steps. If several days pass and you haven't seen an email, check your spam and promotions folders. To open your portal, click the link provided in your email. If you receive more than one email with a link from your company, use the most recent one. On the Welcome screen, enter your personal email, then click `Send Magic Link`. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/BoDWVx6Rw4ZlFO1T8OctV_sign-in-with-magic-link-ashby-2026-10-27-at-125652-pm.jpg" size="80" isUploading="false" width="1410" height="908" darkWidth="1410" darkHeight="908" showCaption="false"} You will then receive an email from WorkOS with the subject **Sign in to Ashby**. The email to sign in will not come directly from an Ashby email address. Click `Open Ashby` within the WorkOS email to sign in and be taken to your portal. ### Complete your new hire profile :::hint{type="info"} Not all organizations will have this step as part of your onboarding. You may be taken immediately to your tasks instead. See more at [Navigating your New Hire Portal](docId\:LsMHU4bsEZkuyR9LYUVJb). ::: Your new hire profile is your pre-start intake form. Organizations commonly use it to collect practical details like: - Shipping information, for equipment or welcome gifts - Contact information, including a personal phone number and emergency contact - T-shirt size and other swag preferences - Hardware preferences, such as laptop type or keyboard layout - Tax and payroll details, such as banking information for direct deposit - Identification details needed for background checks or work authorization The video below gives you a walkthrough of what the process looks like. Watching is optional; the steps below cover everything you need. ::loom{url="https://www.loom.com/embed/183f8c3d516f4f9091bbd4226578ed89"} To complete your profile information: 1. Follow the steps above to access your new hire portal via Magic Link. 2. Enter your information in each field, working through the form from top to bottom. 3. Select `Submit` when you're finished. :::hint{type="info"} The specific fields you see depend entirely on your organization's setup. Some organizations collect everything up front in one profile; others split these requests across several smaller forms. ::: ## Navigating your New Hire Portal Your New Hire Portal is the single place to see what you need to do next, so you don't have to search back through multiple emails. It works on a computer or a phone browser, so you can complete tasks wherever you are. Your portal may include: - Forms to complete, such as your new hire profile - Tasks to review or acknowledge - Documents to sign - Links to other systems your organization uses as part of onboarding Each task shows a status, so you can track your progress at a glance. Select any task to open it, complete the required action, then return to your portal to pick up the next one. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/BdpMFCb39WN8aQszxa7Y-_getting-started-for-new-hires-archbee-document-2026-09-22-at-74347-am.jpg" size="80" isUploading="false" width="780" height="432" darkWidth="780" darkHeight="432" alt="The screenshot shows the task list along with a status. " showCaption="false"} :::hint{type="info"} If a document requires a legal signature, such as a tax form, you complete it directly in the linked system rather than in Ashby. Ashby points you to the right place and tracks that you finished the step. ::: ## Stay on top of outstanding tasks If a step is still outstanding, your team may send reminder emails or notifications so nothing slips through the cracks before day one. These reminders usually increase in frequency as your start date approaches, and some organizations set a firm deadline for pre-start paperwork so equipment and access are ready in time. If you complete a task and still see it listed as outstanding after a day or two, open the New Hire Portal directly to check. Occasionally a browser or connectivity issue prevents a submission from saving. ## What to expect before day one ### Equipment and information technology (IT) setup Some organizations use Ashby to collect the information needed for laptop shipping, account provisioning, badge access, or other setup tasks. In those cases, the details you provide in Ashby trigger the next step for the internal team handling your setup. Depending on your role and organization, this might include your shipping address for a laptop and peripherals, your preferred operating system or hardware specifications, a photo for your employee badge, or account creation for tools like email, Slack, or your organization's virtual private network (VPN). IT teams often work several business days ahead of your start date, so completing these tasks early helps ensure your equipment arrives on time. ### Documents and forms Depending on your employer's process, your employer may also use Ashby to send onboarding documents, request e-signatures, or point you to other required systems and forms. Common documents include an offer letter acknowledgment, employee handbook or policy acknowledgments, tax withholding forms, direct deposit authorization, background check consent, and confidentiality or non-disclosure agreements. Some documents are country- or state-specific, so what your organization asks you to sign may look different from what a colleague in another location sees. ### Scheduled meetings and orientation Your onboarding may include automatically scheduled meetings like orientation sessions, I-9 verification, buddy meetings, or first-week check-ins. In some cases, your organization sends those invites only after your work email is live. These meetings commonly land on your calendar in the days just before or during your first week, and they may include an organization-wide orientation, a benefits overview session, a meeting with your assigned onboarding buddy, an IT setup or badge-photo appointment, and a first check-in with your manager. If a meeting invite hasn't arrived yet and your start date is close, that's often expected. Many of these meetings can't be scheduled until your work email and calendar are active. # On and after your start date On your start date, you can typically expect a welcome message, access to your new work accounts, and a schedule of orientation activities for the day. Many organizations also use this day to distribute equipment that wasn't shipped in advance and to walk through any final paperwork in person or over video. ## Your access moves to your work email Depending on your organization's setup, your access transitions from your personal email to your work email address after your start date. When that happens, you sign in to Ashby with your work account instead of using a link from your personal inbox. Any outstanding tasks move with you, so nothing gets lost in the switch and you don't need to redo completed work. ## Finding your tasks in Ashby After the transition, your onboarding tasks live in your task list inside Ashby rather than in the New Hire Portal. Open Ashby with your work account and select **My Tasks** to see what's assigned to you, then select a task to open its instructions and mark it complete. :::hint{type="info"} For more on this, check out [Getting Started for Employees](docId\:mQwdAeieROvU8Lp3qycvf). ::: ## Continued check-ins After you start, some organizations continue using Ashby for early check-ins, onboarding goals, buddy introductions, and first-week or first-month touchpoints. These might include short pulse surveys about how your first days are going, milestone check-ins with your manager, or reminders about training you still need to complete. # Tips for a smooth onboarding experience - Complete your forms and tasks as soon as you receive them so your team has what it needs to prepare equipment, access, and logistics. - If something looks wrong, such as an email address, a shipping detail, or a start-date-related task, flag it quickly so your team can update it before it triggers downstream steps. - If you're unsure where to start, open your New Hire Portal or the most recent Ashby email you received. Both point you to your next required step. # Need help? If you're stuck, can't access your tasks, or think you received something in error, reach out to your organization's onboarding contact. They can confirm your email address, resend the right instructions, or help you complete the next step. # FAQs ### What if I never received an invite to the New Hire Portal? Check your spam and promotions folders first, since these emails sometimes get filtered. If you still don't see it, reach out to your onboarding contact directly. They can confirm which email address is on file and resend your invite. ### Do I need to create a password for the New Hire Portal? No, use the Magic Link steps found above to access your portal. If you receive several emails, use the link in the most recent one. ### Which email address should I use? Before your start date, use the personal email address your organization has on file. This is usually the email you submitted your application with. After your start date, your access may move to your work email address. If a link doesn't work, confirm with your onboarding contact which address they have on file. ### Can I complete my tasks on my phone? Yes. The New Hire Portal works in a mobile browser, so you can open the link from your phone and complete tasks there. ### What happens if my start date changes? Let your onboarding contact know right away. They can update your start date, which helps keep equipment shipping, account provisioning, and meeting invites aligned with your new timeline. ### Will I lose access to my pre-start tasks once I start? No. Any outstanding or completed tasks carry over when your access transitions to your work email, so you don't need to redo anything.