Get engineers and plant talent on site faster, with every document in place
GettingDocs is manufacturing staffing onboarding software that gets every engineer, technician and plant hire’s paperwork in before they reach the client site. Amy asks each candidate for the OSHA card, certifications, signed NDA and I-9 documents they still owe over WhatsApp or email, checks each file as it arrives, and attaches it to their record in your ATS, so the start date holds and the client gets a complete file.
Thanks, Amy · Keystone Technical Staffing
The client needs a quality engineer on the line Monday. The OSHA card, NDA and I-9 are still missing.
A supplier quality engineer accepts a contract-to-hire role on Wednesday, supporting a new model launch at an automotive parts plant. The client will not badge anyone onto the floor without an OSHA 30 card, a signed NDA, the plant safety orientation sign-off and a completed I-9. Here is the same week, twice.
- Wednesday
Offer accepted. The recruiter emails a PDF checklist and the client’s NDA to sign and send back.
- Wednesday night
He sends his degree and ASQ CQE certificate. The OSHA card is in a drawer at home.
- Thursday
The signed NDA goes to the account manager, who is visiting another plant. Nobody logs it.
- Thursday night
His I-9 documents arrive as one cropped photo with the expiry date cut off. It is saved anyway.
- Friday afternoon
The client’s site security asks for the file. NDA not found, OSHA card missing, I-9 incomplete.
The start slips a week. The launch goes ahead without him, and the client calls another agency.
- Wednesday
The placement appears in your ATS. Amy messages the engineer on WhatsApp with the 13 items still missing.
- Wednesday night
Degree and CQE certificate arrive and are filed on his record straight away.
- Thursday morning
Amy reminds him about the rest. The signed NDA comes back to Amy, not to someone’s inbox.
- Thursday
The ID photo is cropped, so Amy explains why and asks again. A clear photo arrives before lunch, with the OSHA card.
- Friday morning
Every item is in and filed in the ATS. The complete file goes to the client’s site security before noon.
He is on the line Monday morning. Nobody on your team chased a single document.
Three steps, and nobody chases anybody
When an engineer, technician or plant associate is placed, Amy messages them on WhatsApp or by email from your own domain, listing only what their onboarding file still needs. No portal, no login and no app to install.
Each file is filed as it arrives, then Amy checks it is the right document and readable. A cropped ID or an unsigned NDA goes back with the reason, and she follows up daily at the time you choose until the file is complete.
Documents land on the candidate’s record in Zoho Recruit, Recruit CRM or Crelate, with an optional copy in Google Drive. Your team sees who is ready to start and who is holding things up.
- OSHA 30 card
- Signed NDA
- Form I-9 documents
- ASQ CQE certificate
- Plant safety orientation
No portal, no login. Only what is still missing is ever asked for.
The contract-to-hire onboarding checklist Amy collects
Every plant and every program adds its own items, but engineering staffing compliance files are built from the same four groups. Choose a placement type to see a typical file, and Amy asks each candidate for exactly those documents.
Eligibility, payroll and cross-border paperwork7 of 7 documents
- Form I-9 and identity documents
- E-Verify case confirmation (your team runs the case)
- Form W-4
- Direct deposit form
- Form W-9 (1099 and corp-to-corp contractors)
- Certificate of insurance (COI) (1099 and corp-to-corp contractors)
- TN visa documents (Mexican and Canadian professionals)
Engineering staffing compliance: qualifications6 of 6 documents
- Degree and transcript copies
- PE (Professional Engineer) license (roles that require one)
- Six Sigma certification (Green Belt or Black Belt)
- ASQ certifications (CQE (Certified Quality Engineer), CQA (Certified Quality Auditor))
- IATF 16949 or AS9100 auditor training certificate (supplier quality roles)
- AWS (American Welding Society) welding certifications
Plant and client site safety5 of 5 documents
- OSHA 10 or OSHA 30 card
- Forklift certification
- Plant safety orientation sign-off
- PPE acknowledgment
- Client site access forms
Contracts, ITAR and aerospace staffing onboarding5 of 5 documents
- NDA (non-disclosure agreement)
- Confidentiality and IP agreement
- Contract-to-hire agreement
- Proof of US person status (ITAR and export-controlled aerospace and defense work)
- Security clearance details (defense programs, where relevant)
Form I-9, W-4 and government-issued photo ID come built in. OSHA cards, ASQ and AWS certificates, NDAs and the rest are set up once as your own document types, named the way your clients name them, and Amy learns what candidates call their files.
Technical staffing document collection for every kind of placement
A launch support contractor and a direct hire plant manager need different files. Chase rules in your ATS decide who is chased and for what, so each placement type gets its own list.
Contract engineering
Design, process and supplier quality engineers on W-2, 1099 or corp-to-corp terms, often for launch support with a fixed start date.
Contract-to-hire
Engineers who start on your payroll and convert to the client. Amy collects the contract-to-hire agreement alongside the usual onboarding file.
Direct hire
Permanent engineering and quality roles, where the client wants degrees and certifications on file before day one.
Interim management
Interim plant managers and quality leads who step in at short notice, usually as independent contractors.
Skilled trades and plant floor
Welders, forklift operators and technicians, with trade certifications and safety paperwork due before the first shift.
Documents land in the ATS you already use
Engineering and manufacturing staffing questions
What goes on a contract-to-hire onboarding checklist?
Usually a Form I-9, W-4 and direct deposit form, the contract-to-hire agreement, a signed NDA and IP agreement, an OSHA 10 or 30 card, safety orientation and PPE sign-offs, and the certifications the role calls for. Clients add their own site access forms.
Which ITAR onboarding documents do staffing agencies need to collect?
For ITAR and export-controlled aerospace and defense work, clients typically ask for proof of US person status, such as a US passport, birth certificate or permanent resident card. GettingDocs collects those documents and checks they are readable. The ITAR determination itself stays with your team and the client, as does any security clearance, which only the government and the client can verify.
How do you onboard contract engineers faster?
Most of the wait is the engineer finding and sending documents. Asking for every missing item in one WhatsApp or email message, then following up daily until the file is complete, removes most of it. GettingDocs starts as soon as the placement appears in your ATS.
Does GettingDocs verify certifications or sign contracts?
No. Amy collects PE licenses, ASQ, Six Sigma and AWS certificates and checks each is the right document and readable, but does not confirm them with the issuing body. It does not e-sign either: candidates send back the signed NDA or agreement, and Amy files it and asks again if a page or signature is missing.
Does it work for automotive staffing onboarding?
Yes. Supplier quality and launch support placements at automotive plants often need IATF 16949 auditor training, ASQ certificates and OSHA cards, and these are chased like any other document. Chase rules in your ATS decide who is asked for what.
Which applicant tracking systems does it work with?
Zoho Recruit, Recruit CRM and Crelate today, with Greenhouse coming soon. Documents are attached to the candidate’s record, with an optional copy in Google Drive.
Get engineers on site with a complete file
See Amy collect an onboarding file from one of your own engineers on a 15 minute call.
