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Solution: employee onboarding

Run onboarding as a team, with nothing missed.

Manage employment contracts, residence cards, payroll bank account forms and other onboarding documents in one case, from request to review and approval.

Common onboarding challenges

Requirements differ by person
Required documents depend on employment type and nationality, so checks rely on individual know-how.
Status checks take time
Working out whose documents are still missing takes effort.
Repeated explanations
Explaining and re-requesting documents from employees whose first language is not Japanese takes time.

The onboarding workflow

The standard template follows the steps below. Each organisation can edit its templates.

  1. 1

    Create an onboarding case

    Available

    Register the employee and start date, and choose who is responsible.

  2. 2

    Generate the checklist from a template

    Available

    Tasks and required documents are laid out from an approved template.

  3. 3

    Instruct the employee in their language

    Available

    Through a personal link, the employee reads instructions in Japanese, Vietnamese or English and submits documents directly.

  4. 4

    Extract and review document data

    Available (setup required)

    AI extracts fields and staff check them against the original.

  5. 5

    Detect missing and inconsistent items

    Available

    Outstanding documents, unreadable fields and cross-document mismatches are listed, and follow-up tasks are created automatically.

  6. 6

    Assign follow-up tasks

    Available

    Turn extra checks and requests into tasks with an owner.

  7. 7

    Record approvals and completion

    Available

    The final approval and completion time are kept with the activity history.

AvailableAvailable (setup required)Planned

"Setup required" features need a connected AI provider and must be enabled by your organisation admin. "Planned" features have not been started yet and cannot be used.

Document types you can manage

PDF, JPEG and PNG files (up to 10 MB each) can be managed with the following types:

  • Employment contract
  • Residence card
  • Passport
  • Résumé
  • Payroll bank account form
  • Commuting route form
  • Document showing the basic pension number
  • Other documents

Information Kiriwake does not handle

  • Documents containing a My Number (Individual Number)
  • Documents containing health information, such as medical check results

Request documents in the employee’s language

The employee portal shows instructions in Japanese, Vietnamese or English, and employees upload documents from their phone. Request messages containing the portal link can be prepared from templates in all three languages and checked against the Japanese original before sending.

Japanese (original)

グエン・ヴァン・アン 様 入社手続きのため、次の書類のご提出をお願いいたします。 ・在留カード（両面） ・給与振込口座の届出 提出期限：4月1日 ご不明な点があれば、人事担当までお知らせください。

VietnameseTiếng Việt

Kính gửi anh/chị Nguyễn Văn An, Để hoàn tất thủ tục nhập công ty, anh/chị vui lòng nộp các giấy tờ sau: ・Thẻ cư trú (cả hai mặt) ・Đơn đăng ký tài khoản nhận lương Hạn nộp: ngày 1 tháng 4 Nếu có thắc mắc, vui lòng liên hệ bộ phận nhân sự.

Illustrative screen (fictional data). Messages are built from prepared templates (not AI translation). Kiriwake does not send messages to employees automatically.

What Kiriwake does not do

  • Determine immigration status or work eligibility
  • Give legal advice on employment, immigration or tax
  • File social insurance enrolments or other notifications with government agencies
  • Finalise AI-extracted values without staff review

Onboarding flows straight into what comes next

Employees registered during onboarding stay in the same employee directory for monthly HR and year-end adjustment.

Start with one process.

We will review how your HR administration works today and show you where Kiriwake can help.

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