# Digital employee admission software | Vindula > Organize invitations, mobile collection, human review, signatures, and admission dossiers in workflows configured by role and context. Source: https://vindula.ai/en/platform/digital-employee-admission Additional module · Available by project # Digital admission from invitation to dossier Configure journeys by role, invite candidates to complete data and submit documents on mobile, and track human review, corrections, signatures, and dossier preparation in one HR queue. Book a demo See features Protected invitation • Mobile portal • Human review • Signatures • Dossier Illustrative representation of the dashboard used to track volume, stages, pending items, and cases that need review. When admission requires coordination ## A clear journey for candidates, HR, and responsible teams The module supports operations that need varying requirements, less rework, and a clear view of what is missing before completing an admission. ### Hiring across multiple units Apply the right context by role and unit without distributing different spreadsheets and lists through messages. ### Document-heavy rework Return only the item that needs correction and keep the history of submitted versions. ### Mobile candidate journey Show stages, pending items, and the next action in a protected portal with progress resumption. ### Organized HR handoff Consolidate accepted documents, approvals, and signatures before releasing the next internal journey steps. Integrated experience ## From HR tracking to dossier handoff These illustrative representations show how the dashboard, mobile portal, and dossier can organize the same journey without exposing real data. Screen 01 ### HR dashboard Metrics, case progress, and the review queue in one operational view. Illustrative representation with fictional data. Screen 02 ### Candidate mobile portal Stages, progress, documents, and the next action presented directly on mobile. Illustrative representation with fictional data. Screen 03 ### Dossier ready for handoff Validated data, accepted documents, signatures, and manifest gathered before the HR handoff. Illustrative representation with fictional data. Module capabilities ## What Digital Admission organizes Controls to prepare the journey, guide candidates, review each submission, and assemble a traceable dossier. ### Configuration and invitation The journey starts from rules defined before contacting the candidate. - Workflows by role and context Each case receives a defined workflow version with applicable stages and requirements. - Invitation and protected access Candidates enter through the admission invitation and confirm access before viewing the process. - Stages and owners HR and participating teams can see the activities assigned to each part of the journey. ### Collection and review Data and documents move forward with separate visibility for completion and validation. - Progressive completion Candidates see what is complete, what is missing, and the next action. - Review and correction The team accepts, returns, or replaces submissions while preserving version history. - OCR as assistance Extraction assists the review, but the decision to accept or correct remains human. ### Formalization and dossier The process gathers validated items before releasing the next journey stage. - Segregated ASO The occupational health record is handled separately from common dossier documents. - Linked signatures Formal documents can include candidate and designated owner signatures. - Dossier with manifest The handoff gathers data, accepted documents, approvals, signatures, and integrity references. ### Governance and tracking HR tracks the process without losing the context of previous decisions. - Progress by stage Indicators show completion, validation, and cases that need attention. - Case history Events, versions, and decisions remain associated with the corresponding process. - Controlled release Internal access continues only after the defined stages are complete. Operational control ## HR tracks progress, pending items, and decisions Each case preserves the applied workflow, submission history, and actions completed during review. Which workflow version was applied to each role and context. Which data and documents still depend on the candidate. What is complete and what HR has already validated. Which items were returned and which version replaced the previous one. Which signatures and approvals still need completion. When the dossier is ready for handoff and continuation in HR. Before and after admission ## The dossier ends where the employee journey begins Digital Admission organizes pre-admission. Human Resources receives the approved context, Electronic Signatures formalizes documents, and Training supports integration after hiring. ### Human Resources Use the approved admission context to continue employee records, structure, and the internal journey. Learn more ### Electronic Signatures Formalize documents that require acknowledgment and keep the receipt associated with the workflow. Learn more ### Training After hiring, run orientation, policies, learning paths, and mandatory content. Learn more ### GED Keep official policies and documents available in the correct version for the internal journey. Learn more Best fit ## Where digital admission usually brings more clarity Implementation starts with a real process, with defined roles, documents, owners, and review criteria. ### Recurring admission volume When HR needs to track many cases without losing pending items and deadlines. ### Different requirements by role When roles, units, or employment types require different journeys and documents. ### Distributed operations When candidates and owners are in different locations and need to work in the same flow. ### Dossier before onboarding When the company needs to complete review before starting training and internal access. FAQ ## What to align before implementation Direct answers about scope, integrations, review, and module availability. What does Digital Admission include? The module organizes workflow configuration, invitation, mobile portal, progressive collection, review, corrections, segregated ASO, signatures, dossier, and controlled release for the next HR steps. Are digital admission and onboarding the same? No. Admission organizes collection, review, and formalization before entry. Onboarding starts afterward with communication, policies, tasks, and training for the new employee. Does Vindula transmit data directly to payroll or eSocial? Not as a native capability of this offering. The module prepares data, documents, and the dossier. Payroll or eSocial integrations depend on the destination system, contracted scope, and project-specific validation. Are documents submitted through WhatsApp? No. Candidates use the protected portal for data and documents. Messages can support invitations and reminders when the workflow and consent allow it, with e-mail as an alternative. Does AI decide whether a document should be accepted? No. Extraction and automated checks serve as assistance. The decision to accept, return, or request correction remains with the authorized team. How does the project start? Implementation starts by mapping roles, contexts, requirements, documents, owners, review criteria, and HR handoff points. The module is available by project. ## Want to map your admission journey? In the demo, we start with your roles, documents, and owners to show how to organize collection, review, signatures, and dossier handoff. Book a demo See the platform