Joining & On-boarding Policy & Process

Joining & On-boarding Policy 
This policy sets out the guidelines on release of Offer Letter, Appointment Letter & Checklist for joining & on-boarding of employees.
As per Regulatory Compliance, Appointment Letter can be issued only on same day as that of the joining. Any request of issuance Appointment Letter of previous dates will not be entertained.

Recruiters/Project Managers must confirm the joining to HR on the date of joining given in Offer Letter. The Offer Letter will be rejected on the next day, if Appointment Letter is not released.
Joining & On-boarding Process
Offer Letter
Upon selection, Offer Letter will be sent to candidates on their personal email with detailed terms & conditions.
Appointment Letter
Appointment Letter will be issued on the day of joining & will be shared on personal & official email by HR.
This email will include the following important details along with the Appointment Letter.

  1. Employee Code
  2. Tophawks email ID and password
  3. Password 
  4. Attendance Policy 
  5. Leave Policy
  6. Claim Policy
  7. Insurance Policy
    Documentation Checklist
    Upon joining, employee must upload all the below documents in the tophawks system by logging-in with the credentials shared in the Appointment Letter email.
    After logging in, upload the following documents:
  1. One Passport Size Photograph
  2. Education Document
  3. Aadhar Card Document. 
  4. PAN card Copy
  5. Address Proof – Aadhar Card/Voter ID/Driving License/Passport/Ration Card/Bank Passbook/Rent Agreement
  6. Bank Document – Cancelled Cheque, Bank Statement, Bank Passbook
  7. Signed First Page of Appointment Letter
  8. Payslip from last organization, if any
  9. Other Documents – Relieving Letter & Resignation Letter, if any

Failure to upload S. no. 1-7 mandatory documents within 7 days of joining date, will lead to salary hold.

Documents Approval Process
– Once the documents are uploaded, HR verifies & approves each & every document
– In case of rejection, email mentioning the reason of rejection is sent to the employee
TAT for re-uploading the correct documents is 2 working days
Salary shall remain on hold until all 7 Mandatory documents are uploaded and approved 
Pending Joining Documents Completion Process

TimelineFollow UP SMSFollow UP Email
Joining Date + 3 daysDear First name, Your joining documents have
not been uploaded. Please check email and
upload them ASAP. Tophawks HR.
To: Employee
Subject: Joining documents pending
Joining Date + 7 daysReminder: Your joining documents are pending.
Please check email and upload them ASAP.
Tophawks HR.
To: Employee
CC: Reporting Manager
Subject: Joining documents
pending – Reminder
29th of every month
To employees who have joined before 20th of the month.
Salary put on hold due to documents not received. Please contact your Manager.
Tophawks HR.
To: Employee
CC: Employee’s reporting manager
Subject: Joining Documents Pending
Subject: Salary put on hold due
to joining documents not

Profile Completion
Employees also have to fill the below mandatory details

  1. My Details
  2. Contact Details
  3. Education Details
  4. Dependent Details

Online New Hire Induction
On the day of joining, employee will receive an email from tophawks with subject Online Induction. It includes
the link to access the courses, the list of courses to be completed and how to enroll
All the employees have to complete online induction courses within 20 days of their joining, non-completion may lead to second month salary hold, below is the list of course.

S .NoList of Courses
1ISO – Guidelines & Your role
2Prevention of Sexual Harassment Policy
3Introduction to Tophawks
4Provident Fund
5Reimbursement of Employee Claims
6Helpdesk for Employees
7Employee Insurance Benefits
8Tophawks Admin Support Process
9Leaves & Holidays
10Attendance Process: Corporate Employees
11Performance Management – Process & Your role
12Asset Issuance Policy