Three dates in onboarding where doing nothing has a legal consequence.
Hana runs the stretch from accepted offer through the first ninety days — documents, accounts, equipment, the first-week schedule, the 30-60-90 checklist — and watches the dates that cost you something if they pass unnoticed. It reminds. It never completes a form and never records a review result.
- Watches the dates
- Never records the result
- Documents through secure upload only
Form I-9 Section 2 has to be completed by the third business day after the first day of work. Completing it late is a substantive violation and carries a civil penalty per form, whether or not the person was authorized to work.
The deadline nobody owns, in the weeks nobody watches.
A new hire’s I-9 closes on the third business day. The state new hire report is due within twenty days. The 90-day review lands on a specific date. In week eleven, the person who owns all three is dealing with something urgent, and the dates arrive on their own.
Nothing announces them. There’s no alert, no escalation, no red mark on anyone’s calendar — the deadline simply passes, and you find out when someone audits it.
The rest of the period is the same shape. Documents that arrive late, a laptop nobody ordered, accounts created on the morning of the first day. All of it is somebody’s job in theory, and nobody’s job on a Thursday.
Six tasks, from the accepted offer through the first ninety days.
The longest list of any agent in the set, because this is the longest stretch nobody owns.
Collect the documents
Tells the new hire what’s needed and by when, over email and text message, with a secure upload link. Your checklist updates as things arrive.
Never: accepts identity documents as an email or chat attachment.
Prepare their first day
Sends company information, requests accounts and equipment, builds the first-week schedule, and prepares the employee record for handover.
Asks first: creating the employee record needs your approval.
Run 30-60-90
The onboarding checklist across the first three months, plus a short new-hire experience survey at each point.
Never: shows an individual’s survey answers to their manager.
Watch the statutory dates
Tells you when the I-9, the state new hire report and the 90-day review are due, before they’re due, with the consequence of missing each one stated.
Never: completes a form or records a review result. Those are yours.
Compare the interview to reality
At ninety days, sets the interview evaluation next to actual performance data, on the same competency scale.
Never: changes anyone’s performance record.
Hand them to their learning path
Passes the competency gaps identified at hiring to the learning system so development starts from something real.
Asks first: before any learning path is assigned.
Task 4 is the one worth reading twice. An agent that watches a legal deadline must not be able to satisfy it — otherwise the safeguard becomes the risk.
The first ninety days run on dates, not on when you notice.
Three of them carry a consequence. Form I-9 Section 2 closes on the third business day after the first day of work. The state new hire report is due within twenty days. And a health-coverage waiting period that runs past ninety days puts you outside the limit the ACA sets, at a per-day excise cost per affected employee. The 90-day review itself is your policy, not a statute — but the other three are not yours to move.
It counts from the actual start date.
Not from the offer, not from the contract date — from the day the person began, which the system already knows because it handled the handover.
It reminds at intervals, not once.
A single notification three days out is a notification that arrives while someone is on leave.
It stops at the reminder.
Completing an I-9 is a legal attestation, and a review result is a judgment about a colleague’s work. The agent has the authority for neither, and can record neither.
What this page is not claiming.
This doesn’t make you compliant with anything. Software cannot do that. It watches the dates, tells you before they arrive, and records that it told you. Whether the forms are completed properly, whether the review is done and communicated correctly, and whether your introductory-period policy is written correctly are all matters for you and your legal advisers.
This describes how the product works and is not legal advice. US employment is at will unless you have agreed otherwise, so a 90-day introductory period is a policy commitment rather than a statutory one. State law adds its own onboarding deadlines on top of the federal ones.
It asks for identity documents. That’s worth a section.
Starting a job means handing over identity documents, qualifications and certificates. An agent that asks for those over email and text message is collecting sensitive personal data at scale, and the honest thing to do is say how that works rather than list it as a convenience feature.
Documents are requested through a secure upload link, never as an email or chat attachment. The message tells the person what’s needed and links them to a page; nothing sensitive travels through a chat thread that lives on their phone and yours indefinitely.
Only the people you’ve named can open them. Every access is logged. Retention follows the rule you set, and documents you no longer need are deleted rather than kept because deleting takes effort.
None of this is a differentiator. It’s the baseline, and the reason it’s on the page is that plenty of products in this category don’t meet it.
- Secure upload, never chat attachments
- Named access, logged
- Retention rule you set
The first three months, with someone watching.
Not a welcome pack. A short checklist at each point, and one honest question.
Settled in
Accounts working, training started, first tasks assigned. The point of this one is catching things that quietly didn’t happen.
- Accounts and access confirmed
- First-week survey completed
Doing the job
Working independently on most of the role. Any gaps from the hiring evaluation should now be visible one way or the other.
- Manager check-in logged
- 60-day survey completed
The real check
The 90-day review, and the comparison between what the interview concluded and what actually happened.
- 90-day review due
- Quality-of-hire comparison ready
The surveys are short and the answers are aggregate. An individual’s response about their first month is not shown to their manager — otherwise nobody answers honestly and the survey measures nothing.
At ninety days, the interview gets marked.
The interview concluded something about this person. Ninety days later there is evidence about whether it was right, and almost nobody puts the two next to each other.
The agent does. The competency levels from the interview, against the levels from the 90-day review, on the same five-point scale — because the framework, the interview and the review were all built on it.
Do that across enough hires and you get the answer that matters: not whether AI interviewing works in general, but whether your hiring process predicts anything in your company, for your roles.
If the correlation is weak, the report says so. We’d rather hand you a number that undermines our own scoring than let you find out in year three.
Requires performance data from Tanca HRM.
- Same scale at both ends
- Your hires, your roles
- Reported honestly, either way
Small sample — treat as a direction, not a measurement.
Two handovers, both approved by a person.
When the new hire starts, everything collected during recruitment and onboarding becomes their employee record — the documents, the interview evaluation, the assessment levels. Nobody retypes a name or a bank detail, which is where the errors come from.
When they’re settled, the competency gaps identified at hiring become their learning path. Development starts from something specific rather than from a catalog.
Both handovers ask first. Creating an employment record is a Binding action, and assigning someone a development plan is a conversation their manager should be part of.
- Nothing retyped
- Gaps become a path
- Both need approval
Three classes of action, and this agent touches all three.
Which is unusual, and worth being precise about.
Four sources, three switches, one log.
Read-only, plus the documents the new hire uploads.
Text-message reminders are External. Off unless you turn them on.
Agent runs use your monthly allowance.
Shared across all the agents.
Draws on your AI allowance
- Deadline reminders never count against your allowance
- Records already created stay intact at zero remaining
- Credits are self-serve
Unlimited and free
- The Pre-Onboarding board
- Checklists and templates
- Document status tracking
- Milestone tracking
- Reading the run log
- Reviewing the queue
- Everything in Pipeline, Talent Pool, Assessments, Competency Framework and Reports
At zero remaining, the agent pauses — except the deadline reminders. Those keep running, because a safeguard that switches off when you’re busy isn’t one.
This is one of five.
Zola
Adapts and publishes roles across every channel, tracks cost per qualified applicant.
Learn more →Iris
Reads resumes against your competency framework and routes candidates to the right next step.
Learn more →Orin
Conducts a scored first-round interview against the role’s competency requirements.
Learn more →Remy
Drafts and tracks offer letters, with salary band checks before anything goes out.
Learn more →Hana
Manages the checklist from signed offer through the first ninety days.
You’re reading this oneOne allowance, one log, one queue, the same three tiers.
Measured inside the product.
Logistics group · 3 distribution centers
I-9 Section 2 forms completed inside three business days
Grocery chain · 22 stores
of accepted offers that reached day one
Hotel group · 4 properties
admin hours per new hire
Questions people ask.
What exactly happens if the I-9 deadline passes?
Section 2 completed after the third business day is a substantive violation, and it carries a civil penalty per form whether or not the person was authorized to work.
Does this make us compliant?
No. Software can’t do that. It watches the dates, tells you before they arrive, and records that it told you. The forms, the review and your introductory-period policy are yours and your legal advisers’.
Can the agent complete the I-9 or record a review result?
No, and it never will. An agent that watches a legal deadline must not be able to satisfy it.
How does it know the deadlines?
They all count from the actual start date, which the system knows because it handled the handover from hiring.
How are identity documents collected?
Through a secure upload link, never as an email or chat attachment. Only people you’ve named can open them, every access is logged, and retention follows your rule.
Who sees the new-hire survey answers?
Aggregates only. An individual’s response isn’t shown to their manager.
What’s the quality-of-hire comparison?
At ninety days, the interview’s competency levels next to the 90-day review’s, on the same scale. It needs performance data from Tanca HRM.
Do reminders use our AI allowance?
No.
Does it work without Tanca HRM?
The onboarding, documents, checklists and deadline watching all work. The quality-of-hire comparison needs performance data.
Is there a record that we were reminded?
Yes. Every reminder is in the run log with its date, which turns a missed deadline from an argument into a record.
Let something watch the date.
Documents, accounts, the first week, the first ninety days, and the dates that cost you something if they pass.
Start free- Watches the dates
- Never records the result
- Reminders always run