How to onboard remote workers: A guide to safely ensuring their identity

Key takeaways:

• Identity verification is crucial: Use advanced digital tools like Veriff to confirm the identities of remote hires and prevent fraud.
• Secure platforms streamline the process: HR tools such as Deel and BambooHR to ensure sensitive data is encrypted and workflows are efficient.  
• Cybersecurity is non-negotiable: Equip new hires with training on phishing, password practices, and device security to safeguard company data.
• Strong communication builds trust: Transparent policies, secure channels, and check-ins enhance trust and engagement.
• Tools like Veriff simplify global hiring: Veriff’s AI-driven platform validates identities worldwide, ensuring compliance and efficiency.

Why secure remote onboarding matters

1. Protect against fraud and compliance violations

When you’re operating in a remote environment, the risk of hiring fraud is higher. It’s easier for bad actors to falsify documents, impersonate others, and gain unauthorized access to your systems. For instance, hiring someone based on fake credentials could lead to compromised data, operational disruptions, and potential legal implications if you fail to comply with labor regulations.

Actionable tip: Along with verifying identity documents, establish a thorough screening process. This includes cross-checking references and verifying qualifications through official channels, like universities or professional boards. By combining identity verification tools with due diligence, you significantly reduce fraud risks.

2. Establish trust and credibility in your organization

Onboarding isn’t just about paperwork—it’s your chance to make a positive first impression. For remote employees. A structured virtual onboarding process signals that your company is professional, organized, and invested in their success. A well-planned onboarding experience helps remote hires build connections with colleagues and adapt to the company culture.

When a new hire feels that their personal information is handled carefully and securely, it sets the stage for trust and long-term engagement. 

Pro tip: Share your company’s employee handbook and data protection and onboarding policies upfront. Transparency assures new hires that their information is being handled responsibly.

3. Avoid cybersecurity threats

Human error accounts for a large portion of security breaches. Without a structured onboarding plan, new hires may unknowingly expose your business to cyber threats, such as phishing attacks or weak passwords. Secure onboarding mitigates these risks by incorporating identity verification and cybersecurity training into the process. 

Bad actors increasingly use fake identities to gain employment and access sensitive systems, risking data breaches and intellectual property theft. Advanced identity verification and KYE practices are crucial to stopping fraudulent hires and safeguarding your business. Robust onboarding measures can expose fake credentials before they become threats.

Example: A recent case study revealed that a remote worker unknowingly downloaded malware through a phishing email on their start date. Had this business invested in thorough onboarding checklists, it might have avoided this costly mistake.

How to onboard remote workers securely in 7 steps:

Step 1: Implement advanced digital identity verification tools

Verifying a candidate’s identity is no longer limited to in-person meetings. Sophisticated tools such as Veriff use artificial intelligence to confirm identities remotely with efficiency and accuracy.

How it works:

• Employees upload a government-issued ID and take a selfie.
• AI-powered technology validates the authenticity of the ID and matches it with the selfie.
• Some tools even cross-check photos against official databases for additional security.

Additional tip: Incorporate geolocation-based verification to confirm where the candidate is physically located. This adds an extra layer of security, especially for international hires.

Step 2: Adopt secure and integrated HR platforms

Managing onboarding programs requires tools that streamline workflows and secure sensitive data. Platforms like Deel, BambooHR, Gusto, and Workday are equipped to handle end-to-end processes, from sending offer letters to managing payroll and benefits, all while encrypting employee information. Discover how Deel and Crossover partnered with Veriff to enhance trust, security, and efficiency in remote team management.

Key features to leverage:

• Automated background checks integrated with the platform.
• Encrypted storage for sensitive employee data.
• Compliance tools to ensure your business adheres to local labor laws.

Example: A small business struggling with manual onboarding might benefit from switching to an HR platform like Gusto. Not only does it simplify document collection, but it also keeps personal data protected under strict encryption protocols.

Step 3: Conduct virtual face-to-face interviews

While technology can verify documents, human interaction goes a long way in confirming someone’s authenticity. Video calls allow you to assess a candidate's behavior, tone, and overall alignment with your organization.

Enhanced verification tip: During the virtual interview, ask candidates to hold up their ID for confirmation. This immediate check can help spot inconsistencies early in the process.

Pro tip: Record interviews (with the candidate’s consent) for future reference. Having documentation can be helpful in verifying disputes or clarifications later.

Step 4: Include cybersecurity training as part of onboarding

No onboarding plan is complete without equipping employees to handle cyber risks. Many remote workers use personal devices, which can be more vulnerable to attacks. Set them up for success by providing cybersecurity training that ensures they’re prepared to protect sensitive company data from day one.

Suggested cybersecurity topics:

• Avoiding phishing scams—train employees to recognize fake emails or malicious links.
• Password best practices—encourage the use of password managers and unique, complex passwords.
• Device security—emphasize the importance of antivirus software, firewalls, and secure Wi-Fi connections.

Example scenario for training: 

Use simulated phishing emails during training sessions to help employees identify red flags. Tools like KnowBe4 allow you to create real-world scenarios that reinforce key lessons.

Step 5: Set up clear channels of communication and policies

New team members can feel disconnected without easy access to support and resources. Providing access to secure communication tools, like Slack, Microsoft Teams, or Zoom, ensures they can collaborate seamlessly while reducing security vulnerabilities.

Actionable guidance:

• Deliver an employee handbook digitally, outlining your company’s remote work and cybersecurity policies.
• Assign a dedicated onboarding buddy—a fellow teammate who can answer questions and make the employee feel welcome.

Example: Create a Day 1 checklist with step-by-step instructions on setting up tools, accessing accounts, and understanding workflows. This minimizes delays and errors that could weaken security.

Step 6: Digitally sign contracts for secure onboarding 

Gone are the days of printing, signing, and scanning documents. Digital signing tools like DocuSign and Adobe Sign allow remote hires to sign contracts securely, with tamper-proof encryption that meets global compliance standards.

Pro tip: Set up automated reminders for incomplete documents. This ensures critical contracts like non-disclosure agreements (NDAs) are signed promptly.

Extended use case: These tools not only simplify onboarding but can also streamline ongoing HR tasks, such as benefits enrollment or updating work agreements.

Step 7: How Veriff elevates remote onboarding

Veriff’s AI-driven platform ensures onboarding remote employees is seamless, compliant, and secure. Its advanced verification methods reduce fraud risks while ensuring a smooth onboarding experience.

What sets Veriff apart:

• Advanced technology: Veriff uses robust facial recognition and document authenticity checks to instantly verify identities.
• Global coverage: Veriff supports over 12,000 government-issued IDs from 230 countries and territories, making it ideal for businesses hiring globally.
• Fraud prevention: It detects signs of tampering, counterfeiting, or stolen identities, reducing the risk of onboarding fraudulent workers.

How Veriff fits into your workflow:

• Employees are sent a secure invitation to verify their identity.
• They upload their government-issued ID through a web portal or mobile device.
• Veriff’s AI quickly cross-checks the data, ensuring validity and authenticity.
• Results are delivered almost instantly, seamlessly integrating with your existing HR or unloading platform.

Benefits of using Veriff:

• Speed and efficiency: Verification happens in seconds, preventing delays in onboarding.
• Compliance: Veriff meets industry standards, ensuring you stay compliant with data protection laws like GDPR.
• Improved candidate experience: The streamlined process is user-friendly, reducing onboarding friction for new hires.
  
  Pro tip: Combine Veriff with your virtual interviews for even greater assurance. For example, after conducting an initial face-to-face meeting, use Veriff to validate ID and documentation that matches the candidate seen on camera.

Advanced tips for remote worker onboarding

• Regularly audit your process. Cyber threats evolve, so your onboarding framework should too. Perform periodic audits of your tools, policies, and technologies to ensure compliance with industry standards.
• Biometric authentication. Biometrics ensures that the individual collecting company equipment and accessing systems is the same verified person who was hired, adding an extra layer of security to the onboarding process.
• Use multi-factor authentication (MFA). Require MFA on all systems and tools. Even if a login credential is compromised, MFA adds a second layer of security that’s difficult to bypass.
• Invest in continuous employee engagement. Onboarding doesn’t end once an employee starts working. Host regular virtual check-ins, offer professional development courses, and build a sense of community for your remote team.
• Implement a well-structured onboarding program. An effective onboarding program is crucial for new hires. It enhances employee retention and productivity by providing necessary training, resources, and a thorough introduction to company culture, policies, and co-workers. In a post-pandemic work environment, consider the challenges and considerations related to remote onboarding to ensure a smooth transition for new employees.

The payoff of secure remote onboarding

A secure and comprehensive onboarding process, including successful virtual onboarding, benefits your business in multiple ways:

• It reduces risk by protecting sensitive data and ensuring compliance.
• It empowers employees to work confidently, knowing they’ve been trained and set up for success.
• It strengthens your reputation, showing that your company values professionalism and cybersecurity.
• It prevents malicious actors from accessing your data and systems, safeguarding your business against threats.

By integrating solutions like Veriff alongside other best practices, your onboarding process becomes more reliable, efficient, and secure. This is the first step in building a productive, safe, and empowered remote workforce. Explore Veriff’s Self-Serve plans to help your business manage and mitigate fraud risks.

FAQs

1. Why is identity verification important for remote onboarding?

Identity verification ensures that you’re hiring legitimate candidates, reduces the risk of fraud, and maintains compliance with labor and data protection laws.

2. How does Veriff help with identity checks?

Veriff uses AI-driven technology to verify government-issued IDs and match them with real-time selfies. It offers global coverage and ensures compliance with data security standards.

3. What tools can streamline secure onboarding processes?

Tools like Veriff for identity verification, Deel for workflow management, and DocuSign for digital contracts are excellent choices to ensure a safe and seamless experience.

4. What cybersecurity measures should new remote employees learn?

Remote workers should understand how to recognize phishing emails, create strong passwords, protect devices with antivirus software, and use secure Wi-Fi networks.

5. How can I maintain trust and engagement with remote hires?

Provide secure communication tools, outline transparent onboarding policies, and check in with new hires regularly to ensure they feel supported.

6. Does secure onboarding improve employee retention?

Yes. A seamless, secure process gives employees confidence in your company, fostering a strong sense of trust and long-term commitment.

By addressing security concerns and leveraging advanced tools like Veriff, you’re setting up your remote workforce for success while protecting your business from potential threats.