Human Resources & Compliance
An employee's file, complete in seconds
A contract that drags on, a missing document, a forgotten mandatory training: a new hire's arrival can turn into weeks of waiting — for them, and for the team counting on the extra support.
Galaxy Conseils • Banking & Financial Institutions Sector
Aïcha's company is growing, and so is the workload of Serge, her relationship manager. To help him out, the bank hires an energetic young advisor: Junior. He is to take over part of Serge's portfolio, including some of Société Alpha's files.
On the Monday of his arrival, Junior shows up at 8 a.m., in a suit, ready to start. But his contract isn't signed yet: two versions are circulating between HR and legal. A copy of his diploma and his medical certificate are missing, even though he'd sent them by email. His computer has no access to client files. And above all, his mandatory anti-money-laundering training hasn't been scheduled. Without it, he can't handle any client files.
In his first week, Junior fills out forms and waits. In the second, he assists Serge without being able to validate anything himself. It's only in his fourth week that he truly starts working.
Meanwhile, Serge remains overloaded. The Société Alpha file is moving slower than it should. And Junior, who had turned down another offer to join this bank, starts wondering if he made the right choice.
We talk a lot about the client experience. But a new employee's experience matters just as much, and it starts on day one. In a bank, onboarding is also a compliance matter: before touching a client file, an employee needs a valid contract, a complete file, and the required training.
A successful onboarding is largely decided before the person even arrives. When every step is known, assigned, and tracked, the contract is signed in advance, the documents are gathered, training is scheduled, and access is ready. Day one then becomes a true start, rather than a week of waiting.
As soon as the offer is accepted, his employee file is created in M-Files. His onboarding steps are automatically launched and assigned to the right people: HR, legal, IT, compliance.
The contract, in its final version, is sent to Junior and signed electronically a week before his arrival. His documents (diploma, medical certificate, ID) are uploaded directly into his file.
His anti-money-laundering training is scheduled starting day one, and his certificate joins his file as soon as it's obtained. His access rights are configured according to his role: he sees the files in his own portfolio, nothing more.
At the end of his probation period, his manager approves the review in just a few clicks.
Junior's file is complete. It's accessible only to HR and senior management, and every access is logged.
By his second week, Junior is already handling his own clients. He meets Aïcha, who finds him sharp and attentive. Serge finally catches his breath, and the Société Alpha file picks its pace back up.
A single file. Contracts, leave, reviews, and training are all brought together in one file per employee, right from the moment they're hired.
Controlled access. Only authorized people can see each piece of information, and client-file permissions are configured by role, from day one.
Simple approvals. Contracts, leave requests, and reviews are approved by the manager in just a few clicks, then filed automatically.
Full traceability. Every access and every change is logged and timestamped. The bank can prove at any time that each employee has completed their mandatory training.
With M-Files, onboarding an employee isn't a list of tasks scattered across several departments. It's a predefined process, where each step is assigned, tracked, and documented in the employee's file.
That same file then follows them throughout their journey: reviews, training, leave, promotions, transfers. Nothing gets lost, and everyone only sees what they're entitled to see.
Just as with clients, the bank applies the same rigor to its own teams: complete documents, clear processes, and guaranteed confidentiality.
« How many days did it take your last hire to become truly operational? And how many of those days were lost waiting for a contract, an access right, or a training session? »
If the answer surprises you, your next hire deserves a better start.
At Galaxy Conseils, we help banks and financial institutions structure their employees' files and journeys with M-Files, starting from their real HR processes. Want to see exactly what that would look like in your bank?
Galaxy Conseils: innovation in service of your performance.
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