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The new hire sent a photo of their passport at midnight.
The short answer. Fix what they sent instead of asking them again. Shadow, glare, angle and file size are corrected on your own machine, and the employee’s ID never reaches a third party.
Asking a new hire to re-take a document photo costs two days and starts the relationship with an administrative argument. Most of the time the document is fine — the file is not.
Why HR is the worst case for uploading
An onboarding file is the densest collection of personal data a company holds about someone: government ID, address, date of birth, sometimes a visa status. Routing that through a third-party formatter to fix a brightness problem creates an exposure that is wildly out of proportion to the task. Here the task happens on the machine the email was opened on.
What it handles
| What arrives | What it becomes |
|---|---|
| HEIC from an iPhone that your portal rejects | PDF or JPEG at the accepted size |
| Four separate photos of one form | One combined multi-page PDF |
| A 9 MB photo against a 2 MB cap | Exactly under the cap, still legible |
| Shadow across half the page | Levelled, with the text readable |
| Photo carrying the employee’s home GPS coordinates | EXIF and GPS removed before it is saved |
That last row matters more than it looks
A phone photo of a passport taken at home carries the coordinates of that home in its metadata. Forward it to payroll, a benefits provider and a background-check vendor and you have distributed an employee’s home address without meaning to. Stripping it is on by default here, and the compliance report records that it happened.
For the team, not one person
Professional Team covers up to three people and adds the batch queue, so an onboarding week goes through in one run instead of one file at a time.
What it costs a team
Two people can share one Professional Team seat set and still pay less than one rejected filing costs in re-work.
Prices are in USD and exclude any tax that applies in your country; Stripe calculates it and shows it before you pay.
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