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Compliance & Auditing

Xenqu is built to provide a robust framework for compliance and auditing, ensuring your new hire paperwork processes are secure, transparent, and defensible. We understand that maintaining compliance is non-negotiable, and our platform is designed to provide the tools you need to navigate complex regulations with confidence.

Take Back Control

Maintaining meticulous records, ensuring consistent data entry across numerous employees, and quickly providing requested documentation during audits proved time-consuming and resource-intensive.   Here’s how Xenqu alleviates those burdens: 

  • Transparency and Accountability: Our detailed audit trails, signature capture, and workflow structures establish clear ownership and responsibility for all actions within the new hire paperwork process.
  • Data Integrity: Robust form controls and change tracking ensures data accuracy and integrity, which is critical for compliance, audit, and decision-making.
  • Risk Mitigation: Automated workflows and required field validations, document tracking, and notifications significantly reduce the risk of errors, omissions, and compliance violations.
  • Demonstrable Compliance: Xenqu’s robust audit trails provide the proof you need to demonstrate compliance with regulations and internal policies.

Form-Level Controls

Xenqu offers robust form-level auditing and secure e-signatures, providing complete accountability and compliance.

  • Detailed Audit Trails: Every action taken on a form is meticulously tracked, including who filled out a field, when it was completed, and any subsequent changes. This provides a complete history of data entry, crucial for demonstrating due diligence, identifying errors, and pinpointing areas for process improvement.
  • Secure Electronic Signatures: Xenqu captures comprehensive details of electronic signatures, such as the time, date, IP address, and signature location on the form. This ensures the authenticity and legal validity of electronic signatures, safeguarding the integrity of your records.

Task-Level Controls

Xenqu’s task-level auditing provides a clear trail of all actions within the new hire paperwork process, ensuring compliance and control.

  • Structured Item Progression: Each task within a new hire record follows a defined workflow, with clear roles (Preparer, Worker, Reviewer, Admin) and an audit trail of who completed each step and when. The system prevents completion until all requirements are met, minimizing the risk of missed steps and ensuring process consistency.
  • Comprehensive Item History: You can access detailed information on each task, including its settings, messages, activity log, and schedule. This provides complete visibility into each item’s status and history, making it easy to track its progression and identify any issues.

Search & Review

Our powerful search tool allows you to quickly retrieve specific records or data relevant to compliance reviews or audits. You can search across records, tasks, and messages for targeted results, saving you time and effort in manual data retrieval.

Reporting

Gain complete control and assurance with Xenqu’s robust reporting, offering pre-built and customizable reports to track compliance and facilitate required audits.

  • Comprehensive Data Visibility: Xenqu provides configurable pre-built reports for tracking onboarding data, allowing you to monitor process status, identify potential bottlenecks, and track expirations. You can also write custom reports to gain more specific insights.
  • Downloadable Audit-Ready Data: Data is available for download and storage, facilitating more in-depth audits and analysis when needed. These reports ensure clear visibility of your compliance processes, helping you proactively identify and address any potential issues.
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Nine months in, and we're pleased with the results we’ve seen with Xenqu. Our team has seen a shift from 40% of new hire completion to now 60% – It's been a game changer for fall off!

Before Essium, our onboarding process was a nightmare. We manually created Adobe packets for each placement, which was incredibly time-consuming. Now, with Xenqu, we've completely streamlined our onboarding process. Candidates can complete their forms in just a few clicks, and our admin team no longer has to worry about creating and maintaining custom packets. We've been using Xenqu for less than a year, and we've already onboarded over 5,000 candidates! The system is so easy to use that our team can handle even our highest-volume projects with ease. We've been incredibly happy with the system and can't imagine life without it.

The auditor was incredibly impressed. She commented on how reliably the selected documentation was pulled up, how efficiently our staff was sourcing and providing the requested documents, and how well organized the entire process was."

A compliant I-9 process is critical for our business. Essium helps us ensure the associates we put to work are authorized and helps mitigate potential liability and costly fineable violations. It was refreshing to work with a team that understands both the technical and client side of the business.”

What I love about their team is that they are so quick to respond if we have any issues or challenges. They typically responded the same day, which is incredible. In the staffing business, you can’t afford to wait. Delays mean lost revenue. A poor candidate experience can mean losing a candidate completely.”

E-Signature Compliance

Our e-signature technology goes beyond a digital "click" to provide a legally binding, auditable, and tamper-proof experience for all parties involved.

built-in e-signature Controls

  • Legally Binding: Xenqu’s e-signature solution fully complies with the ESIGN Act and UETA, ensuring legal validity and enforceability in the United States.
  • Non-Repudiation: We utilize robust cryptographic algorithms to guarantee the authenticity and integrity of signed documents. No one can deny signing or altering the document without invalidating the signature.
  • Auditable and Transparent: All signature events are time-stamped and recorded within the system, providing a clear audit trail for compliance and legal purposes.
  • Secure Data Protection: Xenqu locks all data on a form once signed, preventing unauthorized changes.
  • Downloadable and Verifiable: Signed documents can be downloaded with secure digital signatures that maintain the non-repudiation properties, allowing verification of their integrity.

Data Security and Protection

At Essium, we understand that data security is paramount in today's digital world. That's why we've designed Xenqu, our hiring platform, with security as a core principle.

How we protect your data

  • Industry Standards: We adhere to the highest industry standards, including SOC 2, COBIT 5, and the NIST Cybersecurity Framework.
  • Advanced Security Measures: Xenqu leverages the robust Google Cloud Platform (GCP), which is annually certified to SOC1 and SOC2 standards.
  • Data Encryption: User data is encrypted at rest and in transit, ensuring maximum protection.
  • Multi-Factor Authentication: We require multi-factor authentication for all admins accessing user data, further safeguarding sensitive information.
  • Least-Access Principle: Access to user data is restricted to the minimum necessary level, minimizing potential exposure.
  • Continuous Monitoring: Our systems are continuously monitored for viruses, intrusions, and vulnerabilities.
  • Proactive Threat Mitigation: We employ strict patching protocols, industry threat monitoring, and advanced security suites to prevent ransomware and other threats.

Supercharge your hiring compliance

Xenqu isn't just about tracking data; it's about creating a culture of compliance within your organization.

Automated Accuracy

Xenqu’s compliance features automate manual data validation and review, saving time and ensuring data accuracy for a more efficient process.

Elevated Experience

By ensuring audit-ready documentation and enhanced accountability, Xenqu provides HR teams with peace of mind, allowing them to focus on strategic initiatives instead of chasing paperwork.

Confident Compliance

With standardized, auditable processes, Xenqu minimizes compliance risks, ensuring clear audit logs and detailed tracking for a strong culture of compliance.

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Seeing is believing

Watch the demo to see how Xenqu can save you time and money

Test Drive

Explore the candidate experience to see first-hand how it we achieve 90% completion rates.

Real results

See how Xenqu is helping firms improve their hiring efficiency, experience, and compliance.

Real Savings

Unlock significant cost savings with Xenqu – estimate your ROI now!

Questions?

Our sales team is ready to help build a personalized quote to meet your needs and budget

Get started now

Start hiring smarter and faster – request your Xenqu instance now!

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Manage hiring compliance with Ease

Explore our other features and see how we can help you hire talent and stop chasing paperwork.

Electronic Forms

Our intuitive form builder, built-in e-signatures, and powerful data validation eliminate the need for third-party tools, creating a seamless new hire paperwork experience.

Learn More >>

Document Management

Manage documents through our centralized, secure storage, flexible capture methods, proactive monitoring, and streamlined integration within your hiring workflow.

Learn More >>

Workflow Automation

Avoid manual processes with configurable dynamic hiring package assembly and assignment, automated notifications, and compliance monitoring.

Learn More >>

Communications Hub

Leverage our built-in communications hub to streamline document-related communication including real-time chat, email and/or text notifications tied directly to workflow steps.

Learn More >>

Compliance & Auditing

Ensure consistent data, accountability, and audit-ready documentation to minimize risk and maintain compliance with confidence. 

Learn More >>

Task Management

Transform how you handle hiring with a clear, intuitive system for managing every step of the process, ensuring a positive experience for candidates and a productive team. 

Learn More >>

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Seeing is believing

Watch the demo to see how Xenqu can save you time and money

Test Drive

Explore the candidate experience to see first-hand how it we achieve 90% completion rates.

Real results

See how Xenqu is helping firms improve their hiring efficiency, experience, and compliance.

Real Savings

Unlock significant cost savings with Xenqu – estimate your ROI now!

Questions?

Our sales team is ready to help build a personalized quote to meet your needs and budget

Get started now

Start hiring smarter and faster – request your Xenqu instance now!

Need better hiring?

See how Essium's powerful hiring platform, Xenqu, can save you time and money!

Get a free consultation

Let our experts help you unlock the power of efficient hiring.

One Platform, Many Solutions

Xenqu adapts to your unique needs, delivering a superior experience for both candidates and your team.

High-Volume Hiring

Manage large-scale hiring projects with automated tasks, templates, and batch processing.

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Form I-9 / E-Verify

Navigate the complexities of I-9 completion and E-Verify case management.

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Government Forms

Maintain onboarding compliance regardless of city or state requirements.

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Healthcare Credentialing

Streamline credentialing processes with tools to manage licenses, certifications, and other required items.

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Vendor Management

Track essential 1099 documentation for vendors and independent contractors.

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Visa Management

Manage visa-sponsored employees by centralizing documents, forms, and workflows.

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cta-name|apply
cta-name|story
cta-name|save
cta-name|contact
cta-name|request
cta-name|landing
cta-name|book

Seeing is believing

Watch the demo to see how Xenqu can save you time and money

Test Drive

Explore the candidate experience to see first-hand how it we achieve 90% completion rates.

Real results

See how Xenqu is helping firms improve their hiring efficiency, experience, and compliance.

Real Savings

Unlock significant cost savings with Xenqu – estimate your ROI now!

Questions?

Our sales team is ready to help build a personalized quote to meet your needs and budget

Get started now

Start hiring smarter and faster – request your Xenqu instance now!

Need better hiring?

See how Essium's powerful hiring platform, Xenqu, can save you time and money!

Get a free consultation

Let our experts help you unlock the power of efficient hiring.