Employee Onboarding Template
1Perform background checks on the candidate and file the background check
Importance: Essential
Assigned to: {task_assignee}
Due: after task start date
File here: (add link to HR employment contracts area).
- Employee Start Date:
- Employee Name:
1.1Request employment references
Importance: Essential
Assigned to: {task_assignee}
Due: after task start date
We require two references – updated details to include contact names and dates requested, Use the email copy below
Email Subject: Employment Reference Request
Dear {name}
{candidates name} has named you as a referee on her application for employment with our company.
Please could I request that you complete the below, to the best of your ability, and return to me by {date}.
Dates of employment with your organisation:
Job title: Reason for leaving:
Was the applicant dismissed: y/n
Would you re-employ him/her: y/n If no, please state reason: To the best of your knowledge, was there ever any reason to suspect this person of dishonesty or breach of trust? Trustworthiness: Reliability:
Details of the applicant’s time-keeping and punctuality:
Details of the number of days’ absence from work in the last 12 months:* Completed by: Position:
Company name:
Yours sincerely,
1.2DBS check requested
Importance: Standard
Assigned to: {task_assignee}
Due: after step
https://www.gov.uk/find-out-dbs-check
2DBS received
Importance: Standard
Assigned to: {task_assignee}
Due: on task due date
Attach copy to the employee file:
2.1CCJ check requested
Importance: Standard
Assigned to: {task_assignee}
Due: on task due date
https://www.trustonline.org.uk/
3CCJ received
Importance: Standard
Assigned to: {task_assignee}
Due: on task due date
Attach copy to the employee file:
4New starter communication to existing staff
Importance: Essential
Assigned to: {task-assignee}
Due: due after step
Send comms to team to introduce the new team member
Email Subject: New Employee Joining
Hello all,
{new employee’s name} will be joining the {name of department} on {date} as {new employee’s job title}. {you may want to give a brief description of their responsibilities}
Please join me in making {new employee’s name} feel welcome.
Kind regards,
5Order staff pass
Importance: Essential
Assigned to: {task_assignee}
Due: 2 working days after step 3
end details to supplier for staff pass to be issued on first day
5.1Computer or laptop ordered
Importance: Standard
Assigned to: {IT_manager}
Due: 2 working days after step 3
Supplier details and arrival date needed to follow up if there are problems
- Supplier name:
- Date expected:
5.2Monitor ordered
Importance: Standard
Assigned to: {IT_manager}
Due: 2 working days after step 3
5.3Keyboard & mouse
Importance: Standard
Assigned to: {IT_manager}
Due: 2 working days after step 3
5.4Desk and chair
Importance: Standard
Assigned to: {IT_manager}
Due: 2 working days after step 3
6Set up IT
Importance: Standard
Assigned to: {IT_manager}
Due: 1 week after step 5.1
Share employee details with IT
User names should be recorded against employee file
6.1 Create employee company email address
Importance: Essential
Assigned to: {IT_manager}
Due: after step 6
Record details on employee file
6.2Set up access/user accounts to software crucial to the role
Importance: Standard
Assigned to: {IT_manager}
Due: after step 6.3
6.3Add employee to company org chart
Importance: Standard
Assigned to: {task_assignee}
Due: after step 5
7 Add employee to payroll
Importance: Essential
Assigned to: {finance}
Due: after step 5
Create new task using the ‘add employee to payroll’ template.
8 Send welcome email to new employee
Importance: Essential
Assigned to: {task-assignee}
Due: 1 week before task due
At least a week before joining , send email explaining the dress code, parking expectations, start time, any other expectations and check employee is happy.
Email Subject: First Day
Hi {name}
We all hope you are looking forward to your first day as much as we are. I just wanted to share a few things: Our parking spaces are X, X, X, and X, X. At the moment these are first come, first served. There should be a space free for you on your first day and we can go through parking when you arrive.
The office is open from 8:30 to 5:30, but on your first day, please arrive at 9.30am, this will ensure that we are set up for your arrival. Dress code is X.
If you have any questions, just let me know.
Kind regards,
9 First day welcome meeting and introduction to processes
Importance: Essential
Assigned to: {task-assignee}
Due: on task due date
Book a meeting and run through with the new employee:- – Employee org chart – Health & safety practices – How to book a meeting room – How to request holiday & log absence
10 Company values and mission meeting
Importance: Standard
Assigned to: {line-manager}
Due: on task due date
Line manager or CEO to explain company values and mission statement.
11Assign policies for attestation to the new employee
Importance: Essential
Assigned to: {task_assignee}
Due: on task due date
Include links to policies here
12 Set up probation review
Importance: Standard
Assigned to: {line-manager}
Due: on task due date
Create new task using the ‘closing of employee initial employment probationary period’ template.
13 Check in one week after start date to make sure employee has settled in
Importance: Standard
Assigned to: {task_assignee}
Due: 1 week after start date
HR Manager to review after one week of start date
Try beSlick for free
beSlick embeds processes like these into your organisation, so it runs like clockwork.
Click ‘Use template’ to add to your Organisation or start a free trial – we’ll help your teams get it right, every time.
