Employee Onboarding Template

HR beSlick

Your employee onboarding process sets the tone for your relationship. It makes sure you get off to the best start. Use this template as a starting point and add/delete steps to make it your own.

This process features on our list of 25 processes every business needs.

 

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

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