Purpose
Give every new hire the same complete start: legally required paperwork done, tools ready on day one, a clear first week, and regular check-ins through the first 90 days. This procedure exists so nothing depends on who happens to be in the office when someone starts.
Scope
Covers full-time and part-time employees from signed offer letter to the 90-day check-in. Contractors follow the same steps for accounts and equipment but skip payroll and benefits enrollment. Offboarding is covered in a separate SOP.
Roles and responsibilities
| Role | Responsibility |
|---|---|
| HR or office manager | Owns the procedure, collects paperwork, schedules check-ins |
| Hiring manager | Plans the first week, assigns a buddy, runs the 30, 60 and 90 day check-ins |
| IT or [systems admin] | Creates accounts and prepares equipment |
| Buddy | Answers day-to-day questions during the first 30 days |
| New hire | Completes paperwork, training and assigned SOPs |
Before you start
- Signed offer letter with start date, role, pay and manager
- Access to [HR or payroll system], [email admin console] and the onboarding checklist in [system]
- The role’s list of required tools and SOPs, kept at [link]
- Your jurisdiction’s current list of required new-hire forms and notices
Procedure
- Open the onboarding record. HR creates an onboarding record in [system] within 1 business day of the signed offer, with the start date, role, manager and buddy.
- Send pre-start paperwork. HR sends the new hire the forms required by your jurisdiction (for example, employment eligibility, tax withholding and direct deposit forms), plus the employee handbook for signature.
- Set a due date of at least 3 business days before the start date.
- Follow up by phone if forms are not back by the due date.
- Request accounts and equipment. HR submits an access request to IT at least 5 business days before the start date, listing the tools for the role.
- IT creates the email account, adds the new hire to [chat tool], [CRM] and any shared drives, and prepares the laptop or other equipment.
- IT confirms in the onboarding record when everything is ready.
- Plan the first week. Hiring manager writes a first-week plan: meetings, the SOPs to read, and one small real task to complete. Hiring manager assigns a buddy and tells them.
- Send a welcome message. Hiring manager emails the new hire 2 to 3 business days before the start date with the start time, address or video link, who to ask for, dress expectations and the first-day agenda.
- Run day one. On the start date:
- HR checks identity and employment eligibility documents per your jurisdiction’s requirements and deadlines.
- IT hands over equipment and walks the new hire through logging in to every tool.
- Hiring manager meets the new hire, reviews the first-week plan, and introduces the team and buddy.
- Enroll in payroll and benefits. HR enters the new hire in [payroll provider] before the first payroll cutoff after the start date and sends benefits enrollment information with its deadline.
- Assign role SOPs and training. Hiring manager assigns the SOPs and any required training (for example, safety or data protection) in the first week and sets due dates.
- Run the 30, 60 and 90 day check-ins. Hiring manager meets the new hire at each point to review progress against the role’s expectations, answer questions and agree next goals. HR puts all three meetings on the calendar during week one.
- Close the onboarding record. HR confirms all items are complete after the 90-day check-in and closes the record.
Checklist
- Onboarding record opened with start date, manager and buddy
- Pre-start paperwork signed and filed
- Accounts and equipment ready before day one
- First-week plan written and shared
- Eligibility documents checked on or by the required date
- Payroll and benefits enrollment completed
- Role SOPs and required training assigned
- 30, 60 and 90 day check-ins held and noted
Exceptions and escalation
- If the start date moves, HR updates the onboarding record and tells IT and the hiring manager the same day.
- If required documents are not provided by the legal deadline, HR contacts [HR lead or employment advisor] before the new hire continues working.
- If equipment will not be ready by day one, IT tells the hiring manager at least 2 business days ahead so a temporary setup can be arranged.
- Concerns raised at any check-in about performance or fit go to [HR lead] with notes.
Records to keep
- Signed offer letter, handbook acknowledgment and tax forms in the employee file in [HR system]
- Employment eligibility records stored separately where your jurisdiction requires it
- Equipment issued, with serial numbers, in the asset register
- Check-in notes in the employee file
Keep each record for the period your jurisdiction requires.
Review
HR reviews this SOP every 12 months, after any change to required forms, and after any onboarding where something was missed. Ask the last two new hires what was confusing and fix it here.