Onboarding Someone How to bring a new person in: the record, the checklist, access, and what has to be true before their first payroll.

Onboarding creates the record, works a checklist and grants access. Doing it in order matters, because several things downstream refuse to work until earlier ones exist.

Before The First Day

1. Create the employee record. Name, email, hub, department, designation, manager, joining date, employment type. Set status to probation if they have one, with the probation end date.
2. Set compensation. Salary, currency and breakdown, with an effective date. Without a compensation record the person produces no payslip - which is discovered on payroll day.
3. Assign a role. What they can do. Start narrower than you think; widening later is easy and uncontroversial.
4. Set the leave policy so their balance accrues from the right date.
5. Invite them. The login is separate from the employee record, and the record should exist first.

The Checklist

Onboarding tasks live as a checklist against the person, each with a task name, a category, an owner, a due date and a status.

Assigning tasks to owners is the part that makes it work. An onboarding list with no owners is a document; one with owners is a process. Typical spread: IT for equipment and accounts, HR for documents and policies, the manager for introductions and first objectives.

Documents And Compliance

Collect and file identity documents with their expiry dates. Passport, visa, work permit, professional certifications.

Complete the compliance profile - nationality, date of birth, national IDs. In several jurisdictions this is a legal requirement rather than a nice-to-have, and it is far easier to collect on day one than to chase in month six.

Add dependants if your organisation provides cover for them.

Access

Their role decides what they can reach. Two things beyond the role:

• Hub access, if they need to see more than their home hub. See Who Sees Whose Records in the Settings section.
• Their own setup - mailbox, calendar, MFA. Point them at Your First Hour; it is ten minutes and it is theirs to do.

Before Their First Payroll

Check, in this order:

1. Compensation record exists, effective from their joining date.
2. They are in the right hub - it decides tax, currency and deductions.
3. Joining date is correct - a mid-month start should produce a part-month payment.
4. Bank details are recorded.
5. Leave balance is accruing from the right date.

Probation

Set the probation end date when you create the record. Some leave types are unavailable during probation, and confirmation is a decision someone has to remember to make - the date is what surfaces it.

Common Questions

Can we onboard several people at once? Yes, bulk onboarding exists for intakes. The same checks apply to each.

They start next month. Create the record now? Yes, with the correct joining date. Balances and payroll follow the date, not the creation.

They cannot see anything after signing in. Their role. Almost always their role.

What if they have no email yet? The employee record can exist without a login. Invite them when the address exists.