New Hire Onboarding

The process

Every hire moves down these steps in order.

What it records

These fields come with the template. Add your own, rename them, or delete the ones you do not use.

• Full nametext
• Roletext
• Manager nametext
• Start datedate
• Offer letterfile
• Equipment provisionedboolean
• First day completeboolean
• Thirty day review doneboolean

Step by step

The documentation below ships with the template. It is what your team reads on the step itself while they are doing the work, not a manual filed somewhere else.

1. 01

   Offer Sent

   Offer letter is out, awaiting candidate signature.

   Required before the job can move on

   • Full name
   • Role
   • Start date
   • Offer letter

   Purpose

   The offer has been sent and the candidate is deciding. Make sure everything's in order so they can sign quickly.

   Tasks

   1. Fill in full_name, role, and start_date.

   2. Attach the signed-by-us offer_letter to the record.

   3. Send the candidate the offer with a deadline (typically 5 business days).

   4. Flag any verbal counter-offers to the hiring manager immediately.

   Gate to advance

   full_name, role, start_date, and offer_letter must all be set before the offer can be considered live.

   Notes

   If the candidate declines, archive the record with a short note in the activity log — don't push them to later steps.

2. 02

   Offer Accepted

   Candidate has signed; assign their manager and confirm logistics.

   Required before the job can move on

   • Manager name

   Purpose

   The candidate has accepted. Now we assign ownership for their onboarding so nothing slips between teams.

   Tasks

   1. Confirm manager_name — this person is responsible for everything from day one onwards.

   2. Notify the manager of the start_date and the new hire's role.

   3. Add the new hire to the team calendar.

   Gate to advance

   manager_name must be set. No onboarding starts without a named owner.

   Notes

   Don't assume the hiring manager is automatically the day-one manager — confirm explicitly.

3. 03

   Pre-Boarding

   Equipment, accounts, and accesses are ready before day one.

   Required before the job can move on

   • Equipment provisioned

   Purpose

   Make sure the new hire walks in on day one and can actually start working. Nothing kills momentum faster than waiting for a laptop.

   Tasks

   1. Order or provision the laptop, monitor, and any role-specific kit.

   2. Create their work email, Slack, and core SaaS accounts.

   3. Tick equipment_provisioned once everything is physically ready or shipped.

   4. Send the day-one schedule to the new hire 48 hours before they start.

   Gate to advance

   equipment_provisioned must be true. Don't let someone arrive without a laptop.

   Notes

   For remote hires, courier kit at least a week before start_date to allow for delivery delays.

4. 04

   Day One

   First day complete — intros, tooling walkthrough, manager 1:1 scheduled.

   Required before the job can move on

   • First day complete

   Purpose

   The new hire is here. Day one sets the tone for everything that follows.

   Tasks

   1. Welcome them, do team intros, and walk through the tooling.

   2. Confirm they can log into email, Slack, and core systems.

   3. Schedule a recurring weekly 1:1 with their manager.

   4. Tick first_day_complete at end of day.

   Gate to advance

   first_day_complete must be true.

   Notes

   If anything broke (account access, missing kit), log it in the activity log so the pre-boarding step gets fixed for the next hire.

5. 05

   30-Day Review

   Check-in at the 30-day mark — how's it going, anything blocking them?

   Required before the job can move on

   • Thirty day review done

   Purpose

   A structured check-in at 30 days catches problems while they're still cheap to fix — for both sides.

   Tasks

   1. Manager holds a 30-minute review with the new hire.

   2. Discuss what's going well, what's blocking them, and what they need.

   3. Capture any action items in the activity log.

   4. Tick thirty_day_review_done when complete.

   Gate to advance

   thirty_day_review_done must be true. This is the terminal step — archive the record after.

   Notes

   If the 30-day review surfaces serious concerns from either side, escalate to HR before the probation period ends.