Staff Onboarding Checklist | Policies and Procedures

Make a copy of the checklist before using it to track your progress.

This checklist is designed for managers to ensure all steps are completed and the required documentation is collected during the recruitment and onboarding of new employees at Easyterms.

Employee Name: _________________________ Start Date: _________________________

Hiring Manager: _________________________ Department: _________________________

Item #	Task Description	Completed By (Initials)	Date Completed	Notes
	Section A: Pre-Recruitment & Job Definition

Section A: Pre-Recruitment & Job Definition


A1	Need for role determined and job description drafted with responsibilities, qualifications, and reporting structure defined.

Section B: Candidate Sourcing & Interview Process

	Section B: Candidate Sourcing & Interview Process
B1	Job details provided to recruitment agency (if applicable).
B2	First round of interviews conducted with shortlisted candidates by Direct Report.
B3	Candidates further shortlisted for second round of interviews.
B4	Second round of interviews conducted by Senior Management.
B5	Final candidate selected.
	Section C: Offer & Acceptance

Section C: Offer & Acceptance


C1	Engagement letter and job description prepared by Direct Report.
C2	Engagement letter and job description submitted to Senior Management for final approval.
C3	Approved engagement letter and job description sent to candidate.
C4	Signed copies of the following documents received and filed: Engagement Letter Job Description Police Record Signed signature page from Employee Handbook

Section D: IT & Workspace Preparation

	Section D: IT & Workspace Preparation
D1	Employee onboarding form completed to initiate IT setup.
D2	General Account Setup: Access provided to the following accounts for all new hires: Office 365 Email Xero Easy Payday Portal Slack Sugar CRM Nuclino Tidio Easy Payday NAS Triblock HR
D3	Marketing Account Setup: Access provided to the following accounts for relevant personnel: Facebook Instagram YouTube Gmail Upwork Storyblocks Wisestamp Shutterstock
D4	Investor Account Setup: Access provided to the Easyterms Portal for relevant personnel.
D5	Network maintenance provider instructed to grant file/network drive access.
D6	Computer assigned and set up for new hire per 'Computer Setup' guidelines.
	Section E: Initial Onboarding & Training

Section E: Initial Onboarding & Training


E1	Experienced 'buddy' or mentor assigned to the new hire.
E2	Overview of company mission, values, and organizational structure provided.
E3	New hire introduced to the team and key stakeholders.
	Section F: Performance Monitoring & Probationary Review

Section F: Performance Monitoring & Probationary Review


F1	1-month check-in completed.
F2	3-months check-in completed.
F3	6-months (end of probationary period) formal performance review completed.
F4	Formal confirmation letter provided upon satisfactory completion of probation.
	Section G: Keys and Alarm Code
G1	New hire approved by the CEO for keys and alarm code.
G2	Necessary keys to the office/building issued to the employee.
G3	Alarm code and security system instructions provided.
G4	Employee understands their responsibilities for securing the office.
G5	Employee's receipt of keys and alarm code documented.

HR/Head of Department: _________________________ Date: _________________________