Onboarding checklists

Paperwork and set-up, so day one is about the person, not the forms.

• Send the written offer and employment contract, and get them signed before the start date. Have the contract checked if you are unsure.
• Check which award or agreement applies, and the minimum pay, penalties and allowances for the role.Find my award (opens another site)Pay and Conditions Tool (opens another site)
• Give the Fair Work Information Statement. Fair Work says every new employee must get it before, or as soon as possible after, they start.Fair Work Information Statement (opens another site)
• Give the Casual Employment Information Statement at the same time. Diary when it is due again: small business employers (fewer than 15 employees) after 12 months; other employers after 6 and 12 months, then every 12 months.CasualCasual Employment Information Statement (opens another site)
• Give the Fixed Term Contract Information Statement when you enter the fixed term contract.Fixed termFixed Term Contract Information Statement (opens another site)
• Check the person has the right to work in Australia. For visa holders, check VEVO with their consent and keep a record.VEVO, Department of Home Affairs (opens another site)
• Give them a TFN declaration to complete (online through myGov or on the form), and read the ATO's payer information.TFN declaration, ATO (opens another site)
• Give the Superannuation standard choice form with your default fund filled in. Do not recommend a fund, and keep completed forms for 5 years.Super choice form, ATO (opens another site)
• Set up payroll. Pay slips have to be given within 1 working day of pay day.Pay slips, Fair Work (opens another site)
• Get the workspace ready: equipment, logins, keys or access cards, uniform and any protective equipment.
• Tell the team who is starting and when, and choose a buddy for the first weeks.
• Send a welcome message: start time, where to go, who to ask for, what to bring or wear, and parking or transport.

A warm welcome, a safe start and a clear picture of the first week.

• Meet them on arrival, introduce the team and show them around: kitchen, toilets, first aid kit, exits and assembly point.
• Run the work health and safety induction: emergency procedures, first aid, hazards in their work, how to report incidents and near misses, protective equipment, and who to talk to about safety.Your WHS regulator (opens another site)
• Collect the completed forms and their emergency contact. Store personal details securely and only share them with people who need them.
• Go through the position description and the plan for the first week.
• Explain workplace policies: bullying, harassment and discrimination, privacy, and phone and computer use.Good Practice, Good Business factsheets, AHRC (opens another site)
• Explain hours, breaks, rosters, how to ask for leave, when and how they are paid, and who to call if they are sick.
• End the day with a short check-in: how did it go, and what questions do they have?

Learning the core of the job with support close by.

• Train them on the core tasks, with the buddy alongside, and let them practise.
• Introduce them to the people they will work with most, inside and outside the business.
• Agree two or three goals for their first month.
• Check the first pay slip together, so any mistakes are fixed early.
• Have an end-of-week chat: what is going well, what is confusing, what would help.

Regular feedback, so there are no surprises at the probation review.

• Hold check-ins every week or fortnight, and keep short notes of what you agreed.
• Give feedback early and specifically, and offer training or support where it is needed.
• Hold the probation review before the probation period ends. Fair Work says probation often ranges from 3 to 6 months, and employees keep their usual entitlements during it.Probation, Fair Work (opens another site)Probation review template
• Remember that probation is not the same as the unfair dismissal minimum employment period, which Fair Work gives as 6 months, or 12 months for a small business employer. Small business employers should know the Small Business Fair Dismissal Code.Unfair dismissal, Fair Work (opens another site)Small Business Fair Dismissal Code (opens another site)
• Ask them how their onboarding went and what you could do better for the next person.