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New Hire Paperwork Checklist

May 31, 2021
Bill Kimball

onboarding forms

Add or remove columns as needed to create a comprehensive onboarding plan. We’ve also included onboarding templates in Smartsheet, a work execution platform that empowers you to better manage HR processes with real-time collaboration and process automation. News, trends and analysis, as well as breaking news alerts, to help HR professionals do their jobs better each business day. “An employee’s performance at the end of the first year will prove if they’re fully productive,” said Peterson. “Now you can plan for future development. Show them what their career looks like at the company. Sadly, sometimes they don’t belong there,” he said.

onboarding forms

Use this sample vacation request form template, start to collect the necessary information from your employees and track the vacation schedules in order to distribute the duties easily. The company can use this form for the employees to fill for leave.

Free Onboarding Checklists And Templates

Employee onboarding doesn’t have to all be done on an employee’s first day. Too much information can be overwhelming, so try to space it over a few days or a week. �� Organize time for key team members to meet with the new employee. Getting an employee on board can mean working through lots of to-do items. We’ve made a few handy checklists to make the process easier for you.

So you need a employee reference form template that will helps keep the reference feedback organized and is easy to review later on. In our employee reference form sample, we looked for employment details, ratings about the candidate and fields for commentary. Use our form as a guide for drafting your own template, additional features include apps and widget integrations. Employees come with a lot of paperwork, especially during the hiring and onboarding process. Failing to keep the appropriate documents or store them securely can put you at risk of a lawsuit or fines. Be sure that you are aware of all the documents that you need to collect from new employees, as well as best practices in data security to help keep you in compliance with the law. Typically, the term “employee data” refers to any personal information you keep about your employees.

onboarding forms

Manage employee information, employment verification, employment satisfaction, cv submissions, job applications, and time-off requests with JotForm human resources online form templates. Get started by choosing a template below to edit for free. To create an onboarding form, look for an online solution. Online onboarding forms are easy to fill in, and you can automate the process in the HR department without doing so much paperwork. Here’s an onboarding form template that you can use online with your new employees. Just sign up to 123 Form Builder and customize the form template as you see fit. You can collect all the employee information you need, set up who receives the data by email, and even send documents automatically to the employee.

Doing this before their first day will save both of you time and let you focus on more important things when they come into the workplace. This is a chance to contact the employee and clarify the first week’s schedule, provide a timesheet if necessary, and supply basic info, like parking rules and dress code. Cover all the necessary onboarding steps with our checklists below. It’s not unusual for a job offer to be sent via email. You can use this template to construct a job offer message that is both welcoming and professional. Like the informal offer letter above, this email template provides just a few essential details about the job and serves as the initial contact after the recruitment and interview stages.

The Hiring Process

Employee onboarding begins before your new hire’s first day at work. Here are some key tasks to complete before your employee starts.

onboarding forms

“Mentoring programs can be as simple as assigning a new employee a go-to person or having an elaborate team of mentors for any questions that might arise,” Hyatt said. According to a BambooHR survey, three-fourths of new hires said training during the first week on the job is most important to them.

If an accident occurs and the employee is injured you will need this information on hand. If you pay by direct deposit you need the employee’s bank information and a voided check. Do this promptly so it doesn’t disrupt payroll processing. This form may be used by a physician in case of an employee’s absence from work due to a medical reason. It is completed by physicians to decide when an employee can return to work. This form contains the physician’s name, his/her signature and employee’s information. Collect physician releases and e-signatures for your HR department with this online Physician Release to Return to Work Form.

New employees at BambooHR are taken out to lunch on the first day. “We cared enough to hire them, we want them to know we care enough to build rapport,” Peterson said.

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Stories & insights Read the minds of our team of HR writers. What’s in, what’s out, and what’s around the corner—they’ve got the HR world covered. Inside HR overview Industry insights, new tech and tools, step outside the day-to-day demands of HR and keep pace with a changing world. HR toolkit overview Ready-to-go resources to support you through every stage of the HR lifecycle, from recruiting to retention. WilsonHCG is an award-winning, global leader in total talent solutions. Operating as a strategic partner, it helps some of the world’s most admired brands build comprehensive talent functions.

  • Operating as a strategic partner, it helps some of the world’s most admired brands build comprehensive talent functions.
  • Additionally, onboarding allows you to provide consistent customer satisfaction and ensure that there is no gap in the level of service being provided during an employee transition.
  • Fifty-six percent of respondents in the BambooHR study said that having a buddy or mentor at work was very important when getting started.
  • Plus, many executives are hired to make changes to a business rather than simply fit into the status quo, and the right onboarding process can help them hit the ground running.
  • The onboarding process helps you to develop a happy contributor.

It is also much more secure than physical storage. You may have heard horror stories about computer hackers gaining access to a company’s employee data, but the truth is that cloud storage is safer than physical storage.

You can use this template to create your own list of onboarding best practices, use it as an HR reference tool, or include it in a presentation. It can also be used as a guideline for creating your own checklist template. This onboarding schedule template combines a checklist with a calendar for planning and tracking onboarding activities. Simply list all the steps in your onboarding program and schedule them as needed for a new employee. This template is not only useful for planning, but also as a communication tool that can be shared with other departments and the new hire. This human resources onboarding checklist provides an outline for each stage of an onboarding program.

But, because onboarding processes are nuanced, and one misstep can result in a poor experience for your new team member, it’s important to have the right solution in place to stay on top of all the details. An announcement email briefly introduces coworkers to a new employee who will soon be joining them. Sending out an announcement supports the onboarding process by creating a welcoming environment for new hires so that they quickly feel at home and connected to their team and other networks. A new employee orientation survey can provide useful insight on what aspects are working or not working in your existing process.

Orientation is an event – the first step in the onboarding process. The orientation step allows you to collect all relevant human resources, payroll and benefits forms. As soon as you hire a new employee to be a part of your team, the next step on your onboarding checklist template should be to collect all of the forms required by the US government. First, you will receive an introduction from an HR administrator. This typically involves a welcome email that includes your offer letter, new hire paperwork and company policy documents. This is typically followed by a phone call to review the forms, set expectations and familiarize the employee with the process. The forms are time-sensitive, so it is important to sign and return them as soon as possible.

HR departments can use this free Exit Interview Form to conduct exit interviews online. Customize the form and share via email to quickly collect employee feedback. Easy to customize, integrate, and embed on any web page. Assess the performance of your leaders in the company by using this Supervisor Evaluation Form. This template is easy to use and can be customized using the Form Builder. Conduct employee performance reviews online with a free Performance Appraisal Form. Review employee progress to improve your business.

You can send this handbook and contract through Homebase’s employee onboarding feature. Homebase’s tools make for an effective onboarding process. They allow you to communicate with new hires before day one and lay out the onboarding plan so they can hit the ground running when they walk through the door. When sending your job offer letter to your new team member, you should also send over an employee handbook that is equipped with information about your business. This information should include details on any type of benefits package you offer to increase employee satisfaction, as well as company culture policies and career development opportunities. Download our new hire checklist template in PDF format to help you get organized for your new employee’s first day.

Free Employee Performance Review Templates Streamline your employee performance review process with free templates in Excel and Word. Use Smartsheet to maximize ROI on recruiting activities, stay on top of budget, and streamline internal planning and coordination.

A near-miss is a potential hazard or incident that has not resulted in any personal injury or property damage. In this template, the submitters are asked to describe what happened, the background and any hazardous materials, equipment, or processes involved in the incident. Let employees notify you about equipment issues through this free report form. This annual staff appraisal form asks submitters to upload job descriptions and objectives, evaluate their performance, tasks, achievements, failures of the recent year, and expectations from the upcoming year. Online HR form for employees to address their concerns relating to the coronavirus epidemic.

Employee observations can be extremely important in preventing accidents. If an employee notices an unsafe condition, that employee is required to report the information immediately to their supervisor through this form. Damaged Utility Reporting Form Template allows you to make documentation on damaged utilities by both asking when, how, where questions, and collecting related photos. This new hire check-in form provides you with your new hires’ overall experience so far, their further requirements, concerns, etc.