The first day of work is when a new hire’s paperwork, training and first impression all land at once. A good first day has the required forms done, a real introduction to the job, and a person assigned to help.
| Time | What happens |
|---|---|
| Before day 1 | Schedule, address, parking, uniform and who to ask for, sent by phone |
| First 30 minutes | Welcome, I-9 Section 1, tour, locker and uniform |
| First hour | Clock-in on their phone or the kiosk, meet their buddy |
| Rest of the shift | Shadow, then do simple tasks with the buddy |
| End of shift | Five-minute check-in with the manager; next shifts confirmed |
| Within 3 business days | Employer completes I-9 Section 2 |
Paperwork that can be done before the first shift, such as policies to sign, can be sent ahead as digital HR forms. The I-9 timing rules still apply.
A bakery cafe’s new hires used to arrive to a busy manager who said “wait here” and handed them a stack of forms. Three of the last ten new hires did not come back for a second shift.
The cafe writes a first-day plan. Two days before, the new hire gets a message with the start time, who to ask for and what to wear, plus the policies to read and sign on their phone. On the day, the manager spends 20 minutes on the welcome, I-9 Section 1 and a tour, then pairs the new hire with a named buddy for the shift. The manager completes I-9 Section 2 the same day. At the end of the shift, the manager confirms the next three shifts.
Over the next ten hires, all ten return for a second shift. The extra cost is about 20 minutes of the manager’s time and a buddy who is slightly slower for one shift.
The day-one plan should also account for the I-9. If the manager who would complete Section 2 is off within the next three business days, name who will do it instead.
A hospital laundry hires a new attendant for the 10:00 p.m. to 6:30 a.m. shift. HR works days, so in the past night hires spent their first shift without anyone to answer basic questions.
The laundry now starts night hires with a short paid orientation at 8:00 p.m. on their first day, when HR is still on site, for I-9 Section 1 and the tour. The night lead is their buddy for the first three shifts and has a checklist of what to show. HR completes Section 2 within three business days. In six months, every night hire completes their first two weeks.
Usually identity and work authorization documents for Form I-9, bank details for direct deposit, and anything the employer listed, such as a uniform item.
The employee completes Section 1 at the time of hire. The employer completes Section 2 within three business days of the hire.
Yes. Required orientation and training is work time for hourly employees.
Send details in advance, have paperwork ready, assign a buddy, give real work, and confirm the next shifts before they leave.
Often, yes. A shorter first shift with orientation and a buddy is easier to learn from. It is still paid work time.
Section 2 must still be completed within three business days of the hire, so the employee needs to present acceptable documents by then. See the I-9 form page for the details.
Send digital HR forms for e-signature before day one, and keep every signed document in the employee’s digital file.