Everything to do between a signed offer and the first day, so the new hire can start working from hour one.
The period between acceptance and the start date is when new hires are most likely to drop out, and when preparation is easiest. A short checklist keeps HR, managers and IT in step.
For hourly roles, the most important items are a published first schedule and a working way to clock in.
14 items. Use it on screen, or print it and fill it in by hand.
A logistics company signs a forklift operator on Tuesday for a start in ten days. HR sends forms, the shift manager schedules the first week with a certified trainer, and the site coordinator creates a time clock PIN. Everything is ready by the Thursday before the start.
Federal rules require the employment eligibility form to be completed on time from the first day of work, and payroll needs the correct rate and withholding before the first pay run. Having schedule, gear and time clock access ready also means the first hours are recorded properly instead of falling between systems.
| Offer | Signed Mar 3, filed; Sunset Valley Landscaping, Phoenix |
|---|---|
| Forms | W-4 and Arizona A-4 sent Mar 4 |
| Payroll | Added at $19 an hour, weekly pay |
| Schedule and trainer | First two weeks set, 6 am starts with crew lead Rafael |
| Gear | 3 shirts, wide-brim hat, cooling towel, badge |
| Time clock | PIN created Mar 10 |
| Check-in call | Mar 14, two days before the Mar 16 start |
The 6 am starts and the cooling towel reflect Phoenix heat, where crews finish the hardest work before midday. Both the federal and Arizona withholding forms are listed, since the state form is easy to forget.
As soon as the offer is accepted.
HR coordinates; the manager owns the team parts.
It is the stage before day one.
Update the schedule and access dates.
Do not delay the start over tax or benefit forms; finish them together on the first morning. The employment eligibility form is different: the employee completes their part by the first day of work, and the employer reviews documents within three business days. Put the missing items at the top of the first day’s agenda.
For non-exempt staff, time spent at the employer’s direction, such as online training or required forms, is generally work time. Either schedule that work on the first paid day or record the time and pay it.
More for the same job
Once the pre-onboarding checklist is in place, the next question is usually about shifts and hours. Book a demo to see how EZTime handles scheduling and time tracking.