Onboarding Checklist

• Send formal offer letter and employment contract for signing
  P&C
• Receive signed employment contract and collect Tax File Number Declaration, Superannuation Choice Form, and bank account details
  P&C
• Verify right to work in Australia (passport, visa, or citizenship documentation)
  P&C
• Initiate background check (police check, qualifications verification, reference checks)
  P&C
• Set up employee record in HRIS (Employment Hero) — personal details, contract, payroll
  P&C
• Add to payroll for first pay cycle
  P&C
• Send Fair Work Information Statement (NES requirement)
  P&C

• Order laptop and peripherals (monitor, keyboard, mouse, headset)
  IT
• Provision Microsoft 365 account (email, Teams, SharePoint)
  IT
• Create accounts: Slack, JIRA, Confluence, GitHub/GitLab, AWS/GCP (role-dependent)
  IT
• Set up VPN access (Tailscale) and MFA enrolment
  IT
• Prepare building access card / key fob
  IT
• Configure laptop with standard image, endpoint protection, and full-disk encryption
  IT

• Assign an onboarding buddy from the team
  MGR
• Prepare Day 1 schedule and first-week plan
  MGR
• Set up workstation (desk, chair, monitor) if office-based
  MGR
• Notify the team of new starter (name, role, start date)
  MGR
• Schedule key Week 1 meetings (1:1, team intro, stakeholder introductions)
  MGR
• Prepare role-specific onboarding resources (documentation, project briefs, access to repos)
  MGR

• Send welcome email with Day 1 details (start time, location, what to bring, dress code, parking/transport info)
  P&C
• Include links to pre-reading: Company overview, org chart, team page, P&C Policy Hub
  P&C
• Send welcome pack (company swag, notebook, welcome card from team) — shipped for remote starters
  P&C

• Greet employee at reception (or via video call for remote starters)
  MGR
• Office tour: kitchen, bathrooms, emergency exits, fire extinguishers, first aid kit, quiet rooms, collaboration areas
  BUDDY
• Introduce to immediate team members and key contacts on the floor
  MGR
• Collect building access card and demonstrate entry/exit procedures
  IT
• Provide welcome morning tea or lunch with the team
  BUDDY

• Hand over laptop and equipment; complete asset register sign-off
  IT
• Assist with laptop setup, Wi-Fi connection, and initial login
  IT
• Complete MFA enrolment on all accounts
  EMP
• Test email, Slack, Teams, VPN, and key systems access
  EMP
• Set up voicemail and email signature (template provided)
  EMP

• Discuss role expectations, team structure, and reporting relationships
  MGR
• Review first-week and first-month plan
  MGR
• Explain team communication norms (Slack channels, meeting cadences, stand-ups)
  MGR
• Introduce buddy and explain buddy role
  MGR
• Schedule recurring 1:1 meetings (weekly for first 3 months)
  MGR

• Complete WHS induction (emergency procedures, hazard reporting, first aid officers, evacuation assembly point)
  EMP
• Review and acknowledge Code of Conduct
  EMP
• Review and acknowledge Anti-Discrimination & Harassment Policy
  EMP
• Review and acknowledge Privacy Policy and IT Acceptable Use Policy
  EMP
• Complete cybersecurity awareness training module
  EMP
• Complete all compliance acknowledgements in HRIS
  EMP

• HRIS walkthrough (Employment Hero): leave requests, payslips, personal details, policies
  P&C
• Expense system walkthrough
  P&C
• Project management tools training (JIRA, Confluence) — team-specific workflows
  BUDDY
• Development environment setup (for engineering roles: IDE, repos, CI/CD pipelines, staging environments)
  BUDDY
• CRM/client systems training (for client-facing roles)
  MGR

• Attend team stand-up / sprint ceremony and observe working rhythm
  EMP
• Introduction meetings with key stakeholders and cross-functional contacts
  MGR
• Buddy coffee catch-ups (at least 2 during the first week)
  BUDDY
• Review team documentation, project wikis, and architecture overviews
  EMP
• Assign first low-risk task or pair-programming exercise
  MGR

• Conduct 30-day check-in meeting: how is the employee settling in? Any concerns?
  MGR
• Set initial performance goals and OKRs for the probation period
  MGR
• Develop individual training plan (identify gaps and learning priorities)
  MGR
• Confirm background check results received and satisfactory
  P&C
• Ensure all compliance training completed and acknowledged in HRIS
  P&C
• Complete Home Office WHS Self-Assessment (if working remotely)
  EMP
• Employee to provide initial feedback on onboarding experience (pulse survey or conversation)
  EMP
• Employee contributing to regular work (e.g., assigned to a project stream, handling tickets)
  MGR

• Conduct 90-day review meeting: progress against goals, feedback on performance and cultural fit
  MGR
• Gather informal feedback from team members and stakeholders
  MGR
• Review training plan progress and adjust if needed
  MGR
• Discuss any concerns or areas for improvement openly with the employee
  MGR
• If performance concerns exist, document and begin early support measures (not PIP at this stage)
  MGR
• Employee self-assessment: Are they happy? Are expectations being met? What support do they need?
  EMP
• Prepare preliminary probation assessment — on track / concerns / at risk
  MGR
• Buddy program formally concludes (ongoing informal support encouraged)
  BUDDY

• Schedule formal probation review meeting at least 2 weeks before the probation end date
  MGR
• Complete Probation Review Form: assessment against goals, competencies, values, and cultural fit
  MGR
• Seek endorsement from People & Culture (and skip-level manager if required)
  MGR
• Conduct probation review meeting with the employee
  MGR
• Decision: Confirm employment / Extend probation (max 3 months, by written agreement) / Terminate during probation (1 week notice per contract)
  MGR
• Issue Confirmation of Employment letter (or Extension/Termination letter as applicable)
  P&C
• Update HRIS to reflect confirmed employment status and adjusted notice period
  P&C
• Set annual performance review goals (aligned to company OKR cycle)
  MGR
• Transition to standard 1:1 cadence (fortnightly or as agreed)
  MGR
• Collect final onboarding feedback for continuous improvement
  P&C

By signing below, we confirm that the onboarding program has been substantially completed and the new employee has been provided with the information, training, equipment, and support necessary to perform their role.