Onboard a New Hire Without Legal Headaches - Onboarding Checklists
When we talk about onboarding, most people think of welcome emails, awkward first-day intros, and maybe a team lunch. But beneath the surface, onboarding is one of the most important compliance processes your business runs.
If key steps are missed — or done informally — you’re opening the door to future disputes, underpayment claims, or failed audits. Done properly, onboarding sets a clear foundation: for performance, expectations, and legal protection.
Here’s what every employer needs to get right from Day 1.
Employee Entitlements Under the National Employment Standards (NES)
By law, there are minimum details you must share with new employees — no matter the role or industry. These include:
• A copy of the Fair Work Information Statement (plus the Casual Employment Information Statement if relevant)
• Details of the employer, role, and start date
• Whether the employment is full-time, part-time, or casual
• Award or agreement coverage, including classification and rate of pay
• Leave entitlements and any applicable policies
Failing to provide this information can be considered a breach of the Fair Work Act — even if the employment relationship appears to be running smoothly at first.
Documenting Agreements and Entitlements Clearly
Verbal agreements don’t protect your business. Every new hire should receive:
• A signed employment contract covering their entitlements, award details, and obligations
• A position description outlining expectations of their role
• Confirmation of any additional benefits or arrangements (e.g. flexible hours, bonus structures)
It’s also smart to include signed acknowledgement of key HR policies — such as code of conduct, workplace behaviour, social media use, and safety procedures.
Training and Record-Keeping Obligations
Training isn’t just about showing someone how to use the printer and it also shouldn’t just stop at Induction. Depending on the role and industry, you may be legally required to provide (and record) training in areas such as:
• Workplace safety and injury prevention
• Use of equipment or vehicles
• Customer service standards
• Anti-discrimination and sexual harassment policies
You also need to keep records of:
• Completed training modules or inductions
• Signed forms or acknowledgements
• Any safety briefings or incident reporting systems
Good records don’t just cover you in the event of a claim — they show your business takes risk and safety seriously.
Remote vs On-Site Onboarding
If your team is remote, the onboarding process doesn’t stop being important — it just needs to be rethought.
For remote workers:
• Use video calls for introductions and check-ins
• Provide access to cloud-based HR documentation and systems
• Schedule formal “settling in” milestones (e.g. Day 7, Day 30)
• Ensure equipment and safety requirements are addressed in writing
For on-site workers:
• Walk them through workplace expectations and protocols in person
• Provide printed or digital copies of all documentation
• Introduce them to key people and systems straight away
In both cases, the goal is to ensure the employee knows what’s expected, feels supported, and understands where to go for help.
HR Onboarding Process: A Detailed Guide
Here’s a breakdown of the key steps involved in an effective onboarding process:
1. Pre-boarding: Preparing Before Day 1
Pre-boarding happens before the new employee even steps foot in the office or joins the team remotely. This phase ensures that all necessary paperwork is completed, and the new hire feels ready to start their new role.
Send out welcome emails: Welcome your new hire with an email that includes essential information about their first day, such as the schedule, who they will meet, and what to bring.
Prepare the workspace: For in-office employees, ensure that the desk is ready with all necessary equipment. For remote employees, send any required technology (laptop, headset, etc.) in advance.
Complete paperwork: Include any forms for payroll, benefits, tax information, and non-disclosure agreements. This ensures compliance and sets expectations right from the start.
2. First Day: Warm Welcome and Introductions
The first day is often an emotional and overwhelming experience for new hires. The goal is to make them feel comfortable, welcomed, and informed about what’s expected of them.
Office tour and introductions: Introduce the new employee to key team members, including their direct colleagues, HR representatives, and leadership.
Company policies and culture: Explain company values, dress code, office protocols, and any employee benefits or programs.
Onboarding documents: Provide the new employee with key documents such as the employee handbook, a Fair Work Information Statement, and any role-specific documents.
3. Role-Specific Training and Development
Once the initial introductions and paperwork are complete, it’s time to get the employee trained on their job role. This step is crucial for ensuring the employee understands their responsibilities and is set up for success.
Job expectations: Clearly outline job duties, goals, and performance metrics. Provide them with a position description that lays out expectations.
Training on tools and systems: If the employee is required to use certain software or tools, provide training to ensure they are comfortable with the systems.
Shadowing and mentoring: Assign a mentor or go-to person who can guide the new hire through their first few weeks.
4. Ongoing Support and Check-ins
Onboarding doesn't end after the first few days. Ongoing support and regular check-ins are vital for the employee’s long-term success and engagement.
Regular feedback and progress check-ins: Set up weekly or bi-weekly check-ins to discuss the employee’s progress, concerns, and successes.
Performance reviews: Schedule a formal performance review after the first 30, 60, and 90 days to discuss job satisfaction, challenges, and alignment with company goals.
Continuous learning and development: Encourage employees to continue developing new skills through training, workshops, and other professional development opportunities.
5. Compliance and Documentation
Ensuring that all compliance requirements are met is one of the most important parts of the onboarding process. This step helps protect the company and the employee legally.
Fair Work compliance: Ensure the new hire receives the Fair Work Information Statement and understands their rights under the Fair Work Act.
Safety training: Provide training in occupational health and safety and other compliance-related topics.
Legal documents: Ensure the employee’s contracts, tax forms, and other legal documentation are properly signed and filed.
6. Feedback and Improvement
Once the new hire has completed the onboarding process, gather feedback to continuously improve the process for future hires.
Ask for feedback: Check with the employee about their onboarding experience to understand what went well and what could be improved.
Refine the process: Use the feedback to make adjustments and enhance your onboarding program for future hires.
10 Most Practical HR Onboarding Process Checklist for Australia 2025
To help ensure you don’t miss any critical steps, here’s a simple onboarding checklist that covers all the necessary tasks:
Send out a welcome email
Prepare the workspace or set up remote systems
Complete HR paperwork (contracts, tax forms, etc.)
Introduce the new employee to the team
Explain company policies and culture
Set clear job expectations and goals
Provide training on tools and systems
Assign a mentor for ongoing support
Check in regularly for feedback and performance updates
Review legal and compliance requirements
By following this checklist, you can make sure your onboarding process is thorough, seamless, and successful.
Final Thought: Compliance Starts Before Day 1
The onboarding process sets the tone for everything that follows. It’s not just about being welcoming — it’s about being thorough, fair, and legally covered from the start.
If your onboarding process feels scattered or overly informal, it might be time to review it.
Want to tighten your onboarding process and remove the guesswork?
[Book a quick onboarding review with HRAnywhere]