# SOP: New employee first week

Owner: People and operations manager
Frequency: Every new hire
Tools: HR system, Email and calendar, Password manager, Task tracker

> **How to adapt this template**
> - Replace every [bracketed] value with your own tools, dates and names.
> - Employment law differs by country. Fill in the [right-to-work check] and [employee data notice] lines with what your country requires, taken from your government's employer guidance or your lawyer.
> - Name one owner. That person keeps this document current.
> - Test it with someone who joined recently and ask what was missing.

## Purpose

Make a new hire productive and welcome in the first week, with nothing forgotten: legal checks, access, equipment, training and a clear picture of what is expected.

## Scope

Covers every new [employee / contractor] starting at [company]. It runs from the signed offer to the end of the first week. It does not cover probation reviews. Those follow [probation process]. Some steps (right-to-work checks, payroll forms) apply to employees only. For contractors follow [contractor onboarding rules].

## Trigger

The new hire has signed the offer and confirmed a start date.

## Roles

- **People and operations manager (owner):** runs the checklist and tracks completion. Called "people manager" in the steps.
- **Hiring manager:** plans the work, introductions and first tasks.
- **IT or admin:** prepares equipment and accounts.
- **Buddy:** a teammate who answers everyday questions.

## Steps

1. **People manager:** Create the new-hire checklist in the [task tracker] at least [10] working days before the start date.
2. **People manager:** Collect the signed contract, tax and bank details through [HR system]. Give the new hire the [employee data notice] explaining what personal data you hold and why.
3. **People manager:** Complete the [right-to-work check] for the country of employment, and record the date and who did it. Where the law sets a deadline, put it in the checklist. In the UK the check must be done before employment starts. In the US, Form I-9 has its own deadlines. If the check cannot be completed by the legal deadline, do not let the person start or continue work, and tell the hiring manager.
4. **IT or admin:** Order or prepare equipment and create accounts for [email, chat, tools] with the minimum access the role needs.
5. **Hiring manager:** Pick a buddy and write a first-week plan with [3] goals.
6. **People manager:** Email the new hire [3] working days before the start with time, place, who to ask for and what to bring, including any documents still needed for the right-to-work check.
7. **Hiring manager:** On day 1, welcome the new hire, give a tour or video call, and walk through the plan.
8. **IT or admin:** On day 1, hand over equipment, set up the [password manager] and confirm every login works.
9. If any login fails on day 1, then **IT or admin** fixes it the same day. Otherwise continue.
10. **Hiring manager:** On days 2 and 3, introduce the team and key contacts, and assign the first real task.
11. **Buddy:** Join the new hire for [one lunch or call] and answer questions.
12. **People manager:** On day 4, confirm policies, safety and data-protection briefings are done and signed off.
13. **Hiring manager:** On day 5, hold a [30]-minute check-in covering what went well, what is unclear and goals for week 2.
14. **People manager:** Send the new hire a short feedback form and record the answers.

## Checks before closing

- All accounts work and access matches the role.
- Contract and required forms are signed and filed.
- Right-to-work check done within the legal deadline, dated, and filed under [retention rule].
- Briefings are completed and recorded.
- The new hire knows their goals for weeks 2 to [4].
- Feedback is recorded and any fixes are logged.

## Exceptions

- **Right-to-work check incomplete, or a document expires:** do not start or continue work until resolved. Follow [local rules] and ask [HR adviser / lawyer].
- **Equipment late:** lend a spare device or begin with reading and training that need none.
- **Start date changes:** update the checklist dates and tell IT and the buddy.
- **Remote hire:** send equipment [5] working days early and hold day 1 by video. Check whether your [right-to-work check] can be done remotely.
- **Buddy absent:** hiring manager names a replacement.

## Time and targets

Suggested targets, adjust to your team:

- Checklist created: [10] working days before start.
- Right-to-work check done: by the legal deadline in [your country], which in some countries is before the first day of work.
- Accounts ready: by [5pm] the working day before the start.
- Check-in held: by the end of day 5.
- Feedback reviewed: within [5] working days.

## Related

- [Offboarding SOP]
- [Probation review process]
- [IT access policy]

Review: [every 6 months]

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Template by bigital · https://bigital.agency/resources/sop-templates/new-employee-first-week/