Contact Us
A group of colleages gathered around a computer on a desk

A Comprehensive Guide to Onboarding New Employees

Employee Onboarding

13 May 2025 (Last updated 3 Dec 2025)

Share on:

Welcoming a new employee is an exciting time for the new starter and the employer. A strong onboarding process can help start things on the right foot and even help with retention and reducing attrition.  

Research has suggested that nearly 9% of employees will leave a company if the onboarding process was poor. A further 37% said that their manager did not play a critical role during the onboarding process. Considering that the first 45 days of any new employee are vital in their decision-making process, a poor onboarding system can only cause them to consider leaving early on.

In this comprehensive guide for small and medium business owners and employers, we offer a step-by-step process and checklist to onboard new employees. Using our detailed system and checklist, you can ensure you are providing a wholesome and positive onboarding process to your new employees. 

Understanding employee onboarding 

Employee onboarding is the process of inducting new employees into your business. It is an established and consistent system that includes formalities such as completing paperwork, getting documentation, receiving workstation and technology and IT access and wider sessions such as meeting your team, understanding the role within the company, and getting to know peers and managers. Employee onboarding should include the legal, technical, physical, and social aspects of your role. Everything that new starters may need to do perform their job effectively should be a part of a successful employee onboarding. 

Benefits of employee onboarding 

There are multiple benefits to having a consistent and solid employee onboarding:

  • Employee Retention.
  • Improved Morale.
  • Increased Job Satisfaction.
  • Enhance Company Culture.
  • Encourage Team Dynamics.
  • Establish Standards of Performance.

According to research done by the SHRM (Society for Human Resources Management), an employee’s chance of success at a new company can be decided as early as the first two weeks. It really does pay off to devote the time and energy into creating an onboarding program that suits your business. 

The length of the onboarding process 

The onboarding process starts as soon as an offer of employment is issued to a potential candidate. This continues onto the employee's first day at work and into the formative first few months of employment.

There is no right or wrong answer when it comes to selecting the length and duration of the employee onboarding process. It will come down to the business, the complexity of the role in question, your team capacity, and how often the business hires new employees.

Key Things to Remember Before Creating an Onboarding Process

  • Set out the length and content of the onboarding process - The onboarding process should be carefully crafted in consultation with the business’ HR support and managers. This should include preboarding, paperwork, administrative information, and other documentation that may be necessary before the employee joins. From Day 1, the tenor and style of the onboarding process should shift, and it should be more collaborative, informative, and offer a clear picture of their new role and team. Check-ins, and 1-2-1s can form a part of the onboarding process.  

  • Offer a point of contact - Whether this is a direct manager or a HR supervisor, having a point of contact can be helpful before the employee joins. Provide the employee with the appropriate internal contact details and the correct departments for various queries. Explain the role of the point of contact, how they would collaborate with the new employee, and their availability.  

  • Day 1- Ideally, a lot of the employee onboarding happens during Day 1. Ensure that the business has compiled a solid yet practical Day 1 that is a blend of information and socialising. Try not to overload them with information or have them sit through long presentations or read excessively long documents. Communicate with relevant stakeholders about Day 1 and request their presence if necessary.  

  • Communicate the onboarding process to all departments - Many business owners make the mistake of isolating their teams by restricting onboarding to the team in question. Having staff involvement will encourage positive team dynamics and cross collaboration. Communicate this to others through a company-wide email or offer HR support to let current employees know about the onboarding process and their role in it.

Employee onboarding checklist 

Now that we understand what employee onboarding is and its importance, let us get to creating a comprehensive employee onboarding checklist. The checklist has been broken into three sections and can be customised based on your preferences.

Before the First Day First Day For the First 90 Days
Inform current staff and let them know a new employee is joining Remind office staff of new arrival and leave instructions on where to send the new employee Set timely check-ins (weekly or fortnightly) with the new employee
Prepare all relevant paperwork such as tax, superannuation, company handbooks, and employment contracts. Upload them digitally if necessary. Get them to finish off any HR paperwork or admin quickly if urgent before they can meet the team. Introduce them to other departments and the wider business.
Have a workstation ready with all the equipment and software for the new employee. Do it few weeks in advance in case of long delivery times or IT issues. Set up a coffee catch-up with their manager and their immediate team so they can meet everyone in a casual, informal setting. Follow up with their mentor to check in on their mood and progress.
Appoint a mentor, this doesn’t need to be their manager but can be a peer who has been around a long time and is trustworthy. Offer a guided tour of the workspace, if they haven’t seen it already. They should be able to find their workstation, exits, toilets and emergency exits. Assign specific goals to them and provide constructive feedback on how they have worked towards the goals.
Order any other tech such as mobile phones or company equipment such as car, camera etc. Introduce them to their mentor or buddy and let them get to know each other. Provide training and support for their role.
Send them a welcome email. Ensure they can access their emails, internal company systems and messaging software. Walk them through their schedule and answer any questions they might have. Encourage informal interaction with their peers and colleagues. Invite them to company catch-ups and events.
Set up 1-2-1 meetings with the team in their calendar for Day 1 or the first week. Give them an agenda to help them get started. Seek feedback from their peers and colleagues.
Request the manager to call the new employee 24-48 hours before their first day to say hello and check in. Provide them with a list of contacts and their roles. Get their feedback on the employee onboarding process.

Employee onboarding materials 

There are key documents that will form part of the employee onboarding process. You need to include:

  • Employee Policies: All relevant policies should be communicated in a written and digital format to new employees. This should include dress code, behaviour policies, handling sensitive information, social media, health and safety, and leave and sick leave policies.  
  • Code of Conduct: The Code of Conduct acts as a new employee’s guide to the workplace by outlining behaviours and attitudes within the workplace.  
  • Induction Booklet: A welcome to the team induction booklet can be impactful and make your new employee feel included and welcome. This can have things like the map of the office, instructions on getting there, parking, access, facilities, and places to eat.  
  • Tools, equipment, and software: The new employee will most likely need certain tools, equipment, and software to effectively perform their job. This may include a laptop, company smartphone, notepad, office stationery, protective clothing, or a vehicle. 

Preboarding 

Preboarding involves handling the administrative and bureaucratic details of employment. It is the period between when the employee signs the employment offer and their first day. You can finish few tasks in the preboarding process: 

  • Check the necessary paperwork- Ensure the employee has all the necessary permits, licenses, and valid work visa (if applicable). Further documentation will include superannuation guarantee, tax documents, non-disclosure agreements and other relevant information.
  • Send them any training or relevant information packs - You can send any course materials, training links, or information packs they need to do before starting their first day.

Boost your employee onboarding with Peninsula 

If you're going to hire new employees or staff, you need comprehensive and established processes that are safe and fair. Peninsula offers customised solutions for hiring, onboarding, induction, performance management, and even termination. We are with you at every step of the employee lifecycle. Peninsula can advise you on how to create the right onboarding program for your business and industry. Our expert team is available 24/7.

Have a question?

Have a question that hasn't been answered? Fill in the form below and one of our experts will contact you back.

By clicking submit you consent to our Privacy Policy

Related Guides

Employee Onboarding

Probationary Period

A probationary period is the start of a permanent full-time or part-time employment relationship, It is not a legal concept or entitlement. It is merely a HR tool that as an employer you may consider implementing to assess if your new employee is suitable for the role before they pass the minimum employment period. This probationary period can also act as a time of settling into the new role for the employee and for them to understand their duties. Generally, an employer decides the length of the probationary period in the employment agreement, but an award or registered agreement may provide otherwise. Probation and the Fair Work Act The Fair Work Act 2009 (the Act) does not use the term ‘Probation.’ It is a contractual term and there is generally no law covering what is and isn’t a “probation period”. Probation refers to a trial period at the start of a full-time or part-time employee’s employment that is generally set out in their employment contract. The Act refers to a Minimum Employment Period determined by the time the employee has worked in the business and the size of the company. If the employee has met the minimum employment period, the employee will have access to unfair dismissal which is the minimum period that an employee must be engaged for. Length of the probation For a small business with less than 15 employees, this is 12 months, otherwise it is six months. This is the length of the minimum employment period depending on the size of the company. Peninsula recommends small employers to set a probationary period of 6 months initially - as the employee gains access to UD at 12 months. Additionally, Peninsula recommends a 3 month probationary period for large employers, which employees gain access to UD at 6 months. From here, if the employer is still unsure, they can extend or edit the length of the probationary period - however it becomes pointless to set it longer than the minimum employment period that applies to the specific employee. During the minimum engagement period, an employee may be terminated subject to written notice by the relevant provisions of the NES, industrial instrument, or contact.  Employee entitlements on probation A probationary period is not a separate period of employment. Recruits on probation receive the same entitlements as permanent full-time and part-time employees. An employee may be able to initiate a general protection claim regardless of the length of their employment if the dismissal is due to discrimination based on race, age, gender, and other such attributes, or because the employee exercised a workplace right. For this reason, it may be prudent to seek formal advice from an employment relations professional or legal practitioner before the termination of an employee. Performance management during probation During the probation period, you may consider holding regular meetings with the employee to review the employee’s performance. It also provides an opportunity to fix any problems or raise concerns on either side. If the employee knows what is expected of them, it gives them the best chance of passing probation successfully. Extending the probationary period If you are unsure whether a new employee is suitable for the job, but you are not ready to dismiss them yet, then you may want to extend their probation period. Technically speaking, you are allowed to do this by agreement or if the terms of the employment agreement give permission. However, you can only extend the probationary period by whatever time is stated in the contract depending on how the clause in the contract is worded, e.g. may state an ‘initial period of 6 months’ and ‘subject to change’ etc. For example, if you put an employee on probation for six months and the agreement lets you extend the period by an extra three months, then you would be allowed to do so under those conditions. Failing the probationary period If an employee does not pass their probation, they are entitled to receive written notice of their employment ending and be paid out any accrued unused annual leave hours as part of their final pay. If the probationary period is less than six months, or 12 months if you are a small business with less than 15 employees at the time of dismissal, the employee will not be able to succeed in the event of an unfair dismissal claim. Unfair dismissal claims If you choose to dismiss an employee on an extended probation period, and that employee has worked long enough to surpass the minimum employment period of six months (or 12 months if you are a small business) they will be entitled to make an unfair dismissal claim against your business if the circumstances warrant it. The size of your business dictates how long an employee must work for you before they can make an unfair dismissal claim. If your business has less than 15 employees, the employee must work at least 12 months. If your company has 15 or more employees, the employee only must work for at least six months to access an unfair dismissal claim. A business is classified as a small business, depending on the number of employees employed at the time of the dismissal, which includes: The employee and any other employees being dismissed at that time. Any regular and systematic casual employees employed by the business at the time of the dismissal (so not all casual employees). Any employees of associated entities, including any based overseas. So, in some cases, choosing to extend the probationary period of an employee may serve no purpose, as the employee will have surpassed the minimum employment period and will have access to an unfair dismissal claim. Resigning while on probation When an employee on probation resigns, they should give notice of their intention to leave, because they have the same responsibilities as a full-time or part-time employee. The length of the notice period will depend on the terms of their employment agreement or the relevant award or registered agreement. The employer should pay out any wages owing, unused annual leave, and notice (if applicable) as part of the employee’s final pay. What Happens at the End of the probationary period? Before the probationary period ends, you should meet with the employee and inform them whether they have passed probation. If they are unsuccessful, you can extend their probationary period if the contract, award, or registered agreement allows it, or end their employment.   If you are ending their employment, it may be considered best practice to meet with the employee to provide feedback about their performance or conduct and explain why the probation period was unsuccessful. Under the National Employment Standards set out in the Fair Work Act 2009, you need to give an employee written notice to end their employment. The written notice should specify the period of notice given (or payment instead of notice), and the date the employment will end. Always confirm the outcome of the meeting in writing to the employee. Whether they are successful or unsuccessful and whether you are extending the probation or terminating their employment. Keep a written record of the discussion during the meeting. Boost your staff management with Peninsula Being an employer in Australia means keeping up with complex legislation, awards, pay rates, and intense recruitment and hiring processes. Peninsula has a team of advisors and experts that can handle all your tricky questions and offer support, and documentation for everything from hiring, onboarding, probation, to pay rates, management, and dismissal.

Employee Onboarding

Employee Onboarding
View all guides

Do you have any questions regarding Employee Onboarding?

International Sites

United Kingdom

Republic of Ireland

Northern Ireland

Scotland

Canada

Australia

© 2025 Peninsula Employment Services Ltd. Registered Office: 8 Tangihua Street, Auckland CBD 1010

Peninsula Protect is a discretionary risk product issued by Peninsula Mutual Limited ACN 630 256 478 AFS Licence No. 544232. Peninsula Mutual Limited has appointed Peninsula Group NZ Limited NZBN 9429042175179 to distribute the discretionary risk product in New Zealand. To decide if this product is right for you, please read the Peninsula Protect Product Disclosure Statement (PDS) and Target Market Determination.