What is a new hire checklist?

A new hire checklist is a step-by-step guide used by employers to onboard a new employee efficiently and compliantly. It outlines all the tasks a business must complete before, during, and after a new employee’s first day—such as collecting tax forms, setting up payroll, assigning training, and introducing team protocols.

For small business owners, a strong new hire checklist isn’t just about staying organized—it’s about making the right first impression, ensuring compliance with labor laws, and setting new team members up for success. With Homebase, you can streamline onboarding by automating key steps like document collection, scheduling, and communication.

Why a new hire checklist matters

Hiring a new employee is more than just adding a name to the schedule. It's a legal, operational, and cultural process—and overlooking even a small step can lead to costly mistakes or confusion.

A well-designed checklist helps you:

• Maintain compliance with local, state, and federal employment laws
• Ensure consistency across all new hires, no matter the role
• Create a smooth onboarding experience that boosts engagement and retention
• Clarify expectations early on to reduce miscommunication
• Stay organized while juggling multiple onboarding tasks

Whether you’re hiring one employee or scaling up a team, a checklist ensures nothing slips through the cracks.

Key components of a new hire checklist

Your checklist may vary depending on your business and industry, but most should cover three main stages: pre-hire, first day, and first week.

Pre-hire checklist

Before the employee’s first day:

• Send offer letter or employment agreement
• Collect signed forms (W-4, I-9, direct deposit info, etc.)
• Verify employment eligibility (e.g., through E-Verify if applicable)
• Set up payroll profile and tax withholdings
• Add to scheduling or time tracking software
• Create employee file (digital or paper) for recordkeeping
• Assign required trainings or certifications
• Notify your team about the new hire and their start date

First day checklist

On their first day:

• Welcome the employee in person or virtually
• Review job responsibilities and expectations
• Provide employee handbook or workplace policies
• Give a tour of the workspace and introduce coworkers
• Demonstrate time clock or scheduling tools
• Issue uniforms, name tags, or required equipment
• Review safety procedures and protocols

First week checklist

After they’ve settled in:

• Check in regularly to answer questions
• Assign a buddy or trainer if needed
• Start hands-on training or shadowing
• Provide early performance feedback
• Request initial impressions or concerns
• Confirm payroll and direct deposit are working

Creating a checklist for each of these stages helps ensure that no detail is missed—and helps the new employee feel welcomed and prepared.

Customizing your checklist for different roles

Not all roles require the same onboarding steps. A server might need food handler certification, while a cashier may need POS system training. A new manager could require training on labor law compliance or team communication.

Tips for customizing:

• Group checklist items by job type (e.g., front of house vs. back of house)
• Tag items as required for legal compliance vs. role-specific training
• Adjust based on part-time vs. full-time employee status
• Use a digital checklist so you can easily duplicate and edit templates

Homebase allows you to assign different onboarding flows for different roles, helping you standardize where needed while staying flexible.

Common mistakes small businesses make during onboarding

Skipping steps or rushing the process can lead to costly missteps. Watch out for these common issues:

• Delaying tax form collection, which can delay payroll and cause compliance issues
• Forgetting to set up time tracking, leading to missed hours or inaccurate pay
• Lack of clarity around job expectations, which leads to early frustration
• Not preparing the team, which can make the new hire feel isolated
• Inconsistent onboarding, which causes confusion and lowers retention

A checklist reduces the likelihood of these oversights and helps create a smooth, repeatable process.

How Homebase simplifies new hire onboarding

Homebase gives small business owners everything they need to bring on new team members quickly and confidently. Instead of managing paperwork manually, Homebase helps automate and organize the onboarding process from day one.

With Homebase, you can:

• Send job offers and onboard employees digitally
• Collect and store tax forms and documents securely
• Automate time clock setup and scheduling
• Assign team communication and training tasks
• Monitor onboarding progress and get reminders for missing steps

Explore Homebase Hiring and Onboarding to create a more organized, compliant, and welcoming onboarding experience—so every new hire feels like part of the team from day one.