What is the onboarding process?

The onboarding process is the structured series of steps that help new hires transition into their roles within a company. It typically includes tasks like completing new hire paperwork, introducing the team and company culture, explaining job responsibilities, and training on tools or procedures. A well-designed onboarding process ensures that employees feel welcomed, informed, and ready to contribute from day one.

For small business owners, onboarding often happens quickly and informally—but having a consistent and intentional process can significantly boost employee retention, job performance, and overall team morale. Homebase helps small businesses streamline hiring and onboarding by combining scheduling, time tracking, payroll, and compliance tools into one simple platform.

Why a structured onboarding process matters

In smaller teams, every new hire counts. When employees are thrown into their roles without preparation, they’re more likely to make mistakes, feel disconnected, or leave early. A thoughtful onboarding process builds confidence, accelerates productivity, and shows new employees they’re valued.

Here’s why a formal onboarding process is important:

• Reduces early turnover by setting expectations and providing support
• Increases employee engagement through connection and clarity
• Improves productivity by shortening the learning curve
• Builds trust and accountability from the start
• Protects compliance with signed forms and documented training

Key stages of the onboarding process

While every business is different, most onboarding processes follow a similar framework. For small businesses, this can be adapted to your size, budget, and available tools.

1. Preboarding (before the first day)

• Send a welcome email with start date, schedule, and what to expect
• Provide digital access to tax documents (W-4, I-9) and policies
• Introduce the team or manager via a short message or video
• Share the employee handbook and workplace expectations

2. First day

• Tour the workplace or set up a virtual introduction
• Walk through job responsibilities and daily workflows
• Train on time tracking, communication, or scheduling tools
• Explain who to go to with questions or support needs
• Set goals for the first week or month

3. First week

• Assign initial tasks or shadowing opportunities
• Check in with the new hire for feedback and questions
• Introduce key coworkers or team members
• Reinforce policies and safety procedures
• Offer positive feedback and guidance

4. First month and beyond

• Evaluate early performance and discuss progress
• Offer additional training or responsibilities
• Set goals for continued development
• Continue checking in regularly
• Ask for feedback on the onboarding experience

Best practices for onboarding in small businesses

You don’t need a full HR team to deliver a great onboarding experience. Here are some best practices that work well for small businesses:

• Standardize your process – Use a checklist to ensure consistency
• Digitize paperwork – Save time with digital document collection
• Keep it role-specific – Tailor training and orientation to the position
• Communicate clearly – Explain what’s expected at every stage
• Include team members – Let coworkers participate in welcoming and training
• Follow up – Schedule regular check-ins after the first week and month

Common onboarding mistakes to avoid

Even well-meaning employers can unintentionally make onboarding harder than it needs to be. Here are common pitfalls:

• No preparation – Leaving new hires confused or idle on day one
• Too much information too fast – Overloading employees with paperwork or training
• Lack of support – Failing to provide a go-to person for questions
• Inconsistent messaging – Giving different instructions across departments
• Missing documentation – Risking compliance violations without signed forms

How Homebase supports a better onboarding process

Homebase helps small businesses simplify hiring and onboarding by bringing everything together in one place. Instead of chasing paperwork or reinventing your process with each new hire, you can offer a seamless, professional experience from day one.

With Homebase, you can:

• Send digital offer letters and onboarding packets
• Collect and store tax forms and employee documents
• Share handbooks and workplace policies
• Set up employees in scheduling and time tracking systems
• Track onboarding progress and compliance steps

Explore Homebase Hiring and Onboarding to create a faster, smoother onboarding process that helps your employees hit the ground running—and helps you grow a more reliable and engaged team.