Prepared by: Asiyah Suleman (Operations & Systems Specialist)
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Scope note: This SOP provides a general framework for managing employee onboarding and offboarding. Each organization should adapt the steps, responsibilities, timelines, and documentation to fit its size, location, policies, and legal requirements.
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Purpose
This document covers how we manage an employee's full journey with the company from the moment they accept an offer, through their first two weeks, to a clean, respectful exit when they eventually leave. The goal is consistency: everyone should have the same clear, organized experience, no matter who manages it.
Send the offer confirmation and start date
Once they've accepted the offer, send a written confirmation with their official start date, start time, job title, and who they will report to. Make sure they know where and how they are expected to work.
Collect required employee information and documents
Collect the information and documents needed before they start, such as their full name, contact details, emergency contact, identification, tax or payroll information, signed contract, and any other company-required documents. Store everything in the correct employee folder.
Set up payroll and benefits
Make sure the employee is added to payroll and that any required benefits or allowances are set up before their first pay period. Confirm that Finance or the person handling payroll has everything they need.
Prepare their accounts and tools
Set up their email, shared drive access, and any tools they'll need, such as Slack, ClickUp, project management software, or other company systems, at least 2 days before they start. Nobody should be waiting for logins during their first morning.
Prepare their equipment and workspace
Make sure any company equipment they need is ready before their start date. This may include a laptop, monitor, headset, phone, access card, or other work equipment. If they are working remotely, confirm that they know what equipment they are expected to provide themselves.
Prepare their onboarding information
Gather the documents and information they will need during their first few days, including company policies, team information, job responsibilities, important links, processes, and training materials. Make sure everything is easy to find.
Assign a buddy or point of contact
Pick someone on the team who isn't their manager to be their go-to person for quick questions during their first few weeks. Let that person know in advance and explain what support they are expected to provide.
Create their first-week schedule
Plan the employee's first few days before they start. Include introductions, meetings, training, tool setup, job-specific tasks, and time with their manager. This helps them know what to expect instead of starting with no clear plan.
Send a welcome email
Send a short note a day or two before they start, confirming their start time, where to report or how to join remotely, what to bring if anything is needed, and what their first day will look like.
Give a short team introduction
Either have a quick call or send a message introducing them to the team. Include names, roles, and who they will work with most often so they know who to contact when they need help.
Complete the required paperwork and onboarding forms
Make sure any remaining employee forms, agreements, policies, or required documents are completed during the first few days. Check that the employee file is complete and stored correctly.
Walk through tools and processes
Spend time on day one showing them where things live — shared drives, communication channels, project management tools, key documents, calendars, and other systems they will use. Don't assume they'll figure everything out on their own.