New Employee Setup Checklist
New Employee Setup Checklist
Quick Summary
A new employee setup checklist helps construction companies onboard workers consistently and efficiently. It ensures required paperwork, job assignments, equipment, training, and communication details are handled before the employee starts work. This checklist is useful for office managers, project managers, foremen, crew leaders, and business owners hiring new team members.
When to Use This Checklist
- After a job offer has been accepted.
- Before the employee's first day.
- When hiring field or office staff.
- Before assigning the employee to a project or crew.
- When setting up payroll and company records.
- During employee orientation and onboarding.
Before You Start
- Confirm the employee has accepted the position.
- Verify the employee's start date and work location.
- Prepare onboarding paperwork and company forms.
- Determine the employee's crew, supervisor, or department assignment.
- Prepare any required tools, equipment, or company property.
- Schedule orientation and first-day activities.
Safety Checks
- Review company safety policies and expectations.
- Provide site-specific safety information if available.
- Verify required PPE has been issued or assigned.
- Review emergency procedures and reporting expectations.
- Discuss hazard reporting and near-miss reporting procedures.
- Document completion of initial safety orientation.
Tools, Equipment, and Materials
- Employment paperwork and onboarding forms.
- Employee handbook and company policies.
- Personal protective equipment (PPE).
- Company tools, devices, keys, or access credentials.
- Project assignments and contact information.
- Training records and orientation materials.
New Employee Setup Checklist
- Create the employee record in company systems.
- Collect completed hiring and onboarding paperwork.
- Verify employee contact information.
- Enter payroll and compensation information.
- Assign the employee to a supervisor, crew, or department.
- Review job responsibilities and expectations.
- Provide company policies and employee handbook information.
- Issue required PPE and document distribution.
- Issue company tools, equipment, or devices if applicable.
- Provide site access instructions and reporting locations.
- Introduce key supervisors and team members.
- Complete initial safety orientation.
- Review timekeeping and attendance procedures.
- Provide emergency contact and reporting procedures.
- Confirm the employee is ready for project assignment.
Documentation Needed
- Completed hiring and onboarding forms.
- Employee contact information.
- Payroll setup records.
- PPE and equipment issue records.
- Safety orientation records.
- Training and onboarding documentation.
Common Mistakes to Avoid
- Sending employees to the field without proper orientation.
- Failing to issue required PPE before work begins.
- Missing paperwork or payroll information.
- Not explaining reporting and communication procedures.
- Assigning work before clarifying job expectations.
- Failing to document equipment and tool assignments.
End-of-Day / Final Review
- Employee records have been completed.
- Payroll and contact information have been verified.
- Required PPE and equipment have been issued.
- Orientation and safety training have been completed.
- Project assignments and reporting instructions are clear.
- The employee is fully prepared for their first day of work.
Checklist Completion
Project / Job Name
Jobsite / Location
Completed By
Role / Title
Completed Date
Completed Time
Signature
Reviewed / Approved By, if needed
Notes / Follow-Up Items
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