HR glossary · Hiring and contracts

Onboarding

Onboarding is how you bring a new hire into the job: paperwork, payroll set-up, safety training, introductions and check-ins in the first months.

Also called: employee onboarding, new hire orientation, induction, pre-boarding

What onboarding means

Onboarding is everything you do to help a new employee start well: from the moment they accept the offer, through their first day and week, to the end of their probation period. It covers paperwork and payroll set-up, safety and job training, introductions to the team, and regular check-ins.

For a small business, good onboarding is mostly about not forgetting things. When the owner is also the manager, the trainer and the payroll clerk, a simple checklist keeps the legal steps on track and gives the new person a clear picture of what good work looks like.

Orientation is part of onboarding, usually the first day or two. Onboarding is the longer process, often the first 90 days.

How it works

Before day one: send the signed offer letter or written terms, the start time and place, what to bring and wear, and who to ask for. In Ontario, since 1 July 2025, new hires must get their basic job terms in writing before their first day. Collect the forms you need for payroll, such as tax forms and direct deposit details.

On day one: ask for the employee's Social Insurance Number. Employers must ask for it within 3 days after employment begins, and keep it confidential. If the SIN starts with 9, check the work permit's conditions and expiry date. Cover workplace safety first: hazards, emergency exits, first aid, how to report an injury and how to refuse unsafe work. Introduce the person to the team.

Training time is work time. Pay new hires for orientation and training. Alberta says employers must pay people during orientation and training, and in British Columbia a trial shift counts as training, so the person is an employee and must be paid. Manitoba generally requires job-specific training to be paid.

In the first weeks and months: set two or three clear goals, check in at 30, 60 and 90 days, and give honest feedback early. Before the point in your province at which termination notice starts to be owed (for example 3 months in Ontario, Quebec and Nova Scotia, or 90 days in Alberta and Prince Edward Island), review how the probation period is going so there are no surprises.

Is it the same in every province?

The steps are similar across Canada, but some details differ: Ontario requires written terms before day one, Alberta, British Columbia and Manitoba require training to be paid, and the probation point differs by province.

Example: A pizzeria's first-week plan

Marco runs a 10-person pizzeria in Sudbury, Ontario. His new kitchen helper starts on a Monday. The Wednesday before, Marco emails the written offer with the pay, hours and start time, plus a note on what to wear and where to park.

On Monday, Marco collects her SIN, tax forms and banking details, walks her through the kitchen hazards and fire exits, and pays her for the full shift, including the safety walk-through. He puts check-ins in his calendar at 30, 60 and 85 days, so the last one comes before the 3-month mark.

Onboarding checklists in Staffkin

Staffkin has onboarding checklists for new hires, so first-day paperwork, safety training and check-ins are listed in one place.

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Free tools and guides for this

Questions about onboarding

Do I have to pay new employees for orientation and training?

Generally, yes. Alberta and Manitoba say training must be paid, and in British Columbia a trial shift counts as training, so the person must be paid.

When do I need a new employee's SIN?

Ask for it within 3 days after employment begins, and keep it confidential. The person can start work before their SIN is issued.

How long should onboarding last?

Many small businesses plan for the first 90 days, with check-ins at about 30, 60 and 90 days, timed before the probation point in their province.

What paperwork does a new employee need to fill out?

At minimum, details for payroll: SIN, tax forms and banking details. Many employers also collect emergency contacts and a signed copy of the offer.

Official sources

General information for Canadian employers, not legal advice. Rules differ by province and territory and change over time, so check with your provincial employment standards office (or the federal Labour Program if you are federally regulated) before you rely on it. See employment standards by province.

Checked against official sources on 4 November 2026.