New Hire Paperwork & Onboarding Prep
Purpose
Defines everything that must be completed before and on a new hire's first day — ensuring they are set up in all systems, legally onboarded, and ready to work from Day 1. ## Who This Applies To
the Operations Manager (paperwork and system setup), the Production Concierge (equipment), and the new hire's direct manager. ## Before Day 1 — the Office Admin's Setup Checklist
### Legal & HR Paperwork
- [ ] I-9 (Employment Eligibility Verification) — completed on Day 1; employee must bring original documents
- [ ] W-4 (Federal Tax Withholding)
- [ ] Ohio IT-4 (State Tax Withholding)
- [ ] Direct deposit authorization (Paylocity)
- [ ] Signed offer letter (on file)
- [ ] Signed Non-Compete & Confidentiality Agreement (if applicable)
- [ ] Drug & Alcohol Policy acknowledgment
- [ ] Workplace Conduct & Professionalism Policy acknowledgment
- [ ] Workers comp acknowledgment
### System Access Setup
- [ ] ServiceTitan user account created (role appropriate)
- [ ] Paylocity employee profile created
- [ ] Slack workspace access granted
- [ ] Tradeshift access (if applicable — purchasing roles only)
### Equipment & Tools (the Production Concierge coordinates)
- [ ] Company vehicle assigned (keys, Enterprise gas card)
- [ ] Uniforms ordered and ready (shirt sizes submitted in advance)
- [ ] Tool kit issued per Tool & Equipment Issue Process
- [ ] Company-issued device (if applicable)
## Day 1 — Manager's Responsibilities
### Morning Welcome
1. Welcome the new hire before 8:00 AM — do not let them arrive to an empty or unprepared office. 2. Introduce them to the team (or announce at Monday meeting if Day 1 is Monday). 3. Complete all remaining paperwork with the Office Admin. ### System Training
1. Walk through ServiceTitan — how to clock in, view jobs, log notes. 2. Walk through Paylocity — how to view pay stubs, request PTO, manage time clock. 3. Walk through Slack — channels to know, how job channels work, expectations for posting. ### Day 1 Orientation
- Refer to the Day 1 Orientation SOP cards (First Week Checklist, Welcome to Spartan Plumbing, etc. ). - Assign the 90-day onboarding plan appropriate to their role. ## No-Show Protocol
From Slack: if the new hire does not show up on Day 1, the hiring manager is the first contact. If the manager no longer needs the employee, remove them from ServiceTitan and Paylocity immediately. ## Important Notes
- I-9 must be completed on the first day of work — federal requirement. Original documents (passport or I-D + work authorization) must be physically inspected. - Do not give system access before the offer is formally signed and background/drug check cleared. - The first impression matters — a disorganized Day 1 damages trust immediately. ## Related SOPs
- Offer Letter & Compensation Setup — prior step
- Background Check & Drug Screening — pre-clearance
- First Week Checklist — Day 1 Orientation board
- 90-Day Onboarding overview for the appropriate role