Before the joining date
Confirm the selected candidate's role, compensation, reporting manager, location and expected joining date. Issue the appropriate offer or joining communication according to the employer's process.
Prepare the employee record and identify the documents and information required for joining.
- Offer and role details
- Joining date and reporting information
- Identity and address documents as applicable
- Bank, tax and statutory information as applicable
Create a complete employee record
The employee master should contain the information required for HR, attendance and payroll workflows. Keep access limited to authorized personnel.
Use a unique employee identifier so documents, attendance and payroll records can be associated with the correct employee.
- Unique employee ID
- Personal and contact information
- Designation and department
- Joining date
- Salary profile and payroll fields
Connect onboarding to payroll
A new joiner should be included in payroll only after the employer has confirmed the relevant salary and payroll inputs. Verify the effective date and any applicable statutory settings before processing the first salary.
Document exceptions such as mid-month joining or approved special payments.
- Salary profile setup
- Attendance or joining-period input
- Applicable statutory settings
- First salary review
Give the employee clear access
Employees should know how to access authorized documents and where to raise HR or payroll queries. A self-service portal can help reduce repeated requests for salary slips and assigned documents.
Access should be removed or updated when an employee leaves or changes role.
Frequently asked questions
What documents should be collected at joining?
The exact list depends on the employer and role. Employers commonly define a checklist covering identity, address, qualification, bank and applicable statutory information.
Should onboarding and payroll be connected?
Yes. Connecting the workflows helps ensure the employee master, salary profile and joining date are consistent before the first payroll.
Why use a unique employee ID?
A unique ID makes it easier to associate employee records, documents, attendance and payroll information with the correct person.