SOP example: Onboard a new team member

By Luba Inz · Last updated:

One of ten examples from our library of 150+ pre-made SOPs. Copy it, change it to how your company works, and give it an owner.

Scope

This SOP covers onboarding a new team member at your company, from the day the signed offer is accepted to the end of the first 90 days. It covers paperwork, equipment and accounts, the first week, and check-ins. It does not cover hiring, screening or the offer itself. Pay and tax forms follow the rules of the state where the person works, so check your state.

Roles

  • Owner: Approves anything that leaves the company, as the delegation rules name, and decides on any exception.
  • People lead: Runs onboarding, owns the people file, and approves the exact text of the welcome email and any forms sent out.
  • Office manager: Orders equipment, sets up accounts and the desk, and confirms they work.
  • Hiring manager: Plans the first week of work, names a buddy, and holds the check-ins.
  • The Hiring agent: Passes the accepted offer details to People and stops any open job posts and interviews for that role.
  • The SOP writer agent: Keeps this SOP current and updates it when steps change.

The steps

  1. The People lead confirms the accepted offer, the start date and the work state, and opens the new person's file.
  2. The People lead checks your state for required forms and notices, and lists them in the file.
  3. The People lead sends the welcome email and forms. The exact text is approved by the person the delegation rules name before it is sent.
  4. The office manager orders equipment and sets up accounts and the desk before the start date.
  5. The hiring manager writes the first-week plan and names a buddy.
  6. On day one, the People lead welcomes the new person, collects the signed forms and files them.
  7. The office manager checks that equipment and accounts work, and records it in the file.
  8. The hiring manager walks through the first-week plan and introduces the team and the buddy.
  9. The hiring manager holds a check-in at the end of week one and again at 30, 60 and 90 days, and notes the results in the file.
  10. The People lead reviews the file for gaps, closes onboarding, and reports any problems to the owner.

KPIs

  • Ready on day one: Count new hires whose equipment and accounts worked on day one, out of all new hires, from the office manager's record in the file. Target: set per business.
  • Forms complete: Measure the days from start date until every required form is signed and filed, from the people file. Target: set per business.
  • Check-ins held: Count check-ins held on schedule out of those planned, from the people file. Target: set per business.
  • Early leavers: Count new hires who leave within 90 days, out of all new hires, from the people file. Target: set per business.

The AI-first version

  1. The Hiring agent passes the accepted offer details to People, closes the job post and cancels open interviews for the role (machine)
  2. The Hiring agent drafts the new person's file, with a list of forms to check for your state. The People lead reviews the list (assisted)
  3. The Hiring agent drafts the welcome email and forms. The People lead approves the exact text, or the person the delegation rules name, before anything is sent (assisted)
  4. The office manager orders equipment and sets up accounts and the desk (judgment)
  5. The hiring manager writes the first-week plan and names a buddy, using a draft from the Hiring agent (assisted)
  6. The new person signs the forms and returns them (external)
  7. The People lead welcomes the new person on day one and files the signed forms (judgment)
  8. The Calendar agent books the check-ins at week one, 30, 60 and 90 days for the hiring manager (machine)
  9. The hiring manager holds each check-in and notes the results in the file (judgment)
  10. The People lead reviews the file, closes onboarding and reports problems to the owner (judgment)

How to use this SOP

Run it for a month as written, then fix what didn't match reality. In the AI-first version, machine steps go to an agent, assisted steps are drafted by an agent and checked by a person, and judgment steps stay with a person.

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