Onboarding external staff: the first-day checklist

New people are only as good as their start. A clear onboarding on day one saves mistakes, accidents and time.

Before day one

Name a contact person: who receives the crew, who answers questions?
Share meeting point and time, including directions and parking.
Clarify equipment: work clothing, protective gear, tools — who provides what?
Check documents: ID, residence document, briefings where needed (e.g. §43 IfSG in hospitality).

On day one

Welcome and walkthrough: work area, social rooms, emergency exits, first-aid point.
Safety induction: hazards, what to do after an accident, duty to wear protective gear — documented and in an understandable language.
Tasks and quality standard: what is the result, and how do we measure it?
Working hours and breaks: start, end, break rules, time recording.
Communication: who gives instructions? With agency work the client, with a contract for work the contractor.

After day one

Short feedback talk: what was unclear?
Supply anything missing at once (equipment, access, information).
Feed the lessons back into the checklist.

Legal note

In temporary agency work the client (user company) is responsible for the workplace safety induction. In a contract for work the contractor organises its own people — but you provide the information about the site or business.

Conclusion

Good onboarding costs an hour and often saves days. Use the checklist as the standard for every assignment.

FAQ

Who must instruct temp workers?

The client at the workplace; the agency remains responsible for general duty of care.

Must the induction be documented?

Yes, in writing with date and signature.

In which language?

In a language the employees understand.

How often should it be repeated?

At least once a year and when conditions change.

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