Remote Employees Onboarding Checklist with EOR in India

Well, now that you have hired your first-ever employee in India it is now time to start with the onboarding process. Well, you know what that means? A whole lot of paperwork filing would pile up. Standout employers however tend to go the extra mile to acclimate hires into a new work environment by introducing them to team members and opening a feedback loop. Not to mention an effect onboarding could have a lasting impression on them. This is where you require an employee onboarding checklist that will help you keep track of what all you require while conducting an onboarding. The checklist that we provide will cover everything from paperwork, and tax enrollment to training, mentorship, and even a comprehensive plan that ensures you are ready to hit the ground.

Table of content

• Employee Onboarding Process
• Before the Job Offer Letter
• After the Job Offer Letter
• On Joining Day
• Post Onboarding
• Seamless Onboarding for New Employees in India with Asanify
• FAQs

Employee Onboarding Process

From the moment an EOR agreement has been signed to the integration of new hires into their roles and beyond, a systematic process is followed to ensure that the employees are onboarded. With EOR employee onboarding you can ensure that each employee is integrated into the organization in compliance with local and international labor laws, and the onboarding process is tailored to the specific requirements according to the region they belong to. Not to mention it also helps streamline the hiring process and hence providing a seamless hiring experience. Let’s take a deeper look into how this works and why the onboarding process India could be made easy through an EOR.

Suggested Read: Employer of Record Services India- The Ultimate Guide 

Before the Job Offer Letter

The remote hiring preparations start with the company conducting a search, interviewing potential candidates, and also collecting relevant information about the same. This stage is very important for properly identifying the right talent. The organization is also responsible for determining the salary and benefits package for the selected candidates and communicating the job details clearly.

The Client Company is Responsible For:

The client company will be mainly responsible for the following duties:

Conducting a proper search and recruitment process.

Reviewing the resumes, assessing the candidate’s skills, and conducting interviews.

Collection of essential information regarding the selected candidate

Determining an appropriate salary and benefits based on the candidate selected

Clearly communicating regarding the responsibility, job descriptions, and expectations.

The EOR Partner Plays a Vital Role By:

There are two ways in which the EOR partner tends to play a very important role and these can be provided as follows:

Reviewing the candidate’s eligibility to work in India

This involves assessing the candidate’s legal right to work in India. This includes verifying their nationality, visa status (if applicable), and any relevant work permits. It ensures the candidate can legally be employed in the country, preventing potential legal and compliance issues for the company.

Guiding the client company regarding the location-specific requirements

This entails providing the client with in-depth information about the specific labor laws and regulations applicable to the candidate’s location within India. This includes guidance on:

• Minimum wage: Ensuring the company complies with the minimum wage laws applicable to the candidate’s role and location.
• Statutory benefits: Advising on mandatory employee benefits such as provident fund (PF), Employees’ State Insurance (ESI), and paid time off.
• Leave policies: Guiding the company on the legal requirements for various types of leave, such as sick leave, maternity/paternity leave, and casual leave, ensuring compliance with Indian labor laws.

After the Job Offer Letter

Once the job offer has been made, the Employer of record or EOR steps in to handle most of the critical tasks that need to be done. The EOR also conducts background checks on the candidate while also drafting a compliant employment contract. They also tend to collect necessary documents such as tax forms and ID proofs. Meanwhile, the company also keeps the new hire engaged by sending welcome emails and sharing information regarding the company. Additionally, the company prepares the necessary systems access, equipment, and comprehensive onboarding plan.

The EOR is Responsible For:

• Conduction of a thorough background verification of the new hire, which also includes employment history verification, criminal record checks, and reference checks
• This also ensures compliance with local laws and verifies the reliability of the candidate
• Collecting necessary documents such as educational certificates, identity proofs, and tax forms
• Drafting a compliant employment contract that adheres to Indian labor laws including details such as termination policies, probationary periods, benefits, and working hours.

The Client Company is Responsible For:

• Keeping the new hire completely engaged and excited regarding the joining of organization
• Regular communication such as sending out welcome emails along with providing company information
• This also helps build up a rapport with the employee
• Preparation for the new hire’s arrival by providing access to the system, setting up of important equipment, and creating a detailed onboarding plan
• Assigning a mentor or buddy who can help the new hire navigate through the company culture and processes is also an important step.

Suggested Read: EOR India- A Detailed Guide on Employer of Record 2024 

On Joining Day

The EOR tends to send out a welcome email to the new employee and they tend to ensure that all employment documents are properly signed and filed. The EOR also tends to set up a payroll account and provide a walkthrough regarding all the HR systems. The organization also tends to conduct a welcome session to explain its culture and policies. They also provide the necessary equipment, assign a mentor, and handle the IT setup.

The EOR is Responsible For:

• Compliance Checks: Ensuring all necessary employment documents, such as contracts, tax forms, and NDAs, are signed and filed to ensure compliance with local regulations.
• Payroll Setup: Setting up payroll accounts, including tax preferences and mandatory benefits, to ensure compliance with local laws and regulations.
• System Walkthrough: Providing a walkthrough of payroll and HR systems, explaining how to access pay slips, update personal information, and manage benefits.
• Banking Support: Assisting with setting up a bank account for salary deposits.

The Client Company is Responsible For:

• Onboarding Welcome Session: Conducting a virtual welcome session to introduce the new hire to the team and company policies.
• Policy Explanation: Explaining leave policies, workplace code of conduct, and other relevant procedures to help the employee understand the company’s expectations and culture.
• Equipment and Training: Providing necessary equipment, software, and IT training, as well as setting up communication channels and introducing the new hire to relevant teams and stakeholders.
• Buddy/Mentor Program: Assigning a buddy or mentor to help the new hire navigate the company culture and processes.

Post Onboarding

Once the initial onboarding is over the EOR helps by explaining the details of the first paycheck and any deductions to the employee. They will also manage all the ongoing HR operations, compliance matters, and payroll. The company on the other hand will focus on the employee’s job responsibilities, and performance and hence provide regular feedback, ongoing support, and check-ins.

The EOR is Responsible For:

• Explanation of the first paycheck to the employee which also includes a breakdown of salary components, deductions and contributions, payment schedule, and net pay.
• Managing of HR operations such as compliance and payroll processing, benefits administrations, and leave and attendance management.
• Providing ongoing guidance and support on HR related matters ensuring the employee’s queries and concerns are addressed immediately.

The Client Company is Responsible For:

• Focusing on the employee’s day-to-day activities and core job responsibilities such as:
• Offering regular feedback and guidance such that the employee can grow and succeed in their role
• Assignment of new projects and tasks.
• Providing necessary support and resources.
• Monitoring of performance and progress
• Conducting regular one-on-one meetings and regular check-ins to ensure that there is proper employee well-being and job satisfaction and to address any challenges or concerns
• Fostering an inclusive and positive work environment that drives employee engagement and retention

Seamless Onboarding for New Employees in India with Asanify

Asanify is surely the go-to employer of record solution that could simplify the onboarding process for remote employees in India. With Asanify you can also provide your employees with a process that ensures smooth hiring in India and, a delightful onboarding experience that will help them settle in fast. Here are a few of the ways Asanify tends to stand out from the rest of the EOR crowd.

A Warm Welcome, the Indian Way 🙏

Asanify is run by Indians and is a platform that is specially run for Indians. Hence we understand the important aspects of Indian culture and know exactly how to make your employees feel valued and welcomed right from day one. From personalized welcome kits to virtual chai sessions with the team, we ensure that we go above and beyond to create an inclusive, warm onboarding experience that sets the tone for a great working relationship.

Equipment Delivered to Their Doorstep 💻📦

You need not worry about any sort of customs hassle or shipping delays. Asanify is here to take care of procuring, preparing, and delivering laptops and any other equipment directly to your new hire’s doorstep no matter where they are in India. We also handle everything from retrieval to data wiping so you can focus on getting your new member to adjust to the new environment.

Why should you settle for a cumbersome, stressful process when you could give your new hires a world-class welcome that sets them up for success? Especially Asanify onboarding remote employees in India is not just easy but is also an absolute delight.

FAQs

What are the 5 C’s of onboarding?

Effective employee onboarding hinges on the 5 C’s: compliance, clarification, culture, connections, and checking back. These core elements are essential for a successful and seamless integration of new hires into the organization.

What are the key components of an effective onboarding process?

Successful employee onboarding requires a multi-faceted approach, including administrative tasks, workspace preparation, role clarity, cultural immersion, feedback mechanisms, and department-specific considerations like legal compliance. This ensures a comprehensive and personalized onboarding experience.

How can technology improve the onboarding process?

Onboarding software streamlines the new hire experience by automating administrative tasks, facilitating communication, and providing a centralized repository for vital information and resources. This results in a more engaging and efficient onboarding process for both new hires and the organization.

What should be included in a pre-onboarding checklist?

A pre-onboarding checklist is crucial for a smooth onboarding process. It should include tasks like sending a personalized welcome message, preparing an informative onboarding kit with company policies, and completing necessary paperwork in advance. This proactive approach ensures a seamless transition for new hires.

What is an employee onboarding checklist in India 2024?

The 2024 Indian employee onboarding checklist typically includes pre-boarding paperwork, IT setup, an orientation schedule, mentor assignment, and access to the employee handbook to facilitate a seamless onboarding experience for new hires.

How does a good employee onboarding process impact employee retention?

A robust employee onboarding process plays a crucial role in employee retention by cultivating a strong sense of belonging, enhancing job satisfaction, and minimizing turnover. By effectively welcoming and preparing new hires, organizations can significantly improve employee engagement and retention.

What are the key components of employee onboarding?

Effective employee onboarding encompasses a multifaceted approach, including completing essential paperwork, granting access to necessary tools and systems, facilitating team introductions, and clearly outlining role expectations. This comprehensive process ensures a smooth and successful integration of new hires into the company.

How can remote employee onboarding be effectively managed?

Effective remote employee onboarding relies on leveraging onboarding software, ensuring timely access to essential tools, and maintaining consistent check-ins. These strategies foster a sense of connection and support for remote new hires, enhancing their overall sense of belonging within the organization.

What challenges are commonly faced during employee onboarding?

Common hurdles in employee onboarding include managing voluminous paperwork, guaranteeing timely access to essential tools, and delivering comprehensive training. By implementing a well-structured onboarding process and utilizing effective onboarding software, organizations can effectively address these challenges and enhance the overall onboarding experience for new employees.

Why is an employee handbook important in the onboarding process?

The employee handbook plays a vital role in onboarding by providing new hires with critical information regarding company policies, procedures, and culture. It serves as an invaluable reference guide, assisting new employees in comprehending their roles and responsibilities within the organization.

How does the onboarding process involve creating a sense of belonging?

The onboarding process fosters a sense of belonging by actively engaging new hires through team introductions, mentorship programs, and regular feedback sessions. This cultivates a feeling of value and seamlessly integrates new employees into the company culture.

What role does onboarding software play in the employee onboarding process?

Onboarding software significantly streamlines the employee onboarding process by automating paperwork, providing readily accessible training materials, and facilitating seamless communication. This ensures a consistent and efficient onboarding experience for all new hires.

How can companies improve employee satisfaction through onboarding?

By implementing a well-structured onboarding process, providing ongoing support, and ensuring access to the necessary resources, companies can significantly enhance employee satisfaction. This fosters greater engagement and contributes to higher employee retention rates.

Not to be considered as tax, legal, financial or HR advice. Regulations change over time so please consult a lawyer, accountant  or Labour Law  expert for specific guidance.