Hire Charm handoff
When your new hire’s onboarding is calm, the handoff to the next person runs like a Mamelodi taxi on a Monday morning.
See support and counter hour brief. Email magic@bizmagic.co.za.
Also see supplier notes and projects.
Passing the baton: who gets what next
Once your new hire’s first-day nerves settle, it’s time to move the Hire Charm kit to the next person in the chain, maybe your bookkeeper, your business partner or your Pretoria supplier hub rep. No need for a big song and dance. The key is to package everything clearly so the next set of hands can carry on without calling you at 8PM, trying to find the right checklist. Each document in Hire Charm is named for your business, the hire’s name and the date (for example, Manyano_Khumalo_ContractOrientation_2024-06-24.pdf). This avoids hunting later when you’re prepping your VAT201 or checking year-end files. If you’re working with Pretoria’s supplier hub, let them know if the process overlaps with your cadence.
What to include in your handoff note
Here’s what you must attach or link to the handoff note so nobody gets stuck mid-process or repeats steps. If you’re working with suppliers for perks, like a discounted uniform or phone top-up via your Pretoria suppliers, link those too. Use the checklist from Hire Charm’s checklist to double-check before you hit send. Everything should be clear enough that your supplier, bookkeeper or partner knows exactly what has already been done, and what’s left.
- Signed contract orientation pack (PDF or scanned copy)
- Completed day-one checklist
- 90-day milestone tracker (spreadsheet or PDF)
- Any notes on equipment or supplier perks arranged (e.g., phone, laptop, uniform, tools)
- Point of contact for the next 90 days (name, role, email)
- List of outstanding items (e.g., COIDA registration or UIF update if still pending)
- Link to Hire Charm milestones on Google Drive or your shared folder
How to file and email your kit
Keep your files in a dedicated ‘Onboarding_HireCharm’ folder on your cloud storage, named by business and hire, like MadibaPlumbers_Mamelodi_HireCharm_2024Q2. This way, if you need info for your SARS eFiling audit or a supplier application, you can find it in a flash. When sending your handoff note to magic@bizmagic.co.za, set your email subject as: HIRE CHARM HANDOFF: [Your Business Name], [Employee Name], [Date]. For example, HIRE CHARM HANDOFF: Madiba Plumbers, Sibusiso Khumalo, 2024-06-24. It saves everyone alot of time.
A missed handoff: how it went sideways
Lulu from Kathu Solar Sparks hired Jabu for admin help, but forgot to pass on the Hire Charm checklist to her bookkeeper, Nomsa. COIDA registration slipped through the cracks. When an on-site inspector from the Department of Labour popped in, Lulu was caught without the right COIDA number. Stress for days. Magic was restored after Nomsa called the Pretoria supplier hub, found the missing checklist and milestones in a half-filed folder, and got the admin scrambled in time for the follow-up. Now, Nomsa checks off every item on Hire Charm before filing and handoff, using the tips above. Don’t let your process fall into the same pothole, your real work needs calm, not chaos.
Keep onboarding calm with extra rituals
If your team’s growing or you’re prepping for someone’s first payroll run, add a weekly rhythm with the Onboarding 90 Ritual. It helps structure check-ins, files and reminders, so new hires from Mamelodi to Kathu know where to turn every week. If you’re juggling last-minute gear requests or supplier notes, this guide to the first 90 days can help. For bigger teams or partners, review your Hire Charm kit so nothing slips on payday or under Highveld thunderclouds.
