Resource
Onboarding day-one
Before Siphelele in Durbanville collects her laptop, use this checklist to cover the basics and avoid admin headaches on day one.
This guide supports real briefs across Cape Town, Gauteng, and beyond. For a tailored pack, email magic@bizmagic.co.za.
- Written for South African founder teams
- Pairs with supplier notes
- Link your kit from the kits hub
What's in the document
This Onboarding day-one checklist covers everything a new starter needs before you hand over a laptop or tool kit. Whether you run a carpentry crew in Hermanus or a digital studio in Durbanville, these fields make sure nothing gets missed. Each section matches a real step in your hiring plan, from contract signing to IT handover. You'll find spaces for legal docs, ID checks, account creation, and workplace introductions. If you’re working through our Hire Charm kit, this sheet fits right in with your other onboarding notes.
- Employee full name and ID number
- Start date and reporting line
- Signed contract and policy checklist
- Copy of work permit or SA ID
- Banking details for payroll
- Contact and emergency info
- IT or equipment to be issued (laptop, badge, locker key, mobile SIM)
- Email address and login account setup
- Payroll and benefits forms sent or signed
- Intro to team and first-day contact
- Notes on access (building, wifi, parking)
Filling it in step by step
Set aside a quiet hour, a cuppa, and the new starter’s folder so you don’t miss any details. This checklist is printable or you can use it live on your laptop for quick updates. Here’s how to work through it, whether you’re in your Durbanville home office or prepping a handover at Old Harbour in Hermanus.
- Write in the new team member’s full name, ID number and start date at the top.
- Tick off that the signed employment contract is in the file. Add work permit or South African ID copy if needed.
- Fill in reporting line (who the person reports to) and provide their role title.
- Confirm banking details have been collected for payroll and are readable (tip: ask for a stamped bank letter or statement).
- Collect emergency contact details, with name and mobile number.
- List any equipment or IT being issued, serial numbers if you track those.
- Record email address or system logins created. Note password policy reminder.
- Tick payroll, UIF, and benefit forms as given out. Flag if waiting for SARS eFiling number.
- Add notes for first-day contact (who meets them, at what time).
- Mention any building or parking access info needed.
Sample completed entry
Let’s say you’re onboarding Tariq, joining your house painting crew in Durbanville. You note his full name and SA ID. You tick his signed contract and his stamped Capitec bank statement, then jot ‘Reports to Zanele, Site Lead’. For equipment, you write: ‘Hi-Vis jacket, key for van, Vodacom SIM.’ Under email, ‘tariq.m@propaintsa.co.za account set up’. You note Zanele to meet him at 7:30am by the site gate. For one page, it packs in alot of admin you’d otherwise scatter in emails.
Common mistakes to avoid
Rushing through the checklist can cause silly slip-ups, like skipping the emergency contact or not getting a signed IT handover for the laptop. Another classic is recording the wrong start date, especially around month-end or school holidays when your head’s elsewhere. We've seen Durban teams forget to double-check banking details, leading to bounced salary payments. If you're unsure about contract clauses, always pause and ask an accountant or employment attorney, not just your admin assistant. For more process advice, see our guides on resource templates and weekly ops rituals.
When to bring it to the supplier hub
Bring your filled-out Onboarding day-one sheet to your next supplier hub appointment, especially if you’re setting up payroll with a local accountant, sorting laptops, or need help checking B-BBEE docs. Durbanville business owners often pop in to the Woodstock and Stellenbosch counters for this, but Hermanus teams tend to prefer email support. Just make sure every field is filled, and bring any original documents if a supplier needs to FICA you. See session slots and contact details at supplier hubs or book new kits at starter kits.
