Post-Hire Best Practices

Congratulations on finding the perfect hire! Take a moment to celebrate—then get ready for the next step. The work doesn't end when a candidate accepts an offer.

The period between accepting an offer, marking the candidate as Hired in Trakstar Hire, and their first day is an important opportunity to create a positive onboarding experience. Whether that period is a few days or several weeks, preparing in advance helps new employees feel welcome and become productive more quickly.

Additional resources

• Import hires from Trakstar Hire into Trakstar Learn to streamline onboarding.
• If you're onboarding remote employees, review Trakstar's remote onboarding best practices webinar.

Things to Do Immediately After Hiring

Once the candidate has accepted the offer and you've confirmed the hire, begin the onboarding process right away.

Prepare employee equipment

Start the internal process for preparing any equipment or materials the employee will need.

Examples include:

• Computer and accessories
• Phone or other devices
• Office supplies
• Security badges
• Any role-specific equipment

If the employee will work remotely, allow extra time for shipping and delivery.

Create accounts and system access

Set up the employee's:

• Company email address
• Required software accounts
• Login credentials

Many organizations maintain a checklist of required systems by role along with the person responsible for creating each account. This makes onboarding faster and more consistent.

Send a welcome card

Consider mailing a physical welcome card before the employee's first day.

Best practices include:

• Using company-branded stationery
• Having the team sign the card
• Sending it early enough to arrive before the employee starts

A simple gesture can help new hires feel welcomed before they begin.

Send a "What's Next" email

Reach out to the employee with an overview of what they should expect before their first day.

Include information such as:

• When they will hear from your team again
• Anything they should purchase or prepare
• Dress code expectations
• Any additional pre-start instructions

Two Business Days Before the First Day

Approximately two business days before the employee begins, complete the remaining onboarding preparations.

Send a Day One email

Your email should include:

• First-day start time
• Expected dress code
• Directions to the office or first meeting
• Video meeting instructions for remote employees
• The employee's first-week schedule, if available
• Contact information for questions or issues on the first day

Enroll the employee in onboarding training

Register the employee in any required onboarding or e-learning courses. You can check this Learn article for more details.

Finalize the training schedule

Complete the employee's onboarding and training plan.

Be sure to:

• Assign trainers or internal contacts
• Identify who owns each training activity

Add recurring meetings

Invite the employee to any recurring meetings that are relevant to their role.

Examples include:

• Team meetings
• Department updates
• Company-wide meetings
• Regular one-on-one meetings

Verify all system access

Confirm that every required account has been created.

Double-check:

• Usernames
• Passwords
• Required permissions
• Access to critical systems

Notify the team

Let coworkers know the new employee is starting so everyone is prepared to welcome them.

On the Employee's First Day

Assign a first-day guide

Designate someone to spend the employee's first hour with them.

For remote employees, this should be done over video conferencing.

During this session:

• Help them log into required systems
• Verify access to all critical applications
• Introduce communication tools such as Slack or Microsoft Teams
• Add them to appropriate channels or groups

Review the onboarding schedule

Walk through the employee's schedule and answer any questions before training begins.

Announce the new hire

Introduce the employee to the broader team or company.

During the First Week

Continue supporting the employee throughout their first week.

Recommended activities include:

• Have a designated team member check in with the employee each day.
• Schedule at least one meeting with the employee's direct manager.
• Ensure the employee is included in all regular team meetings and updates.
• Set up an engagement survey to gather feedback during the first few months of employment.

Progress Reviews After Week One

Once the employee has completed their first week, continue monitoring progress through scheduled performance check-ins.

Recommended review milestones include:

• 30 days
• 90 days
• Six months
• One year

Each review should help answer questions such as:

• How is the employee progressing?
• What strengths and opportunities have emerged?
• What goals should be established before the next review?

Organizations using the Trakstar Performance Management module can use it to schedule and manage these recurring check-ins.

Start Planning Your Next Hire

Hiring is an ongoing process.

As soon as one position is filled, begin evaluating future hiring needs and refining your hiring process so you're prepared when the next opportunity arises. Additional guidance is available in Best Practices – How to Plan for Your Next Hire.