Run this in AIHR BD instead of a spreadsheet
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Quick checklist (copy, print or save as PDF)
Use this one-page version first, then read the detailed phases below.
| Stage | Task | Owner | Done |
|---|---|---|---|
| Before Day 1 | Signed appointment letter under Labour Act 2006 (terms, probation, notice) | HR | ☐ |
| Before Day 1 | Collect NID copy, e-TIN, academic certificates, 2 photos, bank/bKash details | HR | ☐ |
| Before Day 1 | Create HRMS profile, email account and role-based software access | IT | ☐ |
| Before Day 1 | Prepare workstation, laptop and ID card | Admin | ☐ |
| Day 1 | Enroll fingerprint/face on the attendance device and share punch rules | HR | ☐ |
| Day 1 | Orientation: policies, leave entitlement, working hours, code of conduct | HR | ☐ |
| Day 1 | Explain salary structure, provident fund contribution and payslip access | Payroll | ☐ |
| Week 1 | Assign buddy, introduce team, confirm job description and KPIs | Manager | ☐ |
| Day 30 | First check-in: role clarity, training gaps, early feedback | Manager | ☐ |
| Day 60 | Mid-probation review with written notes on file | Manager + HR | ☐ |
| Day 90 | Probation confirmation or extension letter issued in writing | HR | ☐ |
Print this page (Ctrl/Cmd + P) to keep a hard copy in the employee file, or run the same checklist automatically for every new hire in AIHR BD.
A good HR software for Bangladeshi companies automates most of this — from attendance to payslips in BDT with NBR-compliant tax deductions.
A well-structured onboarding process is crucial for retaining top talent and integrating new hires effectively. Instead of a mere paperwork exercise, consider onboarding as a strategic investment that transforms new recruits into productive, engaged team members who contribute to your company's long-term success.
Key takeaways
- Pre-boarding sets the stage: Prepare digitally and emotionally before the new hire's first day to ensure a smooth transition.
- Day 1 impact: Focus on making the first day welcoming, informative, and administratively efficient.
- Structured integration: Implement a 30-60-90 day plan with clear milestones to guide new hires through their initial period.
- Automation is key: Leverage technology to streamline repetitive tasks, freeing HR to focus on human connection.
- Continuous feedback: Regular check-ins and performance reviews are vital for development and successful probation completion.
Why a structured onboarding matters
Many Bangladeshi businesses treat onboarding as a bureaucratic hurdle, reduced to a day of paperwork followed by minimal engagement. This oversight can be costly. A robust onboarding program significantly impacts employee retention, productivity, and overall job satisfaction. It helps new hires quickly understand their role, company culture, and expectations, reducing the likelihood of early departures and fostering a sense of belonging from day one.
Phase 1: Pre-boarding – Setting the stage (Before Day 1)
The onboarding process truly begins before the new employee even steps through your doors. Effective pre-boarding creates excitement and minimizes first-day jitters.
Key Pre-boarding Tasks:
- Welcome Communication: Send a personalized welcome email immediately after the offer is accepted. Include the offer letter, essential joining instructions, reporting details, dress code, office location map, and the name of their assigned buddy or manager.
- Digital Document Collection: Request necessary documents electronically. This includes National ID (NID), academic certificates, passport-sized photos, and bank account details for salary disbursement. This proactive approach saves significant time on Day 1.
- System Setup: Ensure all necessary accounts are created and configured. This means email addresses, HRMS profiles, and any role-specific software access.
- Workstation Preparation: Assign and prepare their workstation, including laptop, peripherals, and any required accessories. For tech companies especially, ensure software installations are complete.
Pro-tip: Consider using an employee onboarding automation tool to manage pre-boarding tasks, from document collection to system access requests, ensuring nothing falls through the cracks.
Phase 2: Day 1 – Making a great first impression
The first day should be about making the new employee feel welcomed and valued, not overwhelmed with administrative tasks.
Day 1 Checklist:
- Ready Workstation: Confirm the workstation is clean, set up, and functional.
- IT Readiness: Laptop, monitor, keyboard, mouse are all installed and working.
- Account Activation: Email and essential software accounts are active.
- ID Card: Have their employee ID card ready for collection.
- HRMS Access: Provide credentials and a brief tour of the HRMS for attendance (e.g., ZKTeco/Hikvision integration), leave requests, and payslip access.
- HR Orientation: A 30-minute session with HR to cover:
- Company values and mission
- Organizational structure
- Key policies (e.g., leave, attendance, code of conduct)
- Overview of benefits (Provident Fund contributions, health insurance, gratuity)
- Introduction to the employee handbook.
- Team Introductions: Introduce them to their immediate team and key cross-functional contacts.
- Buddy Introduction: Facilitate an informal introduction to their assigned buddy for initial questions and guidance.
Phase 3: The First 30 Days – Laying the groundwork
The first month is crucial for embedding the new hire into the team and clarifying expectations.
- Department Introduction: More in-depth introductions to team members and their roles.
- Role-Specific Tools & Training: Provide access and training on any specific tools or software required for their job.
- Clear 30-Day Plan: Set clear, measurable goals and expectations for the first month. This could include completing specific training modules, understanding core processes, or achieving initial small wins.
- Buddy System: Encourage regular informal check-ins with their buddy.
- Manager Check-ins: Schedule weekly one-on-one meetings with their line manager to discuss progress, answer questions, and provide constructive feedback.
Phase 4: The 30-60-90 Day Milestones – Integration and development
This structured approach ensures continuous support and performance evaluation throughout the probation period.
| Milestone | Focus Area | Activities | Outcome |
|---|---|---|---|
| Day 30 | Cultural & Role Clarity | - Informal feedback session with manager |
- Assess understanding of company culture and job responsibilities | New hire feels integrated and understands their role's impact. | | Day 60 | Skill Development & Feedback | - Formal performance review with manager
- Identify skill gaps and assign specific training/resources | Targeted development plan established. | | Day 90 | Probation Review & Future Goals | - Comprehensive performance conversation
- Decision on probation confirmation
- Set long-term goals | Confirmed employment and clear path for career growth. |
At 90 days, a thorough review should assess performance against objectives, cultural fit, and overall contribution. If successful, confirm their employment, celebrate their commitment, and discuss future development opportunities. If challenges exist, outline a clear action plan or discuss alternative paths.
Automating your onboarding process
Manual onboarding is prone to errors, delays, and consumes valuable HR time. Leveraging a robust HR software can significantly streamline the entire process. Here’s where automation makes a difference:
- Checklist Management: Automatically assign tasks to relevant individuals (HR, IT, manager).
- Document Collection & Storage: Secure digital storage for NID, certificates, and other documents, accessible when needed.
- Asset Management: Track laptop, mobile, and other equipment assigned to new hires.
- Reminder Systems: Automated reminders for probation reviews, training completion, and follow-ups.
By automating repetitive administrative tasks, your HR team can dedicate more time to the human aspects of onboarding – providing personal support, conducting meaningful orientations, and fostering a positive employee experience. If you're looking to upgrade your HR tech stack, consider how to choose HR software for Bangladeshi businesses.
Get the checklist (copy, print or automate)
Use the table below as your master list. Press Ctrl + P (or Cmd + P) on this page to save it as a PDF, paste it into your HR sheet, or load it as a reusable template inside AIHR BD so tasks auto-assign to HR, IT and the line manager.
| When | Task | Owner |
|---|---|---|
| Before Day 1 | Signed appointment letter, salary structure & job description | HR |
| Before Day 1 | Collect NID copy, e-TIN, photos, academic & experience certificates | HR |
| Before Day 1 | Open/verify bank account or bKash/Nagad number for salary disbursement | HR + Finance |
| Before Day 1 | Create email, HRMS and tool accounts; prepare laptop, SIM, ID card | IT |
| Day 1 | Office tour, attendance device/QR enrolment, shift & leave policy briefing | HR |
| Day 1 | Handover assets with signed acknowledgement | Admin |
| Week 1 | Company handbook, code of conduct & workplace safety orientation | HR |
| Week 1 | Role expectations and first 30-day goals set with manager | Line Manager |
| Day 30 | First check-in: early wins, blockers, training gaps | Line Manager |
| Day 60 | Mid-probation review and documented feedback | Line Manager + HR |
| Day 90 | Probation confirmation decision, PF enrolment, salary review if applicable | HR |
Every item above maps to a field or module in AIHR BD, so nothing is tracked in a side spreadsheet. Start a free trial and run your next hire through it end to end.
Related reading
Frequently asked questions
- What documents are needed to onboard a new employee in Bangladesh?
- Collect the NID copy, e-TIN certificate, recent passport-size photos, academic and experience certificates, and bank account or bKash/Nagad details for salary disbursement before Day 1.
- Is an appointment letter mandatory in Bangladesh?
- Yes. Under the Bangladesh Labour Act 2006, every permanent employee must receive a written appointment letter stating salary structure, job description and terms of employment.
- How long should employee onboarding take?
- Effective onboarding runs at least 90 days: pre-boarding before Day 1, orientation in week 1, then structured 30/60/90 day check-ins leading to the probation confirmation decision.
- Can onboarding tasks be automated?
- Yes. HR software like AIHR BD auto-assigns onboarding tasks to HR, IT and the line manager, stores documents digitally, tracks asset handover and reminds you of probation review dates.