A step by step guide for onboarding new team members when you do not have HR software. Every email, phone call, and document collection step in one place.
Before you send anything in writing, call the candidate to confirm the offer verbally. This is their first real interaction with you as their new manager, so make it warm and personal.
Email the employment contract as a PDF attachment. If you have a template, use it. If not, make sure the contract includes: full name, role title, start date, hours, pay rate, award classification, probation period, and reporting manager.
Send this alongside the contract so the candidate gets a warm, personal message as well as the formal paperwork. If you have set up email templates (see Section 7), use your saved welcome template.
Once the candidate returns their signed contract, move on to the next section to collect the remaining employee documents. Keep the signed contract in the employee's personnel file (digital or physical). If you are using a shared drive, create a folder for each team member.
Create a folder (physical or digital) for the new team member. This is where you will store all their documents throughout employment. If using a shared drive, use a consistent naming convention like Last Name, First Name.
Keep a record of the following details in a spreadsheet, register, or personnel file. You will need these for payroll, compliance, and reporting.
If you use external payroll software (e.g. Xero, MYOB, KeyPay), set up the employee in your payroll system once you have the signed contract and completed TFN declaration. You will need their tax file number, super fund details, and bank account to process their first pay correctly.
Without HR software, you need to collect these documents manually by email. Send the request as soon as the contract is signed so the new team member has time to gather everything before their start date. Use the email below and the checklist to track what has been returned.
Send the following email to the new team member after they have returned their signed contract. It lists everything they need to provide before starting.
Use the checklist below to track which documents have been received. Follow up on any outstanding items at least three business days before the start date.
| Document | Required | Received |
|---|---|---|
| Signed employment contract | All staff | ☐ |
| TFN Declaration | All staff | ☐ |
| Superannuation choice form or fund details | All staff | ☐ |
| Bank account details | All staff | ☐ |
| Emergency contact details | All staff | ☐ |
| Proof of identity | All staff | ☐ |
| Right to work (visa/work permit if applicable) | Non citizens | ☐ |
Save each document into the employee's folder as it comes in. Rename files clearly (e.g. "Smith_Jane_TFN_Declaration.pdf") so they are easy to find during audits or when setting up payroll.
Certifications are different from standard employment documents. They have expiry dates, mandatory renewal periods, and are checked during regulatory audits. You need a system to track expiry dates and follow up on renewals, even without HR software. A simple spreadsheet with team member names, certification types, and expiry dates will do.
These are the certifications you need to collect and verify for every team member in an early childhood service.
| Certification | Required | Renewal | Received |
|---|---|---|---|
| Working with Children Check (Blue Card in QLD) | All staff | Renew before expiry | ☐ |
| National Criminal History Check | All staff | Every 3 years (or as required) | ☐ |
| First Aid Certificate | All educators | Every 3 years | ☐ |
| CPR Certificate | All educators | Every 12 months | ☐ |
| Asthma and Anaphylaxis Management | All educators | Every 3 years | ☐ |
| Child Protection Training | All staff | Annual | ☐ |
| Relevant Qualification (Cert III, Diploma, Degree) | Role dependent | One time upload | ☐ |
Send this email separately from the general document collection so certifications get proper attention. Ask for scanned copies or clear photos of both sides of each document.
Create a spreadsheet (or add to an existing one) to track certification expiry dates for all team members. Set a calendar reminder to check it monthly and follow up on anything expiring in the next 60 days.
During an assessment and rating visit or spot check, the assessor may ask to see current certifications for any team member on shift. Having a clear filing system (whether digital or physical) means you can produce these quickly. Do not rely on team members to show you their originals on the day.
Send the pre start reminder about a week before the start date, and the first day details email two to three days before. This gives the new team member time to prepare without being overwhelmed on day one.
Check that all documents and certifications have been returned. If anything is outstanding, mention it in this email. Otherwise, use it to build excitement and confirm the details.
Send the practical details two to three days before so they can prepare. Cover arrival time, location, parking, what to wear, and who to ask for.
Call the new team member one to two days before their start date. This is not about logistics (you have already emailed those). This is about connection. A quick call to say you are looking forward to having them makes a real difference to how they feel walking in on day one.
Day one is about making the new team member feel welcome and oriented. Week one is about making sure they feel supported and know where to go with questions. These emails and the check in meeting are about connection, not compliance.
Send this early on their first morning so it is waiting in their inbox when they arrive. It reinforces that you are prepared and they are expected.
At the end of their first week (Thursday or Friday), sit down for a 15 to 20 minute check in. This does not need to be formal. The purpose is to ask how they are going, whether anything has been confusing, and whether they feel supported.
Use these prompts to guide the conversation. You do not need to cover all of them. Let the team member lead where possible.
Without HR software sending automated emails, you are responsible for sending each one manually. Setting up templates means you only write the emails once, then personalise the placeholders each time you onboard someone new. This saves significant time and ensures nothing gets missed.
All seven onboarding emails are below with copy buttons. Work through them one at a time: copy the text, paste it into a new email in Gmail or Outlook, save it as a template using the instructions above, then move on to the next one.