As the first step in the employment lifecycle, onboarding introduces individuals to their new workplace, team, company policies, and role-specific duties. Whether it's a first career move, a transition to a new organization, an internal promotion, or a shift across industries, this step is essential for a smooth start.

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The way a company approaches onboarding reveals more about its corporate culture and values than any formal statements, giving early green or red flags to new employees about whether the work environment is well-structured or chaotic, and what to expect from colleagues and management.

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In this edition of The HR Glossary, our blog series designed to help professionals navigate and understand key HR terminology with ease, we explain standard onboarding procedures and probation period, different types of Employment Contracts (also known as Employment Agreements), and employee benefits and opportunities that may be introduced during the onboarding stage.

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First and foremost:

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What does onboarding look like, and what does it include?

Onboarding is a process that an individual goes through before starting their regular responsibilities in a new company or role. It ensures that the employment relationship is legally established and covers all necessary administrative steps to integrate the individual as an employee.

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Prior to onboarding, the individual receives a job offer and an Employment Contract/Agreement from the employer. Once the Contract/Agreement is mutually signed, onboarding commences. This involves the following typical steps:

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• collecting necessary documentation from the new employee, such as ID documents and tax forms
• ensuring the employee completes the mandatory medical check-up, if required for the position
• enrolling the new employee into the payroll and benefits system
• setting up a physical, hybrid, or digital workspace and providing the new employee with necessary equipment, software, and access tools
• introducing the company, its organizational structure and internal policies, and providing an employee handbook
• introducing the employee to their direct management and team members
• providing role-specific training, introducing relevant software, project management and collaboration tools, etc.
• conducting mandatory trainings, such as workplace safety and data security
• defining job responsibilities and performance expectations
• communicating the duration of probation period (if applicable) and expectations for its successful completion

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What are Employment Contracts/Agreements and what are the different types?

Employment Contracts/Agreements (EA) are legal documents that outline the terms and conditions of an employment relationship. Their purpose is to outline the key aspects of an employee’s role: scope of duties, salary, work schedule, probation period (if any), vacation days and other time off, benefits, notice periods, grounds of termination, and the employment duration (if applicable - see different types of EA below). Moreover, Employment Contracts/Agreements legally protect both the employer and employee with clauses covering rights and obligations, confidentiality, and the procedures for resolving disputes related to termination.

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In many countries, an employment relationship can exist without a written contract/agreement and still be considered legally binding. However, the absence of an EA puts both parties in a more vulnerable position, as it may be harder to dispute their rights and obligations in case of a legal conflict.

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Based on the length and nature of employment, the following types of Employment Contracts/Agreements exist:

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• Permanent/Indefinite – an EA without a predefined end date, typically offering full package of benefits
• Fixed-Term – an EA with a specified end date, usually providing similar rights and benefits as a Permanent/Indefinite EA, but concluding on the specified date unless extended or renewed
• Part-Time – an EA for employees who work fewer hours than those in full-time positions, often featuring a flexible work schedule. In the case of a Part-Time EA, benefits may be proportionate to the hours worked.

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What is a Probation Period?

Probation Period is a trial phase at the beginning of employment when a new employee’s performance is assessed to determine if they are suitable for the role in the long term. The duration of probation varies by company, industry, and country regulations. Typically, it lasts 3 to 6 months, though some employers offer none, while more specialized or high-responsibility roles may require longer periods—up to 1 year.

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There are key aspects of the Probation Period that should be clearly defined in an Employment Contract/Agreement:

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• duration and terms of possible extension
• performance criteria and methods of assessment
• full/partial benefits that the employee is entitled to during probation
• rights regarding early termination or non-confirmation of employment

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It is common for employers to consider a salary increase, either fixed or performance-based, after the probation period is successfully completed, so terms of salary review should also be included in the EA.

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It is worth noting that the Probation Period can be a legally vulnerable phase for both the employer and the new hire. Some employees may accept a job with no long-term intention, using probation to gain experience, salary, or benefits, while planning to leave once it ends. In turn, employers acting in bad faith may impose an unreasonably long Probation Period to delay full benefits or avoid commitment through frequent turnover. To prevent abuse on either side, the terms of probation should be clearly defined in the EA.

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How can Acvian help?

Are you representing an international business in need of an outsourced expansion of the in-house HR department or a completely outsourced HR team? As your EOR provider, we can take over tasks related to international HR, leaving you with more resources and headspace to focus on core business priorities. Our services cover all stages of the employment lifecycle, onboarding included.

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We handle paperwork, supervise mandatory medical check-ups, enroll your new hire(s) into the payroll and benefits system, conduct mandatory training, and craft an Employment Contract/Agreement that covers the intricacies of each unique employment relationship, helping you minimize administrative and legal risks.

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To get started, contact us via submitting your request or scheduling an immediate meeting.