New Employee Onboarding Checklist

Pull the correct uniform size from the new-hire kit, print the name tag from the label maker, and assign a stockroom locker. Common gotcha: uniform sizes run small on the current vendor — pull one size up if the associate is between sizes.

Create the cashier ID in the POS (Lightspeed, Shopify POS, or whichever system the store runs) at the lowest permission tier — sale + exchange only, no manager-level voids or refunds. Issue a unique timeclock PIN in the scheduling tool (Homebase, When I Work, 7shifts). Do not reuse a terminated associate's ID.

Pair the new hire with a senior associate as buddy for the first two shifts. Avoid scheduling the first shift on a high-traffic day. In predictive-scheduling jurisdictions (NYC, Seattle, SF, Oregon, Philadelphia, Chicago) post the schedule inside the required advance-notice window or owe premium pay on any change.

Cover the sales floor zones, fitting rooms, restrooms, break room, stockroom, receiving dock, emergency exits, fire extinguishers, the safe, and the alarm panel. Point out the posted OSHA 300A summary and the state labor-law poster.

Pull the signed offer letter and confirm the classification. Full-time triggers benefits enrollment within the new-hire window; part-time and seasonal do not. Misclassification at this step compounds — overtime eligibility and break-rule thresholds depend on it.

Key holders open and close the store, hold alarm codes, and have access to the safe. Most new hires are not key holders on Day 1 — promotion to key holder typically follows 30–90 days of demonstrated reliability. If the role is hired in as a key holder (shift lead, ASM), trigger the alarm and safe training on the same schedule as POS certification.

Section 1 by end of Day 1; Section 2 within three business days of the start date. Inspect original List A or List B+C documents in person — copies are not acceptable. Run E-Verify if operating in AZ, AL, MS, NC, SC, TN, UT, GA, or FL above the state threshold. Attach the signed I-9 and document copies (where retention is permitted) to this step.

Collect the federal W-4 and the state withholding form (varies by state — some accept the federal W-4, others require their own, e.g., CA DE 4, NY IT-2104). Submit direct deposit authorization with a voided check or bank letter. Confirm pay-cycle expectations so the associate isn't surprised by a partial first paycheck.

Cover the no-pursuit policy explicitly: observe, document, call police, do not chase a shoplifter past the door. Review sweethearting and refund-fraud definitions and the disciplinary consequences. Have the associate sign the LP acknowledgment, confidentiality agreement, and (if used) the arbitration agreement.

Full-time associates have a 30-day new-hire enrollment window for medical, dental, vision, and 401(k). Book the session with HR or the broker before Day 14 so the associate has time to compare plans. Missing the window forces them to wait for open enrollment.

Walk each department against the active planogram (POG) so the associate can find SKUs in the ad and replenish to the schematic. Point out the end-caps, promo tables, and clearance racks. Note which fixtures are transitional this week so the associate doesn't refold a display that's about to be reset.

Shadow covers the greeting script, fitting-room handling, the add-on / UPT prompt, and the loyalty signup ask at checkout. The buddy associate should not hand the register over to the new hire on shadow shifts — observation only until POS certification is complete.

Assign the vendor or in-house product module (typical retail LMS modules run 60–120 minutes). Cover the top-20 SKUs by sales velocity, fabric or material care, return policy specifics, and the warranty terms customers ask about most often.

Run live transactions: sale with loyalty lookup, sale with gift card, refund to original tender, exchange with price difference, BOPIS pickup, and store credit issuance. Walk through the manager-approval prompts so the associate knows when to call a key holder over rather than override.

Count the drawer to the start-of-shift float (commonly $150–$300 in mixed denominations). Reconcile against the X-report. Walk through the cash-drop policy — every $500 in the drawer, or every two hours, goes into the safe via the drop slot. Drawers held above threshold are the single biggest robbery-loss exposure.

Issue a unique alarm code in the panel — never share an existing key holder's code. Walk the open and close alarm sequences, the duress code, and the safe combination or smart-safe PIN. Have the associate open and close the store under supervision before their first solo lockup.

If the store sells tobacco (21+), alcohol, lottery, or any state-restricted category, the associate must demonstrate the carding workflow: scan or key DOB on every restricted SKU, no exceptions for regulars. One missed card during a state compliance check is a four-figure fine and a license risk. Attach the signed state-mandated certificate (e.g., RBS in CA, TIPS, state tobacco-retailer training) where required.

Review the associate's KPIs against store targets: UPT, ADS, loyalty signup rate, and attendance. Surface friction early — schedule conflicts, training gaps, or peer-fit concerns are cheaper to address at 30 days than at 90.

Formal 90-day review against the goals set at the 30-day check-in. Decide on retention, key-holder track, or separation. In at-will states, the 90-day mark is the standard probationary checkpoint; document the outcome in the personnel file regardless of decision.