How do I run an effective onboarding for new employees?

Quick answer

1. Prepare everything before day one: account, equipment, access and a clear onboarding checklist.
2. Handle the paperwork and submit the contract to REGES before or on the first working day.
3. Set a 30/60/90-day plan, with goals and check-in moments.
4. Assign a buddy or mentor to answer questions in the first weeks.
5. Collect regular feedback and digitalize the flow with a workflow and automated tasks.

The individual employment contract must be submitted to REGES no later than the day before activity starts — a mandatory onboarding step.
The employee must be informed of the contract terms and trained in occupational health and safety (SSM) before starting work.
The new employee's personnel file is created on hire and kept under the Labour Code.
Personal data collected at onboarding falls under GDPR: ask only for what is necessary and on a clear legal basis.

Example: a company prepares the laptop, accounts and access in advance, so the new colleague is productive from day one.
Example: a 30/60/90-day plan with clear goals reduces the time to the employee's first real contribution.
Example: an onboarding workflow automatically assigns tasks to HR, IT and the manager and leaves no step forgotten.

Leaving paperwork and the REGES submission to the last minute, risking delay and a fine.
Lacking a plan for the first months, which leaves the new hire without direction and lowers retention.
No buddy/mentor, which burdens the manager with small questions and slows integration.
Onboarding kept over email and paper, with no digital checklist, with forgotten steps and no audit trail.

4softhr offers an onboarding workflow with a checklist and tasks automatically assigned to HR, IT and the manager.
It generates the new employee's personnel file and prepares the contract submission to REGES on time.
30/60/90-day plans and reviews linked to the employee record keep integration on track.
Self-service lets the new employee fill in their data and sign documents from one place.
Integration into the 4b2b ecosystem (4conta, 4mystaff) links onboarding to time tracking and payroll preparation.