New Staff Onboarding Checklists for PGs
Team onboarding takes a new warden, cook or housekeeping hire through documents, house rules and system access with a checklist. It shows whose steps are still pending.
Why PG staff turnover hurts
A PG’s warden, cook and cleaner come and go through the year. A new warden arrives on a Monday and is expected to run the building by Tuesday. Without a routine, a new joiner learns the gate rules from the person who left, the dues from tenants and the passwords from a scrap of paper. A checklist gives every hire the same first week.
What a new joiner is taken through
Different roles, different checklists
A cook needs the kitchen routine and food plans. A warden needs the gate register, the rent list and the emergency numbers. A housekeeper needs the task list and the cleaning supplies store. One checklist per role saves reading what does not apply.
- Warden: gate, dues, tenant emergencies
- Cook: head count, preferences, provisions
- Housekeeper: tasks, linen, cleaning supplies
Handover when someone leaves
Open complaints, pending papers and tenants with dues are held in the system and not in a departing warden’s notebook. The replacement reads them on the first morning.
Access that matches the job
Giving every new hire the owner’s login is quick and risky. A separate login limited to what the person needs is easy to give and easy to take back when the person leaves. Remove access on the last day, not the next week.
Training is still done by a person
A checklist does not teach a warden how to handle a distressed tenant late at night or how to turn away an unwelcome visitor. It covers documents, logins and rules. Judgment comes from working beside someone experienced for the first few days.
Records worth keeping for every staff member
A short file per person saves trouble later, whether for a salary question, a police query or a reference.
- Identity and address papers
- Date of joining and role
- Bank details or the cash arrangement
- Signed house rules
- Date the login was created and closed
A first-week plan a small PG can follow
Agree the evidence before signing off this part.
Use a representative scenario to decide what this part of the system must show and where review is still needed.
Create the login on day one
Can an ordinary account reach a record outside its allowed scope?
For “Create the login on day one”, agree two accounts with different permissions and test direct requests. Record the expected refusal and include exported or downloaded data in the assessment.
Background reading: OWASP: authorisation checks
Frequently asked questions
Can the checklist differ for a cook and a warden?
Yes. Each role has its own steps, since a cook needs the kitchen routine and a warden needs the gate register and the dues list.
Staff come and go in our PG. Does old paperwork stay?
Yes. It stays against the staff record, including for people who have left, so a returning employee’s papers are already there.
Who sets the rules a new joiner is given?
You do. Your existing house rules are entered at set-up, and our team changes them for you when a rule changes.
Can a new joiner read the checklist in their own language?
The rules are entered in the language you write them in. If your staff read Kannada or Hindi, enter the rules in that language.
What if a joiner does not have a bank account?
Note that the person is paid in cash. The salary sheet works either way, and the bank details can be added later.
Does onboarding replace a written appointment letter?
No. Your letter remains yours. The scanned copy can be stored with the staff record.
Tell us what you need.
Share your requirements and one of our engineers will come back to you within one business day.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements