First Day Checklist for a New Employee (NZ Small Business Edition)

‍Congratulations - You’ve Hired! Now What?

That first morning with a new team member can feel equal parts exciting and nerve-wracking.

You want them to feel welcome, get productive quickly, and - crucially -make sure all your legal, tax, and payroll responsibilities are handled correctly.

This first day checklist for new employees is designed specifically for New Zealand small business owners who want to get the people stuff and the financial stuff right from day one.‍

1. Payroll & Compliance Setup

Before their first pay day, double-check:

• Your business is registered as an employer with the IRD.
• They’ve provided their IRD number, tax code, and KiwiSaver details.
• You’ve completed the KiwiSaver deduction form (KS2) and set up contributions.
• They’ve signed a written employment agreement - required by NZ law for all staff.
• You’ve entered them into your preferred software provider (Xero Payroll/iPayroll), including their tax and KiwiSaver settings.
• You understand ESCT (Employer Superannuation Contribution Tax) and have selected the right rate.

Pro tip: We can help with the setup and run your payroll from as little as $35+GST per month.‍

2. Make a Great First Impression

First impressions matter. Create a welcoming experience that sets the tone for your business.

• Give them a warm welcome (and a coffee never hurts).
• Introduce them to key people - or Slack/Teams channels if remote.
• Share your mission and values so they understand the “why” behind what you do.
• Walk them through their workspace, safety procedures, and how to access key tools or files.
• Set clear expectations for work hours, communication, and who to go to for help.

Pro Tip: End their first day with a quick debrief - ask how it went, what was confusing, and what they need to succeed tomorrow.‍

3. Systems & Tools Access

Make sure everything they need is ready to go - no one likes starting a job with no logins.

• Set up email and calendar access.
• Give access to shared drives, project management tools, or chat apps.
• Set up time tracking if you bill by the hour.
• Provide Xero access if they’ll be handling invoices or expenses.
• Ensure 2FA (two-factor authentication) is enabled on all systems.

Pro tip: Keep a simple “New Employee Access” checklist in your files - next time you hire, it’s copy-paste easy.

4. Financial & Tax Housekeeping

Adding an employee doesn’t just mean wages - it changes your financial landscape.

• Update your cashflow forecast to include wages, KiwiSaver, ACC, and any equipment or software costs. Remember this new employee will be entitled to sick leave, holiday pay, statutory holidays and your KiwiSaver contribution.
• Plan for training & onboarding time - your own productivity will dip during this training.
• Put aside PAYE, Holiday Pay and ESCT from each pay - these aren’t your money to spend.
• Create a cashflow cushion - set aside a 2–3 month wages buffer so you can confidently pay your new hire even if income slows. If you can’t yet fund that buffer, consider delaying hiring or starting with a contractor arrangement until you’re ready.
• Remember you cannot claim GST on the actual Payroll cost so this will directly affect your cash postition.
• Review pricing or productivity goals to ensure the hire is financially sustainable. Does your current pricing still hold up with another personal on the payroll?
• Track your wage-to-revenue ratio in Xero - for many service businesses, under 30% is a healthy target.

Pro tip: Bring On Monday clients often build a 12-month “People Plan” to forecast when to hire next, how to maintain profitability, and what wage costs they can safely afford.

5. Culture & Communication

Even if it’s just you and one other person, you now have a culture.

• Talk openly about what success looks like in their role. Set clear expectations, KPI's and deliverables.
• Schedule a check-in at the end of week one - feedback early helps avoid awkward fixes later.
• Encourage questions.
• Celebrate small wins.
• Share your story and purpose - people who connect with your “why” stay longer and care more.

First impressions go both ways - your new employee is deciding if you’re the kind of leader they want to grow with.‍

Want to Get This Right From Day One?

At Bring On Monday, we help small businesses take the stress out of hiring - from payroll setup and IRD registration to cashflow forecasting and growth planning.

Whether it’s your first hire or your fifth, we’ll make sure your systems, numbers, and strategy are set up to grow - not guess.

📞 Book a free 20-minute chat to plan your first hire and set up your payroll properly.