Onboarding Process: Step-by-Step Explanation

Step 1: Job Offer and Acceptance 📩

Trigger: After selecting the best candidate.

Action: Extend a detailed job offer including:

• • Job Title: Clearly specify the role.

  • Compensation: List salary or hourly pay.Minimum Wage (2024): €1,260 per month (based on a full-time annual salary).

  • Start Date: Mention the expected commencement date.

  • Working Hours: Standard is typically 40 hours per week; outline any overtime policies.

  • Benefits Overview: Highlight key benefits, such as 30 calendar days of paid annual leave.

  • Probation Period: State the duration, which is usually between 2 to 6 months.

Outcome: The onboarding process proceeds after candidate acceptance.

Step 2: Employment Contract 📝

When It’s Used: Immediately following job offer acceptance.

Action: Prepare a written employment contract, a legal requirement in Spain, covering:

• • Job Description: Outline duties and responsibilities.

  • Compensation Details: Include regular pay, overtime, and any bonuses.

  • Leave Entitlements:

    • Annual Leave: Minimum of 30 calendar days paid leave per year.

    • Public Holidays: Typically 14 recognized public holidays.

    • Sick Leave: Up to 100% of salary for the first 15 days, then 75% after that, covered by social security.

    • Parental Leave: Up to 16 weeks of paid parental leave.

  • Working Hours: Specify standard hours and conditions for flexible arrangements.

  • Termination Conditions: Clarify notice periods and reasons for termination.

Outcome: Signed by both parties to formalize employment terms.

Step 3: Tax and Social Security Registration 💰

When It’s Used: Before the employee starts.

Action: Register employee tax details and arrange for contributions:

• • Social Security Registration: Register the employee with the Social Security system.

  • Tax Identification Number: Collect and register the employee’s NIE (Número de Identificación de Extranjero) or DNI (Documento Nacional de Identidad).

  • Contribution Rates: Employer contributions typically total around 29.90% of gross salary. This includes contributions for health care, pensions, and unemployment insurance.

Outcome: Tax and social security setup is completed, ensuring correct payroll deductions.

Step 4: Health and Safety Induction 🦺

When It’s Used: On or before the employee’s first day.

Action: Provide an orientation covering workplace health and safety, which is mandatory under Spanish law.

• • Health and Safety Regulations: Outline emergency procedures, hazards, and safety protocols.

  • Employee Safety Manual: Share a copy of safety guidelines specific to the role and work environment.

  • Personal Protective Equipment (PPE): Supply any necessary safety gear.

Outcome: Confirm the employee understands safety protocols through acknowledgment.

Step 5: Payroll and Benefits Enrollment 📊

When It’s Used: During the first week.

Action: Ensure employee payroll and benefits are properly set up.

• • Bank Details: Gather employee bank account information for salary deposits.

  • Benefits Enrollment: Register the employee for any additional benefits (e.g., private health insurance).

  • Overtime Policy: Communicate how overtime is calculated, typically 1.5 times the regular hourly wage.

Outcome: Employee receives accurate and timely compensation.

Step 6: Workplace Policies and Training 📚

When It’s Used: Within the first month.

Action: Provide comprehensive onboarding about workplace policies and required training.

• • Code of Conduct: Share company policies regarding behavior, communication, and professionalism.

  • Training Programs: Include job-specific training modules and compliance courses.

  • Performance Metrics: Set clear goals and KPIs during the onboarding phase.

  • Flexible Work: Discuss options for remote work, flexible hours, or other arrangements.

Outcome: Employee is well-informed and prepared to fulfill their role.

Step 7: Probation and Feedback Period 📅

When It’s Used: During the first 3-6 months.

Action: Evaluate the new hire’s performance and provide regular feedback.

• • Trial Period Review: If applicable, review performance at the end of the trial period.

  • Performance Check-ins: Schedule monthly or bi-weekly meetings to discuss progress and address any concerns.

  • Adjustments: Make role adjustments based on performance or feedback.

Outcome: Decide on permanent employment status based on performance evaluations.

Additional Information on Spanish Employment Laws

• Workplace Discrimination: Spain enforces strict anti-discrimination laws under the Workers’ Statute, ensuring fair treatment regardless of race, gender, age, or other factors.

• Flexible Working Arrangements: Employees can request flexible work arrangements after 15 days of employment.

• Pay and Benefits Transparency: Employers must provide clear documentation of wages, including holiday pay, sick leave entitlements, and deductions.

   

Key Documents Summary Checklist

• Job Offer Letter

• Written Employment Contract

• Social Security Registration Form

• Tax Identification Number (NIE/DNI)

• Health and Safety Manual

• Performance Review Templates