Onboarding Process: Step-by-Step Explanation

Step 1: Job Offer and Acceptance 📩

Trigger: After selecting the ideal candidate.

Action: Extend a detailed job offer that includes:

• Job Title: Clearly specify the position.

• Compensation: Outline the salary or hourly rate.

• Start Date: Specify the employee’s commencement date.

• Working Hours: Usually 36-40 hours per week, with overtime details.

• Benefits Overview: Include primary benefits like pension, health insurance, and leave entitlements.

• Probation Period: Typically between 1 to 2 months in the Netherlands.

Outcome: Once the candidate accepts, the onboarding process moves forward.

Step 2: Employment Contract 📝

When It’s Used: Immediately after the job offer is accepted.

Action: Prepare a written employment contract to meet Dutch legal standards. The contract should include:

• Job Description: Define the employee’s duties and responsibilities.

• Compensation Details: Include gross salary, overtime pay, and bonus structures.

• Leave Entitlements:

  • Annual Leave: Minimum of 20 days per year for full-time employees.

  • Public Holidays: Dutch employers are not legally required to provide paid holidays, though many do.

  • Sick Leave: Typically, up to 70% of salary is covered during sickness.

  • Parental Leave: Dutch law provides both paid and unpaid parental leave options.

• Working Hours: Specify regular hours and terms for overtime.

• Termination Conditions: Outline notice periods (usually one month for employees in probation) and termination conditions.

Outcome: Both parties sign to formalize employment terms.

Step 3: Tax and Social Security Registration 💰

When It’s Used: Before the employee begins working.

Action: Register the employee for social security and tax purposes:

• Social Insurance Registration: Enroll employees in Dutch national insurance, including health, disability, and unemployment insurance.

• Citizen Service Number (BSN): Employees must provide their BSN for tax and social security registration.

• Employer Contributions: Dutch employers are required to contribute to social security programs covering health, pension, and unemployment benefits.

Outcome: Completion of this step ensures payroll deductions are accurate and compliant.

Step 4: Health and Safety Induction 🦺

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

Action: Conduct a health and safety induction, as mandated by Dutch law:

• Health and Safety Regulations: Provide details on emergency procedures, workplace hazards, and general safety measures.

• Safety Manual: Supply employees with role-specific safety instructions.

• Personal Protective Equipment (PPE): Issue any necessary safety equipment.

Outcome: The employee understands the safety procedures and acknowledges the safety guidelines.

Step 5: Payroll and Benefits Enrollment 📊

When It’s Used: Within the first week.

Action: Set up payroll and ensure benefit enrollment:

• Bank Details: Collect the employee’s bank information for salary deposits.

• Benefits Enrollment: Register employees for health insurance, pension schemes, and any additional workplace perks.

• Overtime Policy: Communicate overtime rates, typically at higher rates than standard pay, especially for overtime beyond regular hours.

Outcome: The employee is fully set up to receive timely payments and benefits.

Step 6: Workplace Policies and Training 📚

When It’s Used: Within the first month.

Action: Provide onboarding training on workplace policies:

• Code of Conduct: Review company policies on ethics, behavior, and workplace etiquette.

• Training Programs: Offer role-specific training, including compliance with health and safety regulations.

• Performance Metrics: Set clear performance goals and expectations.

• Flexible Work Options: Discuss any available flexible working arrangements.

Outcome: The employee is fully informed about company policies, role expectations, and performance standards.

Step 7: Probation and Feedback Period 📅

When It’s Used: During the first 1-2 months (probation period).

Action: Regularly monitor and provide feedback on employee performance:

• Performance Reviews: Conduct reviews to assess the employee’s performance during the probation period.

• Feedback and Adjustments: Offer constructive feedback and discuss any necessary role adjustments based on the employee’s performance.

Outcome: Confirm continued employment status at the end of the probation period or make necessary adjustments.

Additional Information on Dutch Employment Laws

• Dutch Civil Code: Provides a legal framework for employee rights, including minimum wages, overtime, and leave entitlements.

• Employee Rights: Dutch labor laws protect against wrongful termination, discrimination, and harassment.

• Minimum Wage: Set by the Dutch government and updated semi-annually for employees over 21.

Summary Table