Recruiting firm · Compliance
Contractor onboarding and compliance
Get every contractor from accepted assignment to their first day with right to work, references and client screening checked and approved. The contractor confirms their details through a shared link, and payroll and the start confirmation stay locked until the compliance manager approves.
- Duration: 3 to 10 days
- How often: For every new contractor assignment
- Steps: 10 steps
- AI agents: 1 AI agent
- Approvals: 1 approval
Free plan, no credit card needed.
What changes with this template
Without it
Contractor details, referees and consent arrive in pieces by email and text message.
A contractor starts on Monday while a reference or right-to-work check is still open.
Compliance files are checked from memory, so a missing check or an expiring permission slips through.
The first timesheet is late because nobody set up the approver.
With it
The contractor confirms everything through one shared link before day one.
Payroll and the start confirmation stay locked until the compliance manager approves.
An AI agent lists missing and expiring checks, and the compliance manager resolves them.
The timesheet and its approver are set up before the start date.
The template, step by step
Each step says who does it: someone on your team, an AI agent, or the client through a shared link. An approval keeps every later step locked until it is given.
- Done by your team
- Done by an AI agent
- Done by the client, through a shared link
Starts when
A contractor accepts an assignment through your firm. The recruiter starts a run with the contractor, the client, the start date and the checks the client requires.
- 1
Record the assignment and send the contractor their link
Day 1Recruiter · Team
Record the assignment agreed with the client and the checks they require, and send the contractor the shared link with a message listing those checks and what they need to do before day one.
Checklist
- Assignment terms confirmed with the client
- Shared link sent to the contractor
Fields to fill in
- Contractor and client (required)
- Start date (required)
- Expected end date
- Checks the client requires (required)
- 2
Contractor confirms their details and consent
Days 1 to 3Contractor · Shared link
Through the shared link, the contractor confirms how to reach them and how they will work, through your payroll or their own company, names two referees and consents to the pre-start checks.
Checklist
- Right-to-work documents ready to show
- Referees agreed to be contacted
Fields to fill in
- Mobile number (required)
- Working arrangement (required)
- Referees and their contact details (required)
- Consent to the pre-start checks (required)
- 3
Check right to work and identity
Days 2 to 4Compliance officer · Team
See the original documents with the contractor, in person or on a video call where the rules allow it, and record the check. Keep copies in your compliance system, not on the run.
Checklist
- Original documents seen
- Copy stored in the compliance system
- Recheck date set if the permission expires
Fields to fill in
- Date of the check (required)
- Document type (required)
- Permission expires on
- 4
Take references and run the client's checks
Hidden from the shared linkDays 2 to 7Compliance officer · Team
Contact the referees and run each check the client requires, such as a criminal record or qualification check, and record the outcome of each.
Checklist
- References taken
- Every client-required check run
Fields to fill in
- Reference outcome (required)
- Checks completed (required)
- Notes on the checks
- 5
Check the compliance file is complete
Day 7Compliance checker · AI agent
The compliance checker compares the checks recorded in steps 3 and 4 with the checks the client requires, and lists anything missing, expiring during the assignment or unclear.
Fields to fill in
- Completeness report (required)
Checked by: The compliance manager resolves the gaps and approves the contractor in step 6.
- 6
Approve the contractor to start
Day 8Compliance manager · Team
Read the completeness report, resolve the gaps it lists, and approve the contractor for this assignment.
Checklist
- Right to work valid for the whole assignment
- References acceptable
- Every client-required check complete
Approval: Payroll setup and the start confirmation stay locked until the compliance manager approves the contractor.
- 7
Set up payroll and timesheets
Day 8Payroll administrator · Team
Set the contractor up in payroll with the agreed pay rate, collect bank details in your payroll system, and set up the timesheet with the client's approver.
Checklist
- Bank details collected in the payroll system
- Timesheet set up
Fields to fill in
- Pay rate per hour (required)
- Timesheet approver email (required)
- Payroll reference
- 8
Confirm the start with the client
Day 9Recruiter · Team
Tell the client the contractor is cleared to start, confirm the start time, place and first-day contact, and send these to the contractor with how to submit timesheets.
Checklist
- Client told the contractor is cleared
- Start details and timesheet steps sent to the contractor
Fields to fill in
- Start time and place (required)
- First-day contact at the client (required)
- 9
Contractor confirms they are ready for day one
Day 9Contractor · Shared link
Through the shared link, the contractor confirms the start details and timesheet steps the recruiter sent, and notes any question before they start.
Checklist
- Start time and place confirmed
- Timesheet process understood
Fields to fill in
- Questions before starting
- 10
Check in after the first day
First dayRecruiter · Team
Call the contractor after their first day and record anything to fix with the client.
Checklist
- Contractor called
- Issues passed to the client
Fields to fill in
- First-day notes (required)
Done when
Every pre-start check is approved, payroll and timesheets are set up, and the contractor has started with the first-day details confirmed.
Make it yours. Rename steps, change owners and add checklist items, fields or approvals. The template is a starting point for the way your team works.
The AI agents in this template
An agent only works on its own steps, and a person on your team checks what it did. Anything an agent writes to a connected app waits for approval unless you allow it.
Compliance checker
Checks the pre-start checks recorded on the run against what the client requires, and lists what is missing.
What it does
- Reads the client's requirements and the checks recorded in earlier steps
- Compares expiry dates with the assignment dates
- Lists missing, expiring or unclear items
- Writes the report into its step
Checked by: The compliance manager resolves the gaps and approves the contractor in step 6.
Questions this template answers
Run one onboarding per assignment, from the accepted assignment to the first day, with the contractor completing their own steps. This template runs steps 1 to 10 for every contractor, and the run shows who checked and approved what.
Send the contractor one link that lists everything you need before day one. In step 2 the contractor confirms their contact details, working arrangement, referees and consent through the shared link.
See the original documents yourself, record who checked them and when, and plan a recheck if the permission expires. Step 3 records the check date, the document type and any expiry date, while copies stay in your compliance system.
Make the start depend on a compliance approval, not on the date in the diary. Step 6 is an approval gate: payroll setup and the start confirmation stay locked until the compliance manager approves the contractor.
Let AI check the file for gaps and leave the approval with a person. In step 5 the compliance checker lists missing, expiring or unclear checks against the client's requirements, and in step 6 the compliance manager resolves them and decides.
Set up payroll and the timesheet approver before the start, and confirm the timesheet process with the contractor. Step 7 records the pay rate and the client's timesheet approver, and in step 9 the contractor confirms through the shared link that they know how to submit timesheets.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.