Field Onboarding System

A field hire's first day involves more than paperwork. There is a license to verify, protective equipment to issue, vehicle and tool assignments to document, and a job to learn. A clear plan helps the supervisor and the new employee know what needs to happen, starting on the first morning.

The Field Onboarding System brings a field hire's first ninety days into one organized process. You get a first-day checklist, the order for completing compliance paperwork, vehicle and tool documentation, and a thirty-, sixty-, ninety-day plan with check-ins. It gives supervisors a clear way to guide each hire through the first three months.

What is inside

• 1. Start Here (PDF). A two-page guide showing the order for completing the first morning's paperwork.
• 2. Field Onboarding Plan Workbook (Excel). Set up each hire's plan using the plan setup tab. The thirty-, sixty-, and ninety-day ramp includes a goal and a way to measure completion for each phase. You also get an onboarding checklist from pre-boarding through the first month, a compliance tracker for I-9, W-4, state new-hire reporting, license, EPA card, OSHA card, and fit test, plus a check-in log for the week-one conversation and 30-, 60-, and 90-day reviews. Completed examples are included.
• 3. First Day Jobsite Checklist (Word and PDF). A start-to-finish checklist for the supervisor or lead to complete with the new hire. Covers what to prepare before the first morning, paperwork, safety orientation, introductions, and the end-of-day debrief.
• 4. PPE Issue Log (Word and PDF). Record the protective equipment issued to each employee and collect their signature. The form also summarizes the federal OSHA employer payment rule.
• 5. Company Vehicle Agreement (Word and PDF). Document the vehicle assignment, responsibilities, and consent. Includes a personal-use tax note and guidance on when to have counsel review the agreement.
• 6. Tool Issue and Return Agreement (Word and PDF). List every issued tool with its serial number, condition, and replacement value. Includes clear return terms and the wage rules to consider before making a deduction.

Also included: the Product License and a short guide to using the workbook in Google Sheets.

What makes it different

Vehicle and tool assignments deserve the same attention as offer letters and tax forms. They are often two of the most expensive things a shop gives a field employee. This system documents both, with important risk points identified. The first-day checklist and PPE log include completed examples, and the workbook opens with a sample hire. You can see how the documents are completed before using them with your own employees.

Common onboarding questions

Does the compliance tracker replace the official forms?

No. The tracker records when each item is completed, verified, and filed on time, including federal forms, state new-hire reporting, licenses, EPA cards, and OSHA cards. You use the official forms, which are available free from the issuing agencies.

Can I deduct tool damage from pay?

It depends on the wage-deduction rules where you operate. An improper deduction can violate those rules. The agreement explains what to confirm before deducting anything from an employee's pay.

Is it only for construction crews?

No. It is designed for construction trades, service shops in HVAC, plumbing, and electrical, and any company that sends employees into the field with company vehicles and tools.

Do I need special software?

No special software is needed. The documents open in Word, and the workbook opens in Excel or Google Sheets. A short guide for Google Sheets is included.

For the rest of your field HR work, the Construction and Trades Hiring Kit helps fill the roles you onboard, the License and Certification Tracker keeps tickets and cards current, and the Construction and Trades HR System brings the complete field HR system into one purchase at a lower price than buying the parts separately.

What is the refund policy?

Digital products are covered by a 30-day money-back guarantee. To request a refund, email support@truestephr.com or reply to your receipt within 30 days of purchase.

How the download works

Your files arrive as a single ZIP download, best opened on a computer. Save it, extract it (right-click and select Extract All on Windows, or double-click on a Mac), then open the Start Here file first. PDFs open in any reader, and editable files work in Microsoft Word and Excel or free equivalents, including LibreOffice, Google Docs, and Google Sheets. No other software is needed. Step-by-step help for every device is at truestephr.com/pages/download-help.

Scope

These working tools and editable templates provide general HR information, not legal or tax advice. Wage-deduction, vehicle personal-use tax, and new-hire paperwork rules vary by jurisdiction and change, so confirm applicable requirements with qualified counsel and use the official version of each required form.

Built to the TrueStep HR standard. Backed by a 30-day money-back guarantee. Questions: support@truestephr.com.

Want these in your company branding?

We can brand these files with your company logo and name for your team. Email support@truestephr.com with "Branded versions" in the subject, and we will follow up with options and pricing.