How long does it take to onboard a new employee?

Onboarding takes about a month, and it varies by country. In some situations, the process can be faster, but the limiting factor is using government filings that need to be done prior to employment, and it also depends on how long it takes to collect necessary documents from the employee.

If the onboarding is in a new country, we’ll ask for confirmation of additional terms like notice periods, probation, PTO, and more. This can add a few days to the process, depending on how quickly we receive responses from you. For existing countries, it’s quicker because we typically don’t adjust policies on a per-employee basis.

If you need to onboard an employee as soon as possible, don't hesitate to reach out to us at support@pilot.co, or use the live chat option at manage.pilot.co.

What does the hiring and onboarding process look like?

The key milestones in the process are:

  1. Adding a new employee by entering basic information including name, role, salary, and start date.

  2. Reviewing legal requirements

  3. Deciding on optional benefits

  4. Approving compensation and estimated taxes

  5. Sending an offer letter and getting acceptance

  6. Inviting the employee to Pilot to set up their account and complete tasks

  7. Approving the employment contract and getting a signature

  8. Receiving confirmation from Pilot that onboarding is complete

For more information, please see our help article on How to hire and onboard an employee.

When can our new employee start?

We can’t always give you a definitive date when the employee will be onboarded—in many countries, there are local filings and new hire registration forms that need to be submitted before the employee starts and sometimes by a certain day of the month. If all documentation is not submitted by that day, the employee cannot start in that pay period.

You can always reach out to support@pilot.co or or use the live chat option at manage.pilot.co when you have a new hire to confirm what start dates are feasible—we’re always happy to help.

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