Region

Timeline

Africa - Central & South

2.5 weeks

Africa - North

2.5 to 4 weeks

APAC - North

2.5 weeks

Europe - East & UK

2.5 weeks

Europe - North

2.5 weeks

Europe - South

2.5 to 4 weeks

GCC & Middle East

2.5 to 4 weeks

LATAM

2.5 to 4 weeks

Caribbean

2.5 weeks

Canada

1 to 2 weeks

The length of time it takes to hire an employee compliantly varies from country to country. Timelines can be affected by the employee’s right-to-work status in the country. If the employee needs to undergo a right-to-work check or requires visa support, their start date may need to be extended.

You can view more info on right-to-work processes and visa support here.


General onboarding timeline

Here’s an overview of the employee onboarding process and the tasks that your Pilot account owner or admins will need to complete:

Task 1. Add employee to Pilot

Task 2. You will be notified to approve the cost of employment and deposit (this is ready within 1 to 2 business days of adding an employee)

  • Security deposit will be processed as soon as you confirm this task in the app (this is one time only). We hold this deposit to ensure we pay the employee in a timely manner if we’re ever unable to draw funds from your account.

  • Security deposit is refunded when the employee is offboarded.

Task 3. Follow each of the onboarding tasks and approve the offer summary

  • Supplemental health insurance: review options

  • Background check: we run international criminal records history. The time frame can vary dependent on the country, the time when the employee uploads the required documents, and the number of countries where the employee has resided. We have seen the background completed within one week and up to one month.

Task 4. Employee accepts the offer and completes their profile on Pilot

Task 5. Pilot creates the employment contract and sends it to you for approval. This is ready up to 5 business days (this can extend depending on the changes and requirements) after the employee completes their profile on Pilot.

Task 6. You and your employee approve the contract; recommend this to be done as soon as possible to avoid any delays

Task 7. We provide instruction for the employee to sign the employment contract

Task 8. Pilot collects additional information and onboarding documents from the employee (e.g. tax forms, proof of address, and banking details)

Task 9. Onboarding is completed. You’ll receive a notification from Pilot that the employee has been onboarded. Congrats!


ℹ️ Important notes:

  • The above timeline is always dependent on your and the employee’s responsiveness to completing onboarding tasks, though we do email to follow up if steps are not complete

  • Wet signatures, medical exams, right-to-work checks, translations, and visa sponsorship can also affect the above timeline

  • We recommend that employees start on the first day of a new month. This ensures they’ll be added to the payroll in time for their first paycheck at the end of the month

  • Go to How to hire and onboard an employee to view each of the stages, milestones, and tasks in the hiring and onboarding flow

  • As part of the onboarding process (except Canada), we use BambooHR to collect documents and signatures, so the employees will receive an invitation to set up an account. If you are already using BambooHR as your own internal HRIS, it might be helpful to let your employee know that they will have two accounts — one through Pilot and one through you.


FAQs

Why does it take longer to onboard in some countries?
Some countries require medical exams and wet signature contracts. Pilot and our local team will assist the employee with the coordination of these tasks.

What is the best date to onboard an employee?

We recommend that employees start on the first day of a new month. This ensures they will be added to the payroll in time for their first paycheck at the end of the month.

When will employees be paid?

All employees can expect to be paid on the last working day of each month. There are some exceptions, such as the examples below:

  • Sweden: 25th of each month

  • Canada: 15th and last working day of the month

  • Mexico: 15th and last working day of the month, but only 1 payslip (i.e., paystub) per month

What documents will employees need to provide?

All employees must provide the following documents and information at a minimum:

  • Local home address & proof of the same

  • Two forms of ID

  • Local tax number & Social Security number (if applicable)

  • Proof of right to work

  • Local bank account & proof of the same

I don’t know if the employee has the right work. What should I do?

During the onboarding process, we ask employees to indicate their right-to-work status. If an employee is a non-national of the country they intend to work in, we are required to request proof of right to work. It is best practice for your team to request these documents directly from the employee to ensure a smooth onboarding. Find more information on the right-to-work status here.

Background checks: What do you look for?

We use a partner background check provider. The employee is required to provide a copy of a photo identification (distributed by the government) and provide information such as current and previous home addresses. The background check provider investigates if the employee has any criminal record. Once the background check is completed, a copy of the report will be available on Pilot for your review.

Security deposit: What is it for? When will I get it back?

The security deposit is the equivalent of one month of expected payroll and taxes. We withdraw the deposit and hold it for the duration of the employee's employment. As an employer of record, we have a contractual obligation to pay the employee their salary; if we’re ever unable to draw funds from your account, we can use this deposit to ensure we pay the employee in a timely manner. Once the employee leaves (e.g. through resignation or termination), the security deposit will be refunded to you within 30 days of the employee's final payroll.

Salary: Can I pay the employee in USD?

  • We are required to pay employees in their local currency. If you enter the salary into Pilot in USD, we’ll do a live conversion to get the equivalent in local currency on the day it was entered.

  • If the employees’ salary depreciates throughout their employment due to currency fluctuations, you may decide to offer a ‘bonus’ to make up the difference. Just reach out to hire@pilot.co and let us know the bonus amount that you’d like to use in local currency.

Salary: The local salary value does not match the employee’s expectations. Why is this, and what can we do?

  • The rate you see on CurrencyRate, Bloomberg, or Google is the mid-market rate, which, in practice, is only available to central banks. As different currencies have different liquidity, you may see differences between the mid-market rate and the rate we’re able to convert at. In this case, what you’re seeing is the rate from the currency exchange partner we use for employee payroll.

  • Your cost in USD is subject to change each month, this is based on the actual exchange rate on the dates we process payrolls.

  • If you would like to reevaluate the salary, please get in touch with hire@pilot.co. Let us know what salary the employee is expecting in local currency, and we can tell you the live conversion.

Can the employee sign the contract electronically?

Most countries allow for electronic signatures. However, some jurisdictions will require wet signatures also. In jurisdictions where wet signatures are required, we will work with the employee to coordinate it.

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