Onboarding Process: Step-by-Step Explanation

Step 1: Job Offer and Acceptance 📩

Trigger: You’ve completed the interview process and decided to hire the new employee in France.
Action: Prepare an offer letter outlining the basic terms of employment in France:

Job Title: [Position Title]
Compensation: €[Salary Amount] per annum
Start Date: [Start Date]
Outcome: The employee reviews and accepts the offer, marking the official start of the onboarding process in France.

Step 2: Employment Contract 📝

When Onboarding Comes Into Play: Right after the offer letter is accepted.

Action: You draft the employment contract, which should clearly specify the type of contract. In France, contracts generally fall into one of three categories: indefinite contract (CDI), fixed-term contract (CDD), or part-time contract.

Indefinite Contract (CDI): This is a permanent employment contract without a predefined end date. Employees on indefinite contracts usually go through a probation period (typically two to four months in France), during which their performance is evaluated. After the probation period, the contract remains in effect unless terminated by either party.

Fixed-Term Contract (CDD): A fixed-term contract is for a specific period (e.g., six months or one year). It has a predetermined start and end date, and the contract automatically terminates at the end of the specified period. Fixed-term contracts are often used for project-based roles. In France, employees on fixed-term contracts are generally entitled to the same benefits as permanent employees.

Part-Time Contract: A part-time contract applies to employees working less than the standard full-time hours (usually 35 hours per week in France). This type of contract specifies the number of hours the employee is expected to work each week and may include pro-rated benefits based on hours worked.

Outcome: The employee reviews and signs the employment contract, acknowledging the specific terms of their employment.

Step 3: Background Check Consent Form 🔍

Purpose: To ensure a thorough vetting process before finalizing their onboarding in France.
Action: Request a background check and obtain the employee’s consent.
Outcome: The employee signs the consent form, allowing you to verify their previous employment and education in France.

Step 4: Medical Fitness Certificate (If Applicable) 🏥

Importance: While not mandatory for all positions in France, a medical fitness certificate may be required for specific roles that involve physical activity or safety-sensitive tasks.
Action: If applicable, request a medical fitness certificate from the employee in France.
Outcome: The employee provides the necessary certificate if required for their role in France.

Step 5: Identity and Address Proof 📑

Legal Requirement: Collecting identity and address proof is crucial for compliance with French laws.
Action: Obtain copies of the employee’s identity and address proof in France. Common documents include:

National ID or Passport: A valid identification document.
Utility Bill: A recent bill verifying their address in France.
Outcome: The employee submits a copy of their National ID or passport and a recent utility bill.

Step 6: Tax Identification Documents 💳

Tax Compliance: Necessary for withholding taxes from their salary in France.
Action: Request the employee’s tax identification number (TIN).
Outcome: They provide their TIN, allowing you to register them for tax deductions compliant with French tax laws.

Step 7: Bank Account Details 🏦

Payment Setup: To facilitate salary deposits in France.
Action: Ask the employee for their bank account information:

Bank Name: (e.g., BNP Paribas)
Account Number: (e.g., 123456789)
IBAN: (e.g., FR7612345678901234567890123)
Outcome: The employee shares their banking details, ensuring timely salary payments in France.

Step 8: Social Security Registration 🏥

Legal Compliance: Necessary for adhering to French labor laws.
Action: Register your employees with the French social security system. Prepare the required registration documents.
Outcome: Provide the employee with proof of their registration with the social security system.

Step 9: Non-Disclosure Agreement (NDA) 🔐

Business Protection: To protect your company’s confidential information in France.
Action: Present a non-disclosure agreement for them to sign.
Outcome: The employee signs the NDA before their start date in France.

Step 10: Employee Handbook 📚

Cultural Orientation: Familiarizing the employee with your company policies in France.
Action: Prepare an employee handbook covering:

Company Policies: Code of conduct, leave policies, and performance evaluation specific to France.
Outcome: The employee receives the handbook on their first day, helping them understand their rights and responsibilities in France.

Example Scenario: Onboarding an Employee in France

Let’s take a look at how this onboarding process unfolds for a new hire in France.

Job Offer: The employee receives a job offer letter outlining their position with a starting salary of €50,000 per year.

Employment Contract: After accepting the offer, the employee reviews and signs their employment contract, which includes their job responsibilities, work location in a major French city, and a probation period of three months.

Background Check: The employer sends the employee a background check consent form. The employee signs it, allowing verification of their previous employment and qualifications.

Medical Fitness Certificate: The employee visits a local doctor, who provides a medical fitness certificate confirming they are fit to work in France.

Identity and Address Proof: The employee submits copies of their National ID and a recent utility bill as proof of identity and address.

Tax Identification: The employee provides their TIN to facilitate tax deductions in France.

Bank Account Details: The employee shares their bank account information, ensuring they receive their salary directly.

Social Security Registration: The employee reviews documentation regarding their social security contributions, which are outlined in their employment contract.