Hiring an employee in Italy: the onboarding checklist

Hiring someone opens a long to-do list: some items are required by law, others are just common sense. Missing one can be costly, especially if it has a deadline. Here is a checklist, in chronological order, so nothing slips.

Before the first day

1. Mandatory hiring notification (UniLav). It must be sent electronically by the day before employment starts. The payroll consultant usually sends it: ask them to do it on time.
2. Contract and CCNL. Define the contract type, level, duties, weekly hours and the collective agreement that applies.
3. Information on the employment relationship. The employer must give the employee the information required by law (Legislative Decree 152/1997, updated by Legislative Decree 104/2022) on hours, pay, probation period and so on, within deadlines that are very short for some items: ask your consultant which ones.
4. Documents to collect: ID, tax code (codice fiscale), IBAN for salary, any residence permit, details for tax relief and dependants.

On the first day

5. Workplace safety. Information and training on risks (Legislative Decree 81/2008), protective equipment where needed and, when required, a medical check.
6. Privacy. The notice on how personal data is processed (art. 13 GDPR) and the rules on using company tools.
7. Access to tools: email, internal systems and the system for recording hours.
8. Hours and rules: when to clock in or record, how to request vacation and leave, who to tell in case of sickness.

In the first few days

9. Personal schedule in the system: weekly hours and time slots, so hours calculate themselves.
10. Vacation and leave balances set from day one, with the amount already accrued if the hire is mid-year. For the maths use our accrued vacation calculator.
11. Payslip data passed to the consultant: role, level, hours, any allowances.
12. Paying the salary: remember salaries can’t be paid in cash. Read the guide on payslips and traceable salaries.
13. Probation period: put the end date in the diary, so you don’t find out after the fact.

Common mistakes

• UniLav late or forgotten because “someone else was handling it”.
• No information notice on hours and pay.
• Vacation not set up until the first problem.
• IBAN collected at the last minute, with the salary transfer delayed.
• No access to the attendance system, and hours rebuilt from memory at month end.

How Chrono Desk does it

Chrono Desk helps with the day-to-day organisation:

• add the new employee and assign department, manager and role;
• set contract, weekly hours and a custom schedule;
• configure absence types and balances for vacation and leave for the year;
• from day one they log hours from the browser, including on a phone, and at month end the consultant downloads the reports;
• access is with the RoxPay account, with no extra passwords.

Want to see how a new employee is set up? Request a demo.

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This guide is for information only and does not replace advice from your payroll consultant or the rules of your collective agreement.