Onboarding New Child Care Staff: What Must Happen Before Their First Day

Hiring the right employee is only the beginning. Many child care programs invest significant time interviewing candidates, checking references, and making hiring decisions, but overlook one of the most important stages of the employment process: onboarding before the employee’s first day.

Too often, new employees arrive unsure of where to park, what to wear, what time to arrive, or even what to expect. This creates unnecessary anxiety for the employee and additional stress for directors and leadership teams who are already managing busy classrooms and daily operations.

Great onboarding begins long before a new employee walks through the front door. The experience you create before day one sets the tone for professionalism, organization, and employee engagement.

Why Pre-boarding Matters

The period between accepting the job offer and the employee’s first day is often called preboarding. This is your opportunity to build excitement, establish clear expectations, and help your newest team member feel confident and prepared.

When employees feel welcomed and informed before they arrive, they are more likely to feel connected to your organization, ask thoughtful questions, and begin building positive relationships with their new team.

On the other hand, poor communication before day one can leave employees feeling forgotten, confused, or questioning whether they made the right decision.

What Every Director Should Complete Before Day One

Send a Welcome Message

Reach out within a few days of accepting the position. A simple email or phone call expressing your excitement can make a lasting impression. Let your new employee know you are looking forward to having them join the team.

Provide First Day Details

Never assume a new employee knows what to expect. Clearly communicate:

• Arrival time

• Where to park

• What entrance to use

• Dress code

• What documents to bring

• Who they should ask for upon arrival

• What their schedule will look like

The more information you provide, the more confident they will feel.

Complete Employment Paperwork

Whenever possible, complete hiring documents before the employee’s first day. This includes tax forms, emergency contacts, direct deposit information, background check paperwork, licensing forms, and any organization-specific documentation.

Reducing paperwork on the first day allows more time for learning and relationship building.

Prepare Their Workspace

Nothing says “we expected you” like having everything ready before your new employee arrives.

Prepare:

• Classroom assignment

• Name badge

• Keys or access codes

• Employee handbook

• Training materials

• Technology logins

• Classroom supplies

Small details communicate that your program is organized and values its employees.

Assign a Mentor

One of the best ways to reduce first-day anxiety is by assigning a mentor or experienced team member.

A mentor can answer questions, explain daily routines, introduce staff members, and provide encouragement throughout the employee’s first few weeks.

New employees are often more comfortable asking peers simple questions than interrupting the director throughout the day.

Build a Training Plan

Do not expect employees to learn everything in one day.

Create a structured onboarding schedule that includes orientation, classroom observations, required trainings, policy reviews, safety procedures, and opportunities to practice new responsibilities with support.

A written plan demonstrates that employee development is intentional rather than reactive.

Share Your Culture

Policies teach employees what they must do.

Culture teaches them how your program operates.

Before day one, begin introducing your organization’s mission, values, expectations, and philosophy. Help employees understand not only what you do but why you do it.

Employees who understand your culture become stronger contributors and ambassadors for your program.

Remember That Onboarding Is More Than Orientation

Orientation may last a few hours.

Onboarding lasts weeks or even months.

Effective directors understand that successful onboarding includes coaching, regular check-ins, ongoing feedback, and growth opportunities. Employees who receive consistent support are more likely to remain engaged, perform at a higher level, and stay with your organization longer.

Retention does not begin after ninety days.

It begins before day one.

Final Thoughts

Every new employee arrives hoping they made the right decision. As a child care leader, you have the opportunity to reinforce that decision before they ever step into the classroom.

A thoughtful onboarding process communicates professionalism, builds trust, reduces anxiety, and lays the foundation for long-term success. When you intentionally prepare for your newest team members, you are not simply filling a position. You are building the future of your program one employee at a time.