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The 7-Day Caregiver Onboarding Checklist

The exact 25-step system I use at Kayoof Agency to onboard caregivers in 7 days. Check off each task, save your progress in your browser, print it, or share with your team.

Your progress 0 / 25 tasks

Day 1 · Same day as offer acceptedWelcome & Paperwork

0 / 4
Send personalized welcome email
Include the new hire's name, their start date, and what to expect over the next 7 days.
Send paperwork link (I-9, W-4, direct deposit)
Use a digital signing tool so they can complete it on their phone in 10 minutes.
Schedule orientation date/time
Get this on their calendar within 24 hours of accepting the offer.
Assign a primary point of contact
One coordinator owns this caregiver's first 30 days. No bouncing between people.

Day 2 · VerificationBackground Check & Credentialing

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Submit background check
Use a service that returns results in 24-48 hours, not a week.
Verify caregiver credentials & certifications
CPR, CNA, HHA, or specific state certifications required for your service.
Verify references (at least 2)
Quick phone calls — keep them short and focused.

Day 3 · SetupTech, Tools & Access

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Add to scheduling system
Send login info plus a 5-minute walkthrough video.
Set up EVV / time-tracking app on their phone
Walk them through it on a screen-share call if needed.
Add to internal team chat / communication tool
Welcome them publicly so the team can introduce themselves.
Issue uniforms, ID badge, or supplies
Mailed or available for pickup before orientation.

Day 4 · OrientationLive or Virtual Orientation

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Run 90-minute orientation (max!)
Cover company culture, policies, and the most important client-facing protocols.
Review key protocols (incident reporting, safety)
Use real examples — not abstract policies.
Q&A — make sure they feel heard
This 10-minute window is where retention happens or breaks.

Day 5 · TrainingSkills Training & Shadowing

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Hands-on skills training
Real, practical training on the actual skills they'll use on the job.
Pair with experienced caregiver for shadow shift
Half-day shadow with someone they'll see again. Builds confidence + connection.
Get debrief from senior caregiver
"Would you trust this person with a client?" — listen to the answer.

Day 6 · Client PrepMatch to First Client

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Match caregiver to first client
Consider personality, language, schedule, location, and care needs — not just availability.
Send written first-shift brief
Address, parking, family info, client preferences, care plan — all in one document.
Confirm logistics (parking, building access, dress code)
Don't let them walk in cold.
Send "we're excited for you" message
Build connection one more time before day 1.

Day 7 · Live!First Shift & Check-In

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Confirm caregiver clocked in on time
First check happens in real-time, not after the shift.
Mid-shift check-in call (within 2 hours)
"How's everything going?" Reduces no-shows and builds confidence.
End-of-shift debrief call
Two questions: "How did it go?" and "What can we do better?"
Schedule first 30-day check-in
Don't disappear after day 1 — that's where retention falls apart.
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