Onboarding Employees in Ontario: Best Practices for Effective and Legally Compliant Integration

Onboarding is a pivotal step in an employee’s integration to a workplace. An effective onboarding process will ensure that employees integrate seamlessly into the workplace with a clear understanding of the company’s expectations and their rights and responsibilities.

There are specific statutory obligations that employers in Ontario must adhere to during the onboarding process. An effective, engaging and legally compliant onboarding process should include the following statutory considerations:

The Employment Standards Act (ESA)

Under the ESA, an employer is required to provide employees with the latest poster published by the Ministry of Labour, Immigration, Training and Skills Development which outlines the rights and obligations of employees and employers under the ESA.

As of July 1, 2025, employers with more than 25 employees will also be required to provide employees with the following information before their first day of work, or as soon thereafter as reasonably possible:

• The legal name of the employer, as well as any operating or business name of the employer, if different;
• Contact information for the employer, including address, telephone number and one or more contact names;
• A general description of where it is anticipated the employee will initially perform work;
• The employee’s starting hourly wage or other wage rate or commission, as applicable;
• The applicable pay period and pay day; and
• A general description of the employee’s initial anticipated hours of work.

The Accessibility for Ontarians with Disabilities Act (AODA) & the Human Rights Code (the Code)

Under the AODA, employers are obligated to train all employees on accessibility. This training must cover accessible customer service, accessibility in the workplace, the employer’s policies on accessibility, and the obligations under the Code.

Employers must also take steps to ensure that discrimination and harassment are not tolerated during onboarding or any other workplace activities, consistent with the principles of the Code. The Code prohibits discrimination in employment on the grounds of race, color, religion, sex, sexual orientation, age, disability, and several other protected characteristics. As part of your onboarding process, ensure that employees are made aware of their right to request accommodations in the workplace, whether related to physical accessibility, work schedules, or other needs.

Health and Safety Obligations

The Occupational Health and Safety Act (OHSA) places an obligation on employers to take all reasonable precautions to ensure a safe and healthy workplace for all employees (and workers). Employers must also provide training on workplace violence and harassment and all employees and workers should be aware of the employer’s workplace violence and harassment policies and programs.

Health and safety training that is tailored to specific roles and the risks associated with the job should be included in an employer’s onboarding process to ensure that employees and all workers are aware of workplace hazards. Particularly, supervisors and managers must be trained on their responsibilities under the OHSA, especially in relation to reporting incidents and addressing health and safety concerns promptly.

Fostering Relationships Early

While legal compliance is crucial, a successful onboarding process should also focus on employee engagement and strong relationship building. Management strategies for fostering strong relationships early include:

Facilitating Internal Introductions

Employees should be introduced to their colleagues in a meaningful way. Facilitating introductions across departments will assist with building strong internal networks early and help employees feel supported in their roles.

Encourage Open Communication

Cultivate a culture of transparency by encouraging new employees to ask questions and voice concerns. Open lines of communication between employees and management should be encouraged to support positive working relationships.

Development Opportunities

Providing employees with information on growth opportunities early on in the onboarding process can lay the foundation for long-term success by encouraging employees to see the company as a place where they can grow and develop.

Conclusion

A successful onboarding process is one that blends legal compliance, clear communication, and employee engagement. By following the best practices outlined above, employers can ensure not only a smooth and legally compliant integration process, but set the foundation for productive and positive working relationships.

Written by: Abiola Akinyemi