How to Onboard a New Restaurant Employee in Canada

In this guide, we’ll walk through a comprehensive checklist to help your new restaurant employees feel confident from day one — whether you’re a local diner, a café in downtown Toronto, or part of a growing restaurant group in Vancouver.

Week 1: Lay the Foundation

A well-crafted onboarding plan makes all the difference, especially in a competitive, high-turnover industry like hospitality. According to the Toast Consumer Preferences Survey 2025, where 200 Canadian hospitality workers were polled about restaurant HR, staffing and training in hospitality, over 50% of Canadians believe a structured onboarding process is extremely valuable, while 31.5% say they’ve left a restaurant job due to poor onboarding.

Complete Legal Paperwork

In Canada, onboarding starts with compliance:

• Use federal and provincial TD1 tax forms instead of the US W-4.

• Gather proof of eligibility to work in Canada (e.g., SIN documentation).

• Ensure compliance with employment standards by province, such as minimum wage, breaks, and statutory holiday rules.

Set Up Payroll & Direct Deposit

Payroll software is one of the most widely adopted restaurant tools. Automating payment ensures accuracy and builds trust from the start.

Introduce Policies & Culture

From dress code to anti-harassment, set expectations early. In Canada, clear code of conduct policies are the top priority at the hiring stage for 58.5% of restaurant workers.

Be transparent about:

• Employee benefits

• Conflict resolution processes

• Workplace safety and equity

Share the Team Structure

Help new hires understand the organizational hierarchy and their roles and responsibilities. A quick overview reduces confusion and builds confidence.

Week 2: Systems, Training, and Mentoring

Integrate into Staff Tools

Set up access to:

• POS systems

• Employee scheduling software

• Team communication channels

According to Canadian restaurateurs, one of the biggest pain points is managing tech across multiple platforms. Consider streamlining onboarding with integrated employee management systems.

Assign a Mentor or Buddy

A buddy system improves engagement and retention. The Toast Consumer Preferences Survey 2025 reveals peer mentoring and job shadowing are among the most helpful onboarding activities.

Share Restaurant History, Mission, and Values

New employees should feel aligned with your brand. Be bold, be real. Whether it’s your focus on sustainable sourcing or your signature hospitality style, this builds pride and purpose.

First Month: Build Capability & Confidence

Provide Structured Learning

Offer digital guides, in-person demos, and shadow shifts. Most Canadians prefer hands-on, in-person training, but combining formats can boost results.

Key areas to cover:

• Customer service etiquette (top priority for Canadian diners)

• Food safety procedures (ranked most important)

• Menu item allergens and dietary considerations

Create a 30-60-90 Day Plan

Break down performance goals into digestible milestones. Our Voice of the Canadian Restaurant Industry report showed that restaurants prioritising structured growth plans are more likely to reduce turnover and increase retention.

Long-Term: Set Them Up for Success

Conduct Regular Check-ins

Don’t wait for reviews. Bi-weekly check-ins help resolve concerns before they escalate. According to our Consumer Preferences Survey, clear communication during onboarding is extremely important to 75% of workers.

Offer Career Growth Opportunities

According to the Toast Consumer Preferences Survey 2025, 44% of Canadians say they’re more likely to stay working at an establishment if there’s a clear development path. Consider sharing:

• Upskilling workshops

• Cross-training opportunities

• Leadership coaching

Provide Transparent Contracts

Canadian hospitality workers value transparency — 73% say employment agreements should be shared with all staff, not just management and full-time employees.

Extra Resources to Strengthen Your Onboarding Process

• Toast’s restaurant employee scheduling software

• Voice of the Canadian Restaurant Industry report 

• Create a more efficient onboarding experience with these best practices

By setting your team up for success from day one, you’re investing in loyalty, efficiency, and the long-term growth of your business. The right onboarding plan not only empowers new hires but helps them thrive — which is exactly what Canada’s restaurant industry needs in 2025.