How to Onboard a New Restaurant Employee in The UK

Onboarding is more than paperwork and introductions. It’s a powerful moment to shape how new hires see your business, your team, and their future with you.

In today's UK hospitality scene, where costs keep climbing and finding good staff feels like searching for a needle in a haystack—all while guests expect more than ever—those first days for new team members really matter. When someone feels truly welcomed and supported from hour one, it changes everything about how they'll show up for your business.

According to the Toast Consumer Preferences Survey 2025, in which 200 hospitality workers in the UK were polled about restaurant HR, staffing and training in hospitality, 89% of UK hospitality workers say structured onboarding is "extremely valuable" or “somewhat valuable” — and 32% say they’ve left a job due to poor onboarding. 

Let’s walk through a practical new hire checklist so you can onboard your team effectively.

Week 1 Checklist

Get your new team member started with a strong foundation. A clear schedule, organised forms, and a friendly mentor make all the difference.

1. Legal Right to Work Documentation

• Collect the employee’s right to work evidence (e.g. UK passport, Biometric Residence Permit, share code for digital checks).

• Register with HMRC using the PAYE starter checklist.

2. Payroll & Direct Debit Setup

• Ask for a completed new starter checklist and bank details.

• Set up PAYE and pension contributions (e.g. NEST).

3. Staff Handbook and Policies

• Walk them through the company’s code of conduct, harassment policy, and break procedures. 41.5% of hospitality staff say clear anti-harassment policies would influence their decision to take a job.

• Provide printed or digital training manuals.

4. Explain the Brand and Mission

• Share your restaurant’s story, values, and guest experience goals.

• Highlight how they contribute to the bigger picture and inspiring values

5. Team Introduction and Roles Overview

• Introduce team leads and clarify reporting lines. Share the company org chart.

• Offer shadowing shifts with a tenured team member (ranked most helpful in onboarding by UK respondents in the Toast Consumer Preferences Survey 2025).

6. Tech Setup and Scheduling Systems

• Explain your scheduling tools (e.g. Deputy, 7shifts) and how to request time off. According to the Voice of the UK Restaurant Industry report, staff scheduling tools are among the top tech investments.

• Add the new hire to your POS system (e.g. Toast), employee scheduling platform, and any digital comms tools.

30-60-90 Day Roadmap

Think of those first weeks with a new team member like planting a garden, not just checking a box. Those first 90 days? That's when you're watering the seeds that will either flourish or wither.

When someone knows exactly what success looks like and can see themselves improving week by week, they don't just stick around—they start to shine. A real plan doesn't just guide them; it shows them you're invested in their journey, not just filling a slot on the schedule.

Remember, the care you put in now creates the server who confidently handles that packed Saturday night six months from now.

Day 30:

• Learn the full menu, including allergen and dietary knowledge.

• Demonstrate basic POS use and correct order entry.

• Understand daily opening and closing procedures.

Day 60:

• Confidently manage a full shift with minimal supervision.

• Complete food safety and hygiene refresher training.

• Start assisting in training new starters.

Day 90:

• Independently handle busy service periods.

• Demonstrate guest recovery techniques and upselling strategies.

• Offer peer support or mentorship to newer team members.

This roadmap signals to your staff that you’re invested in their growth and development — a message that builds trust and loyalty.

Why All This Matters

The UK hospitality industry is rebuilding — and fast. 78% of restaurant operators expect to grow, and they’re doubling down on staff retention and operational efficiency (Source: Voice of the UK Restaurant Industry report).

But growth isn’t possible without a reliable, well-trained team. Employees are more likely to stay when they feel valued and supported. In fact, 75.66% of workers believe all staff should receive a detailed employment agreement.

A great onboarding experience does more than tick boxes — it sets the tone for everything that follows.

Other Recommended Resources

Before you go, here's a handful of resources that might support your onboarding programme. Check them out!

• GOV.UK: Right to Work Checks: Guidance for verifying new hires' eligibility to work in the UK.

• ACAS: Onboarding and Induction: Practical HR advice for a smooth onboarding process.

• UKHospitality: Keep up with regulations, insights, and best practices in the sector.

• Le Bab + Toast: Success Story: See how Le Bab increased speed and efficiency through smart onboarding and POS systems.

Final Words

Great onboarding is the start of great retention. It helps your team feel confident, capable, and connected — and in today’s competitive market, that’s a game-changer. 

When employees feel informed and empowered from the start, they’re more likely to stay, grow, and advocate for your brand.

Use this guide to build an onboarding programme that supports your people and scales with your business.