Contractor Onboarding Pipeline Template
Give contractors a turnkey runway
Independent specialists need structure before they can produce. This template translates your contractor onboarding program into a left-to-right runway: Intake & Classification cards capture scope, compliance cards ensure NDAs and W-9s arrive on time, and Access & Tooling lists show who is unblocking credentials or payments. Kickoff agendas and deliverable reviews stay attached to the card, so HR, Legal, Finance, and hiring managers share a single workspace while the contractor ramps.
- Centralize every compliance touchpoint
- See tool access blockers instantly
- Track kickoff and payment milestones
- Give managers a repeatable playbook
Kick off in Intake & Classification
Duplicate the Contractor Intake micro-card, fill name, scope, and manager, then drop it into Intake & Classification. Assign yourself or the hiring manager plus a due date so the card appears on personal timelines. Attach the signed request doc or Slack intake thread so everyone sees the latest context. Tag Background check or Awaiting NDA if risk review is pending and leave a short comment summarizing open questions.
Lock down the paperwork
Move the work card into Agreements & Compliance when classification is approved. Spin up Compliance Doc Request cards for NDA, W-9, or background screenings and assign Legal or Finance owners. Attach each form (or the secure upload link) directly on the card, then set due dates so reminders fire before kickoff. Apply the W-9 pending label to anything blocking payment setup and @mention reviewers when documents land.
Provision tools and payment rails
Shift the core card into Access & Tooling so IT knows it is ready. Duplicate Access Provisioning cards for every system—Slack, Notion, HubSpot, payment platform—and assign the correct ops owners. Paste ticket URLs or runbooks as attachments so approvers see evidence instantly. Tag Tool access or Payment setup to highlight blockers and comment once credentials are verified.
Run orientation and confirm first deliverables
Move cards into Orientation & Kickoff after tooling clears and duplicate the Kickoff Agenda template. Record meeting goals, attach decks or video replays, and use the Kickoff booked label to show the session is scheduled. Slide the card into First Deliverables & Support to log the first sprint review, attach markup or invoices, and assign the approver. @mention Finance for milestone payouts and summarize next steps before archiving.
What’s inside
Start-Here command center
Four onboarding bullets tell you to duplicate intake cards, tag compliance blockers, and move work left-to-right so nobody wonders where to begin.
Micro-templates for key tasks
Contractor Intake, Compliance Doc Request, Access Provisioning, and Kickoff Agenda cards are dup-locked so every record captures the same fields.
Five-stage pipeline
Lists cover Intake & Classification through First Deliverables & Support, matching the real checkpoints HR, Legal, IT, and Finance must clear.
Label primer
Ready-made labels like W-9 pending, Tool access, and Payment setup make blockers searchable from Day 1.
Demo-ready cards
Sample assignees, due dates, and attachments (including fake invoices) show how to store compliance evidence and kickoff decks right on the board.
Why this works
- Connects HR, Legal, IT, and Finance on one shared board
- Keeps compliance evidence and approvals attached to each contractor
- Surfaces access and payment blockers before kickoff
- Celebrates first wins with deliverable reviews and milestone payouts
FAQ
Can I support multiple contractors at once?
Yes—give each contractor their own intake card, tag them with labels like Kickoff booked, and drag each card independently across the pipeline.
What if our legal or finance steps differ?
Rename stages or template cards to match your regions, but keep the single source of truth: duplicate cards capture required evidence, and labels keep blockers searchable.
How do I show payment approvals?
Use the Payment setup label plus the Milestone 1 payment card in First Deliverables & Support so Finance can see invoices, approvals, and payout dates in one place.