What belongs in a placement handoff before the start date?
Format: Article.
Include the checked start place, date, time, time zone, and arrival steps. Name the contacts and the person who owns each open onboarding step. Onboarding means the steps needed before work starts. Keep this office checklist apart from hiring and eligibility decisions. A full checklist does not give someone permission to start.
The next person should be able to answer: “What must I check before this person arrives?” Do not give them a copy of the whole applicant file. Keep the worker's arrival note apart from the private staff record of start checks.
Name the two owners
Name one person to check the details and one person with power to decide a start hold. They may be different people. The coordinator can gather facts, flag a conflict, and draft the handoff. That does not give them the right to decide who is eligible or change job terms.
Name the client contact who checked the arrival details. Name the agency contact for open steps too. An inbox alone may not help a worker find the right door. State whom to call if the main contact cannot be reached. Use the agency's real coverage plan. Do not promise help that has not been arranged.
Copy this placement readiness checklist
For arrival details, use confirmed, not yet confirmed, or conflicting. For a hiring or start decision, record only the state given by the person with authority.
| Handoff item | Evidence needed | Person who checks | If missing |
|---|---|---|---|
| Start date and time | Current agreement with time zone | Placement coordinator | Ask both sides to confirm the same version |
| Work location | Specific site and arrival entrance | Client site contact | Hold the arrival note until clarified |
| Arrival contact | Name, role, approved business contact route | Account manager | Obtain an active backup route |
| First-day instructions | Current client-approved instructions | Coordinator and site contact | Do not copy an old placement's directions |
| Onboarding steps | Required-step list and factual state | Assigned onboarding owner | Name each open step and its decision owner |
| Start authorization | Explicit decision from responsible person | Authorized agency or client role | No inference from collected documents |
For each open item, add a placement ID, time checked, source, and next check. A start time without a time zone may confuse people in different locations. An address may need a building name or door as well.
Keep sensitive documents in their approved system. Greenhouse checks the file type and user permissions before showing an attachment. For Document attachments, it also checks the document settings. [S05] This illustrates that access to an applicant record is not one uniform permission. It does not authorize forwarding the record to a client.
Distinguish collection from review
“Document received” means a file arrived. “Reviewed” means a named person performed the required check. “Decision recorded” means the responsible person made the relevant decision. Do not turn those into one green check.
A file alone does not prove a credential is valid or a person may do the job. The coordinator should record that the file arrived and send it to the qualified reviewer. If a newer file is needed, keep that request and the hold visible. Do not label the person rejected.
Use the same care with arrival notes. Sending a note does not prove the worker read it. Use the agency's approved way to get a reply. If no reply has come, show that gap to the person who must follow up.
Hypothetical example: the client has two entrances
A fictional worker is due to start at a shipping office on Tuesday. The agreed record says to go to the main front desk. A later note from the site contact says to use the west door. It does not state the time.
The coordinator drafts a new arrival note. They do not send two notes that conflict. They ask the site contact to confirm both the door and the time. The worker's earlier reply stays with the old version. It does not prove they agreed to the change.
Meanwhile, a file needed before the start has arrived. Its reviewer has not checked it. The staff handoff says “received; review pending.” The coordinator does not clear the placement. The person who may approve the start must resolve that hold under the agency's rules before staff send final start instructions.
Run a final handoff check
Ask someone who did not prepare the packet to find the arrival location, current time, contact, and open hold. If they must read a long email thread to answer, the handoff still needs work.
Then check who will get each note. The worker needs arrival details. The client may need a brief start update. Neither needs all private staff notes or source files just because a person is due to start. Save the approved version. Check and confirm any late change.
Core Agentic can discuss custom software for this office work. It is not a finished staffing platform. It does not make job decisions on its own. We would agree on data sharing, how long to keep data, any use of cloud services, and system links.
Book a Demo to discuss placement handoffs that keep arrival facts and human decisions separate.
Sources
- Greenhouse: Access candidate attachments – Greenhouse Support.
These sources describe the named provider or framework. They do not establish a Core Agentic integration, customer result or certification.