Documents and verification before joining
Once the offer is accepted, the joiner receives the self-onboarding link and completes it from home, in English, Hindi or Gujarati, filling in details about themselves, their address, family, bank account, education and past jobs, with scans of ID, address proof, PAN card, bank proof, photographs and previous employer details. Start police verification the same week, and add any guarantor or reference letter your showroom uses to the document checklist. HR accepts the submission, rejects it or asks for changes, and acceptance creates the employee. The appointment letter, which the OSH Code requires for every employee, is handed over on day one.
Day one is about security
Security induction should come from the showroom manager and the stock controller together, and the joiner should sign an acknowledgement of the tray custody rules, which is then saved to their documents. Use one standard wording for the acknowledgement in every showroom, so nobody can later claim different rules applied to them.
- Staff entrance, lockers and the no-phone rule on the floor
- Tray issue, counting and return procedure
- CCTV zones and never leaving a tray unattended
- Robbery response: stay calm, do not resist, press the alarm
- Handling cash and old gold exchange
- Customer identity checks on high-value bills as current rules require
Custody in stages
A new executive should not hold a counter alone in week one. A practical sequence is shadowing a senior executive with no tray custody in week one, sharing a counter under supervision in weeks two to four, and full custody after the showroom manager signs off. Product training on purity, hallmarks and diamonds runs alongside, recorded as programs in Learning with completion tracked, so the manager can see readiness before handing over trays.
A longer probation
Six months is a common probation for sales executives and stock controllers, long enough to include one festival season. ZeniaHR takes the probation length from the employment type and begins daily reminders to HR and the showroom manager as the end date approaches. The manager's review, a score out of 5 with a comment, then leads to one of three outcomes: confirmation, with the letter filed automatically, an extension for a stated number of months with the reason on record, or a decision not to confirm. In a trust business, an extension is better than a hopeful confirmation.
How to set it up in ZeniaHR
- Build the onboarding document checklist with police verification, references and any guarantor letter your showroom uses.
- Share the self-onboarding QR code once the offer is accepted, and approve submissions to create the employee record.
- Hand over the appointment letter on day one and file it, with the signed tray custody acknowledgement, in the employee's documents.
- Enrol joiners in security induction and product training programs in Learning, and track completion before custody.
- Give each employment type its probation months in the work terms policy, and require the manager's review before confirmation.
Read more about onboarding in ZeniaHR.
Roles this applies to
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What background checks do jewellery showrooms do?
Identity and address verification, calls to previous employers, references from known people, and often police verification before the joiner handles stock. Some showrooms also ask for a guarantor or reference letter. Complete the checks before the joiner gets tray custody, and keep each report in the employee's file.
What should jewellery showroom induction cover?
Security first: staff entry and lockers, the no-phone floor rule, tray issue and return, CCTV zones and robbery response. Then cash and old gold exchange handling, customer identity checks on large bills, and product basics such as purity and hallmarks, followed by supervised counter work.
How long is probation in a jewellery showroom?
Six months is common for sales executives and stock staff, so the review covers at least one festival rush. Some showrooms use three months for support roles. Put the length in the appointment letter and review on time, extending with a reason if the manager is not yet sure.