Before the journey
Send the joiner ZeniaHR's self-onboarding link, which works in English, Hindi and Gujarati. From home, the joiner enters personal, identity, address and bank details and attaches a photograph, Aadhaar, PAN and a bank proof. HR approves the submission, which creates the employee record with the site as the location. Trade certificates, any electrical licence and the medical fitness certificate come to HR as scans, and HR adds them to the employee's documents with their expiry dates. The OSH Code requires an appointment letter for every employee; for construction roles, issue a fixed-term letter showing the end date.
Day one at site: induction before entry
The HSE officer inducts every new arrival before they step past the site gate, whatever their seniority. Record the induction as a mandatory program in ZeniaHR's Learning module and mark each person complete on the day, so the site has proof of who was inducted and when.
- Site layout, restricted zones and the permit-to-work system
- PPE issue with a signed record: helmet, safety shoes, gloves, glasses and full body harness
- Arc-rated clothing and gloves for anyone working on HT equipment
- Emergencies: heat stroke, snake bite, lightning and fire, and where the first aid room is
- Camp rules: no alcohol, mess timings and lights out
Probation for project and plant roles
Probation can differ by employment type. ZeniaHR's work terms policy sets probation months per type, so permanent O&M staff can serve six months while short fixed-term project roles serve a shorter period or none. As the end date approaches, HR and the site in-charge get a reminder every day, the site in-charge gives a rating on the 1 to 5 scale with a short comment, and HR then either confirms the person, filing the confirmation letter in their documents, or extends probation and notes why.
How to set it up in ZeniaHR
- Send the self-onboarding link before travel, and approve submissions to create employee records with the site as location.
- Add trade certificates, licences and fitness certificates to each employee's documents, with expiry dates.
- Create a mandatory HSE site induction program in Learning and mark each arrival complete before site entry.
- Keep permanent and fixed-term appointment letter templates in the HR letter library.
- Give each employment type its own probation length under work terms, and make the site in-charge's review compulsory.
- Pin the camp rules and emergency numbers on the Company Wall for the site's branch.
Read more about onboarding in ZeniaHR.
Roles this applies to
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What does a solar site safety induction cover?
The site layout and restricted zones, the permit-to-work system, correct use of PPE including the full body harness, electrical hazards on DC and AC systems, and emergency steps for heat stroke, snake bite, lightning and fire. Nobody should enter the work area until it is done and recorded.
What documents should a solar site worker bring when joining?
Aadhaar, PAN and bank proof, which can be added through the self-onboarding link before travel, plus trade certificates, any electrical licence, previous training certificates and a medical fitness certificate for height work. HR adds these to the employee's documents with any expiry dates.
Do fixed-term project staff serve probation?
It is a policy choice. ZeniaHR's work terms policy sets probation months by employment type, so fixed-term project roles can carry a short probation or none, while permanent O&M staff serve a full probation with a review by the site in-charge.