Paperwork done on the phone
As soon as the offer is accepted, send the joiner the company's onboarding link, or let him scan its QR code at the hub. It opens in English, Hindi or Gujarati, and the joiner enters his personal, identity, bank and address details and attaches a photograph along with images of his Aadhaar, PAN and a bank passbook page. HR reviews the submission, returns anything unclear for correction, and creates the employee record by approving it. The field papers, meaning the ITI certificate, the two-wheeler licence and, if he will ride his own vehicle for work, its registration and insurance, are checked against originals at the hub and added to his documents by HR. Hand over the appointment letter on day one; the OSH Code requires one for every employee.
Kit and a signed custody form
Everything the technician carries out of the hub should be listed with serial numbers on a custody form he signs. Upload the signed form to his documents, and update it whenever an item is swapped or returned. It protects the technician as much as the company when something goes missing months later.
- Tool bag, ladder, full body harness and helmet
- Fusion splicer, power meter or OTDR for splicers
- Opening stock of routers, cable and connectors
- Company SIM with its number recorded
- Uniform, rain gear and photo ID card for customer visits
The phone, the app and the first punch
Install the ZeniaHR app with the joiner at the hub. Under phone binding, the first phone he uses is approved automatically and any later phone needs HR approval, so do this on his own phone, not a colleague's. Walk him through the attendance rules: when to punch at the hub kiosk, when to punch at the first site, and how to raise a correction if the phone dies. Show him where his roster, leave balance and payslips live, so he does not need to call the hub for them.
Safety first, then a buddy fortnight
No climbing, pole work or live electrical work before the safety induction is complete and recorded. Climbers also need a fitness check for work at height. Then pair the joiner with a senior technician for about two weeks. The team leader signs him off for solo tickets when he has closed enough jobs cleanly. His probation, commonly six months, ends with a 1 to 5 rating that the team leader gives in ZeniaHR, after which HR confirms him or extends probation with a reason.
How to set it up in ZeniaHR
- List the joining documents for technicians: ID, bank proof, ITI certificate, two-wheeler licence, vehicle papers and medical fitness for climbers.
- Send the self-onboarding link after offer acceptance, and approve complete submissions to create employee records.
- Upload each signed kit and SIM custody form to the employee's documents on the day of issue.
- Set up the mobile app on the technician's own phone, relying on phone binding to approve that first device.
- Enrol joiners in the height, electrical and customer-visit induction programs in Learning, and complete them before solo tickets.
- Record a six-month probation for technicians under work terms, with the team leader's review marked as required.
Read more about onboarding in ZeniaHR.
Roles this applies to
See onboarding for telecom and field service companies in a demo
We set up your locations, shifts and rules on a video call and show it running for your team. Free for your first 50 employees.
Book a free demoSee pricingFrequently asked questions
What should a field technician receive on joining?
An appointment letter, a photo ID card, uniform, tool bag and safety gear, the equipment for his role, opening stock and a company SIM, all listed with serial numbers on a custody form he signs. He should also have the HR app set up on his own phone before leaving the hub.
How long should a new technician work with a buddy?
About two weeks is common, or until the team leader has seen him close a set number of tickets cleanly. The buddy shows cluster routes, customer handling and the company's quality checks. Sign-off for solo work should be recorded, not just agreed verbally.
Why do technicians need a custody form for tools?
It records exactly what was issued, with serial numbers and the technician's signature. When an item goes missing or someone leaves, the form settles the question quickly and fairly. Without it, clearance becomes an argument, and any recovery is hard to justify under the deduction rules.