New Hire Paperwork and Systems Access Checklist
A dealership new hire paperwork and systems access checklist: HR forms, logins, roles, and first-week inventory access so a salesperson can work on day one—not week three.
Monday morning, a new sales associate is on the lot in a pressed shirt. By 10 a.m. they have no DMS login, no email, no inventory tool, and a "temporary" password to someone else's Facebook session written on a sticky note. The used-car manager is in a deal. The office manager is at the bank. The new hire walks the row, smiles at customers they cannot help, and goes to lunch wondering whether they actually work here. Paperwork that arrives in week two is not onboarding. It is how you waste a hire.
A new hire paperwork and systems access checklist is a desk product: what must be signed, what must be provisioned, who owns each item, and what "ready to work" means before the first customer. This is operational sequencing, not legal advice. Employment forms, identity documents, wage notices, and data-access rules vary by state and by store—confirm the packet with counsel, your payroll provider, and any franchise requirements.
This guide splits the work into before day one, morning of day one, systems access by role, and a 72-hour audit so orphaned logins do not outlive the person.
Why Access Lag Costs More Than a Missing Form
Missing a form is a compliance problem you will hear about. Missing a login is a silent revenue problem.
Shared credentials are not a workaround
Handing a new person a veteran's Marketplace session looks fast. It is how you lose ownership of listings, mix personal and store activity, and create an account fingerprint that does not match one human. If they quit on Thursday, you do not know what they can still open. Provision a real seat.
Idle time teaches the wrong job
If day one is sitting in the lounge, they learn that this store improvises. High-agency people leave. Low-agency people wait to be told. Neither is the associate you thought you hired. Pair this checklist with onboarding new sales reps on Marketplace posting so the first afternoon is supervised work.
Offboarding starts at onboarding
Every system you open on Monday is a system you must close when they leave. If you do not log who got what, the offboarding checklist becomes archaeology. Write the access log on day one.
Paperwork Before Day One (Not During the First Up)
Complete as much as the law and your process allow before they hit the floor. Do not make a customer wait while someone hunts a W-4.
Offer and role packet
- Written offer: role title (sales associate, sales rep, manager—not a vague "sales"), start date, supervisor, pay shape in the language your counsel approved.
- Schedule pattern, including weekends.
- Where to park, what to wear, what to bring for identity and work authorization (follow current official instructions; do not freelance a document list from memory).
HR and payroll packet
Your office owns this list; keep it consistent for every hire:
- Identity and work-authorization process your counsel specified.
- Tax and direct-deposit forms your payroll provider requires.
- Handbook acknowledgment, including up rules, device policy, and customer-complaint path.
- Any state wage notices your location requires.
Do not add "and also sign this random recap sheet" in the hallway. If it is required, it is in the packet.
Access request ticket (internal)
Before Monday, the office sends one list to whoever provisions systems:
| System | Role to assign | Owner | Ready by |
|---|---|---|---|
| Email / chat | Individual mailbox | Office | Day 0 |
| DMS (if they need it) | Least privilege for the job | Office / GM | Day 0 |
| CRM or lead inbox | User, not a shared inbox password | Internet director or GM | Day 0 |
| Inventory / posting tool | associate or sales rep | Used-car manager | Day 0 |
| Time clock | Their badge or login | Office | Day 0 |
| Building / lot access | Badge, codes | Office | Day 0 |
If a row cannot be done by Monday, delay the start date or delay customer-facing work. Do not delay the truth.
New Hire Paperwork and Systems Access Checklist by Role
Least privilege. Named user. Written in the access log.
Sales associate
- Email and internal chat.
- Time clock.
- Inventory tool as sales associate: they work a manager-assigned queue, not the whole book, and they do not need billing or team-admin screens.
- Photo folder or device standard for the units they will shoot.
- No admin DMS menus, no other people's Facebook logins, no "just use the office computer that's already signed in."
This matches how you build a posting queue workflow for junior sales associates.
Sales rep
- Everything an associate gets, plus self-queue from shared inventory if that is your model.
- CRM user for their leads.
- DMS access limited to the deal and customer tasks their job requires—not parts inventory, not accounting.
Manager
- Team views, assignment rights, analytics, and billing only if they actually own billing.
- Ability to release stuck claims in a team queue.
- Still not a shared Facebook password in a group chat.
The morning sequence (first two hours)
- Badge, clock, workstation or locker.
- Paperwork remaining that could not be done in advance—timed, in the office, not on the curb.
- Walk the access list: they log into each system in front of you. "I sent the invite" is not done.
- Password manager or your store's password standard. No sticky notes.
- Assign today's queue (even if it is three units in draft).
- Name the mentor for the rest of the day.
If step 3 fails, the new hire does not "start selling" until it is fixed. They can shadow. They cannot fake access.
First-Week Access Hygiene
Day one is not the end of the checklist.
24-hour check
- Did every invite get accepted?
- Did they complete one supervised process task (a draft listing, a photo set, a lead logged the right way)?
- Did anyone share a password anyway? If yes, rotate that credential the same day.
72-hour check
- Failed posts or draft units sitting untouched: coaching, not blame.
- CRM notes exist for any conversation they took.
- They know how to mark a unit sold or how to escalate it if that action is manager-only.
Do not grant "temporary admin"
Emergency admin for a new associate is how you get accidental deletes and billing clicks. Fix the role instead.
Marketplace-specific access
If they post, they post from a defined process: their queue, unique copy, human-paced submissions. Do not treat live Marketplace as a training sandbox on a shared profile. Check current Meta commerce policies and Marketplace rules; PostToMarket is not affiliated with Meta. Cadence is a conservative operating standard, not a published platform quota.
A Printable New Hire Paperwork and Systems Access Checklist
Copy this onto one page and initial it.
Before start date
- Offer and role in writing.
- HR/payroll packet listed by your office (counsel-approved).
- Access request sent with roles and owners.
- Mentor named.
- First-week queue identified (specific stock numbers).
Morning of day one
- Badge and time clock work.
- Remaining forms completed in the office.
- Email, chat, DMS (if needed), CRM, inventory tool: they logged in, in person.
- Role matches the job (associate vs rep vs manager).
- No shared social or posting logins.
- Access log updated (system, username, who approved).
End of day one
- Supervised task completed in their own seat.
- They can name who to call if a system fails tomorrow.
- Passwords stored per store policy.
72 hours
- Invites accepted; unused invites revoked.
- Queue moving or a documented blocker.
- Shared-password incident check.
How PostToMarket Automates This
The checklist fails most often on the posting stack: the hire is on the clock, but inventory lives in a spreadsheet and Marketplace lives in someone else's browser. A new hire paperwork and systems access checklist should end with a named seat in the inventory tool, a role, and a queue. PostToMarket is that seat.
Provision a real user, not a borrowed session
- Roles of admin, manager, sales rep, and sales associate.
- Sign-in to the Chrome extension with email (no API keys), so you are not passing around tokens.
- Managers assign vehicles to associate queues; reps self-queue from shared inventory.
Day-one work that does not require heroics
- Unlimited vehicles in inventory on every plan, so you can assign real units.
- AI titles and descriptions they can edit before anything goes live.
- Facebook photo picker for a defined photo task.
- Statuses of draft, posting, posted, sold, and failed so a mentor can watch without standing over their shoulder.
Access you can reverse
- A named login you can shut off when they leave, instead of a group password you are afraid to change.
- Team queue view to release their claims so inventory does not sit in a departed user's name.
- Mobile dashboard so their "system" is not a single office PC that is already occupied.
PostToMarket does not replace your HR packet, DMS provisioning, or counsel. It replaces the sticky-note Facebook login that should never have been the first system you handed them.
Ready to Work Means Signed, Provisioned, and Assigned
A new hire paperwork and systems access checklist is how you define "ready to work" before the first customer. If a new hire cannot clock in, open their own inventory seat, and complete a supervised task on day one, you did not onboard them. You hosted them. Run paperwork before the first up, provision least-privilege named accounts, assign a queue, and audit access at 24 and 72 hours. Shared logins are not a checklist item; they are a failure of the checklist.
PostToMarket is the inventory and posting seat on that list: roles, queues, draft work, and a login you can revoke. Starter is $59 per month for a solo operator who still wants clean inventory discipline. Dealership is $299 per month for up to 13 team logins when you are actually adding people to a floor.
Start your 10-day free trial with secure Stripe checkout. Create the associate or rep seat before Monday, assign the first-week queue, and let day one be work. Cancel anytime.