Labour Supply Onboarding Workflow

Educational guides on how workplace documents fit together — which document is typically completed before another, what is used alongside it and what follows. Connected to workplace forms, checklists and registers. Informational only — not legal advice; employers remain responsible for required documents and compliance.

What a labour supply onboarding workflow is

A labour supply onboarding workflow is the chain of documents used when a labour provider supplies workers to a host employer — the supply agreement, the agreed split of duties, evidence the provider supplies, the host’s induction and instruction, and the records kept while workers are on site.

This page is an educational overview of how those documents connect across two organisations. It is not an official template and not legal advice — the provider and host each have duties they must determine.

Why these documents connect

Labour supply documents connect because duties are shared and must line up: the agreement sets who does what, the provider supplies certain evidence, and the host inducts and instructs the workers before they start. A clear split prevents gaps between the two organisations.

Linking them avoids the common gap where each side assumes the other handled induction, instruction, eligibility or PPE.

The typical sequence

• Required before: a supply agreement and an agreed split of duties.
• Required before: eligibility and any provider-supplied evidence confirmed per the split.
• Used with: the host induction and site rules acknowledgement.
• Used with: task instructions, PPE and any training the host provides.
• Completed after: ongoing records kept by each party for its own duties.
• Completed after: end-of-supply records and return of access or PPE.

Who owns each step

• The labour provider owns the agreement and the evidence it supplies.
• The host owns induction, instruction and supervision on site.
• Each keeps records relevant to its own duties.
• Both remain responsible for their own obligations and for compliance.

Common mistakes

• No clear split of duties, so gaps appear.
• No host induction for supplied workers.
• Assuming the provider covered host-controlled duties.
• No record of induction, instruction or PPE provided.

Records and retention (high level)

Each party generally keeps the records relevant to its own duties for as long as relevant and a period afterwards, in line with its obligations and data-protection duties.

This page does not state a required period — confirm retention with the applicable law and the official authority.

Sharing the workflow as a PDF

Supply agreements, inductions and instruction records are commonly produced and stored as PDFs so each party keeps its own copy. Exporting to PDF supports the record; it does not make any document official or guarantee compliance.

Employer notes

• Agree the split of duties with the provider in writing.
• Induct and instruct supplied workers for their tasks.
• Keep records of what the host provided.
• Do not assume the provider covered host-controlled duties.

Supplied worker notes

• Expect a host induction and instructions for your tasks.
• Use the PPE the host issues and report anything missing.
• Ask the host or provider if you are unsure who covers what.
• Raise anything that does not match what you were told.

Country considerations

How duties are split between a labour provider and a host, and what each must do, vary by country, and the official authority differs. This page is general and high-level — not a statement of any country’s law and not legal advice.

Confirm current requirements with the official authority for your country and a qualified professional.

Who is responsible

The labour provider and the host employer are each responsible for their own duties towards the workers and for compliance. This page is an educational overview with a template example; it does not allocate responsibility between them and does not transfer it.