How We Do Remote Onboarding at TradeLink

At TradeLink, we pride ourselves on being a remote-first, B2B SaaS company revolutionizing logistics. With a team of 40 people spread across 20 cities, we’ve built a collaborative platform that brings transparency to warehouse operations and beyond. Our People and Culture (P&C) team ensures our employees have the tools, support, and connection they need—whether it's through onboarding, organizing onsite events, or regular pulse checks.

Onboarding in a remote-first setup presents unique challenges, but we’ve developed a robust process to make it seamless and engaging for our new hires. Here’s how we do it.

The Challenges of Remote Onboarding

Remote onboarding can feel isolating without the right structures in place. New hires might miss the informal interactions of an office environment, face delays in accessing tools, or struggle to grasp company processes. With no IT department, our P&C team owns the entire onboarding experience and brings together a strong combination of organisation and warmth that makes new employees feel part of the team from the very first moment they “step foot” into our remote office space.

Our Remote Onboarding Process

A Month Before Start Date

To ensure a smooth start, we begin preparing well in advance. Tech equipment is ordered early to avoid any delays. Meanwhile, we keep new hires engaged with learning materials, personal check-ins from their hiring manager (HM), and invitations to events before their start, ensuring they feel part of the team before day one. A Culture Buddy is introduced, offering a friendly face and support system even before their official start. Behind the scenes, we audit their tool requirements to guarantee access from the moment they log in.

A Few Days Before Day 1

As the start date approaches, we share a detailed overview of their onboarding journey. New hires receive their account credentials, and their calendars are pre-populated with all necessary meetings and sessions for the firs two weeks. This thoughtful planning sets the tone for a structured and stress-free introduction.

Day 1

Day one is all about getting oriented. The day kicks off with a personalized tour of our Virtual Office and an official welcoming in our company-wide All-hands meeting.

The day continues with the focus on self-onboarding: with our comprehensive documentation, new hires can independently set up their devices and familiarize themselves with our tools and processes. The focus is on equipping them with the basics they need to feel confident as they start their journey with us.

Day 2 and Beyond

We delve deeper into the specifics from the second day onwards. New hires gain knowledge of the logistics industry and our product through our detailed education resources on our Company Confluence database. Team onboarding sessions are thoughtfully spread out, with one team hosting an introductory session each day during the first two weeks. To foster connection, colleagues are encouraged to invite new hires for virtual coffee chats, creating an immediate sense of belonging. Hands-on product testing sessions allow them to experience the platform firsthand, building familiarity and enthusiasm for our mission.

Additional Activities

To bridge the gap between remote work and real-world impact, we arrange customer warehouse visits, providing an immersive look into the industry we’re transforming. When possible, we connect new hires with colleagues in nearby cities, fostering local camaraderie and support.

Onboarding Review

Three weeks in, we sit down with new hires to review their onboarding experience. This feedback session helps us identify what’s working well and where we can improve, ensuring every new team member feels fully integrated and aligned with our goals.

Overcoming Challenges

Remote onboarding isn’t without its hurdles. When a new hire has a last-minute start, our Culture Buddy and P&C team accelerate their efforts to provide a personalized onboarding experience. To overcome feelings of isolation, we emphasize our coffee connection program, Buddy system, and interactive team introductions. And while we don’t have an IT department, our detailed documentation and dedicated chat channels empower new hires to master the tools they need.

Key Learnings

1. Keeping new hires engaged before they start makes a significant impact on their onboarding experience.
2. High-quality, organized documentation—both text and video—is essential for enabling self-onboarding and reducing friction.
3. Pre-blocking time in calendars for learning and onboarding sessions ensures new hires can focus without feeling overwhelmed.
4. Close collaboration with hiring managers ensures the onboarding process aligns with role-specific needs and expectations.
5. Hiring self-motivated, organized individuals is key to thriving in a remote-first environment.

At TradeLink, remote onboarding isn’t just about logistics—it’s about creating a sense of belonging and purpose from day one. Our structured approach ensures every new hire feels prepared, connected, and ready to make an impact. If you’re interested in joining a remote-first team transforming logistics, check out our careers page!

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