New Nanny Onboarding Checklist: First Day, First Week, First Month

Hiring a nanny is different from hiring a babysitter. The information handoff is not a single conversation before you leave for the evening — it is an onboarding process that unfolds over days and weeks. A nanny who starts with complete, organized information from day one makes fewer mistakes, asks better questions, and becomes a truly competent caregiver faster. This checklist covers what to share and when.

Before the first day

Before your nanny sets foot in the door on day one, send or review the following:

• Complete medical information for each child — allergies (with severity and protocols), current medications (name, dose, timing), medical conditions, and the name and after-hours number for your pediatrician. This is non-negotiable before they are ever alone with your children.
• Emergency contact list — your cell, your partner's cell, a local backup adult, Poison Control (1-800-222-1222), and the specific ER or urgent care you prefer.
• Authorization documentation — a signed medical consent letter authorizing the nanny to seek emergency care for your children if you cannot be reached.
• A copy of your health insurance card — they need it before they ever need to use it.
• Basic house information — the address written out, the alarm code, entry instructions, WiFi, and where to find essential supplies.
• Your general expectations — what you are hiring them for, what the weekly schedule looks like, and what your approach to discipline and screen time is.

Day one: walk-through checklist

The first day should include a physical tour and a conversation, not just a document to read:

• The medical supplies — show the EpiPen (and walk through how to use it), the rescue medications if any, the first aid kit, and any medical equipment the child uses.
• The food situation — refrigerator and pantry, what the kids eat, what they are not allowed to have, and any hidden allergens in existing foods in the house.
• The daily routine — what a typical day looks like from their arrival to their departure: morning routine, meals, naps or school, activities, afternoon routine, and what handoff back to you looks like.
• Where things are — diapers, wipes, clothes by size, the medicine cabinet, the cleaning supplies, the junk drawer, the car seat and how to install it correctly.
• The car rules — which car they use, whether there is a car seat, your rules about driving (whether they can take the children to activities, whether they can run errands with the children in the car).
• Screen time rules — hours, platforms, what is off-limits, and whether you want them to actively limit it or just follow the child's lead.
• Your discipline philosophy — what words and approaches you use, what you do not want them to do, and how to handle the most common situations (a tantrum, a refusal to eat, a sibling conflict).
• How to reach you — preferred communication method during the day (text, app, phone call), what level of concern warrants a call versus a text, and how long you typically take to respond.

First week: check-in and calibration

The first week is where real calibration happens. Plan for these conversations:

• End-of-day debrief — a brief check-in at the end of each day to hear what went well, what was hard, and what questions came up. This is where you will catch misunderstandings before they become habits.
• Medication review — confirm they understand the dosing for anything they have given or will give, and that the "call me before giving this" rule was understood for the relevant medications.
• Routine refinement — after they have seen the routine a few times, ask if anything is unclear or different from what you described. Routines that work with you in the house often look different when you are not there.
• Any incidents — a fall, a food refusal, a behavioral situation that escalated. Walk through what happened and what you would do next time.

First month: establish the ongoing relationship

• Weekly check-in — a scheduled 10-minute conversation (not at the door at the end of the day) for updates, questions, and any concerns on either side.
• Medical updates — any new allergy, medication change, or diagnosis gets communicated to the nanny the same day you know about it, not the next time it becomes relevant.
• Communication norms — confirm the cadence that works for both of you. Daily photos? Weekly summaries? Call only for problems? Get this explicit so neither side is guessing.
• Schedule documentation — a written weekly schedule that they can reference, especially if the schedule varies or has been evolving since they started.
• Payment and logistics — confirm the pay schedule and method, mileage reimbursement if applicable, and the process for backup days when they are sick.

The nanny binder or digital profile

Many experienced nanny employers give their nanny a binder on day one — a physical or digital document that contains everything they need in one place. What belongs in it:

• Medical profiles for each child (allergies, medications, conditions)
• Emergency contacts and medical consent letter
• Health insurance information
• Daily and weekly schedule
• Approved food lists and meal ideas
• Screen time rules
• Discipline approach
• Important numbers (pediatrician, dentist, school contacts)
• House information (alarm, WiFi, where supplies are)
• Car and activity logistics
• Your contact preferences

The medical section of this is exactly what Baton Pass keeps organized and current. When medications change or a new allergy is added, the nanny's link reflects the update immediately — no reprinting the binder, no wondering whether they have the old version.

The complete nanny onboarding checklist

• Medical information for each child: allergies, medications, conditions
• Emergency contacts with Poison Control and preferred ER
• Signed medical consent letter
• Health insurance card or photo
• EpiPen walkthrough if applicable
• Rescue medication walkthroughs if applicable
• Food rules: what is on and off the menu
• Daily schedule and routine
• Discipline approach and language
• Screen time rules
• Car rules and car seat instructions
• House layout: supplies, first aid, medical equipment
• Communication method and expected response time
• End-of-day debrief plan for the first week
• Weekly check-in plan going forward

Frequently Asked Questions

How long does nanny onboarding typically take?

Most of the essential information can be covered in the first day or two, with the full depth of expectations and communication rhythms settling in over the first two to four weeks. Plan for the first week to involve more check-ins than you will need long-term — that investment upfront prevents far more time spent correcting problems later.

What should I do if my nanny is not following the instructions I gave them?

Address it in the next check-in, not at the door at the end of a long day. Come with a specific example ("On Tuesday, I saw in the log that she had the iPad for two hours — the rule is 45 minutes") and restate the rule clearly. If the deviation is in a safety-critical area (medications, allergies, medical consent), address it the same day and be direct about the stakes.

What information should a nanny have for outings and activities?

For any outing away from the house, the nanny should have a way to access the medical information (the Baton Pass link on their phone, or a laminated card in the bag), your contact number, and the health insurance card. If they are driving, confirm the car seat is installed correctly before the first outing. For pool visits or water activities, make sure the nanny knows your child's swimming ability and any water safety rules.

Should I ask my nanny to keep a daily log?

Yes. A brief daily log — meals eaten, nap timing, activities, any incidents, mood notes — creates a record you can review and a communication channel that does not require back-and-forth questions at the end of every day. For infants, a feeding and sleep log is essential. Many nannies and parents use a shared note or app for this; others use a physical notebook in the kitchen.