HR & People Management
for Canadian Businesses
Building the human infrastructure of your Canadian business — from organizational design and job descriptions to performance systems, onboarding, payroll setup, and HR policy. The foundation that turns your vision into a functioning team.
Your People Are Your Business. Build the Right Foundation from Day One.
For immigrant entrepreneurs launching a business in Canada, human resources is one of the most technically complex and legally sensitive areas of operation. Canadian employment law — governed by a combination of federal and provincial legislation — is significantly more employee-protective than the frameworks many entrepreneurs are accustomed to in their home countries. Getting it wrong from the start creates legal liability, compliance risk, and cultural friction that can derail an otherwise strong business.
The Employment Standards Acts across provinces define minimum wages, termination notice periods, statutory holiday entitlements, and overtime rules. Workers’ Compensation obligations, payroll remittance requirements to the CRA, and Human Rights Code compliance are non-negotiable for any employer. Without proper HR documentation — job descriptions, employment contracts, performance frameworks, and HR policies — you are exposed to disputes that are costly and time-consuming to resolve.
Solaris builds your HR infrastructure around Canadian legal standards and best practices from the outset — so your first hire is as well-managed as your twentieth.
Get an HR AssessmentWhat Every Employer in Canada Must Know
Every HR Service We Deliver — Explained in Full
Services marked with ⚠️ Partner-Delivered are regulated activities performed by licensed HR professionals, payroll specialists, or recruitment agencies in our partner network. All partner services are coordinated, quality-controlled, and project-managed by Solaris.
1. Organizational Structure Design
Before you hire your first employee in Canada, you need a clear organizational structure — a documented hierarchy that defines reporting lines, decision-making authority, functional departments, and how roles interact. Without this structure, early hires operate in ambiguity, accountability is unclear, and the business scales inefficiently as it grows.
Solaris designs organizational structures tailored to your business model, industry, size, and growth trajectory. We build org charts that reflect your first-year reality while providing a clear roadmap for how the organization will evolve as you hire. For retail businesses, we map floor-level, supervisory, and managerial roles. For professional services, we define practice areas, client-facing roles, and administrative support functions. For tech startups, we design agile team structures aligned with Canadian startup norms that attract top Canadian talent.
2. Job Descriptions & Role Definition
A well-written job description in Canada does more than attract candidates — it defines the legal scope of a role, sets performance expectations, and protects employers in disciplinary and termination situations. Canadian courts and provincial employment tribunals regularly reference job descriptions in wrongful dismissal cases. Vague or missing role documentation consistently weakens the employer’s position.
Solaris writes complete, legally thoughtful job descriptions for every role in your organizational structure. Each description includes: a clear role summary, key responsibilities (specific and measurable), required qualifications (education, experience, skills), preferred qualifications, working conditions and physical requirements, compensation range and pay structure, and a Canadian Human Rights Code-compliant equal opportunity statement. We also draft employment contracts that align with the Employment Standards Act of your province, covering probationary periods, termination provisions, and confidentiality clauses.
3. Recruitment & Hiring Strategy ⚠️ Partner-Delivered
Recruitment in Canada — particularly when connected to immigration programs — involves regulatory complexity that requires licensed expertise. Some LMIA-based hiring processes, for example, require documented recruitment efforts across specific Canadian job boards for defined periods before a foreign worker can be sponsored. Failing to document this process correctly can void an LMIA application.
Solaris coordinates recruitment and hiring strategy through regulated partner agencies. Our approach covers: job posting strategy across Canadian platforms (Indeed.ca, LinkedIn, Workopolis, Job Bank), LMIA-compliant recruitment documentation when required, candidate screening and shortlisting support, interview guide development, reference check frameworks, background check coordination (criminal records check, credential verification), and offer letter preparation. For immigrant entrepreneurs hiring their first Canadian employees, we also provide cultural context on Canadian workplace norms and expectations.
4. Performance Appraisal Systems
A structured performance management system is one of the most valuable investments an employer can make in the early life of a Canadian business. Without it, star performers have no clear path to growth, underperformers persist without documentation, and the business has no objective basis for compensation decisions. With it, you build a culture of accountability and continuous improvement that attracts and retains high-quality Canadian talent.
Solaris designs performance appraisal systems calibrated to your business size and management capacity. For small businesses (2–15 employees), we build lightweight quarterly check-in frameworks. For growing businesses (15–50 employees), we design semi-annual formal reviews with 360-degree feedback components. All systems include: goal-setting templates (OKRs or SMART goals), performance rating scales with behavioural anchors, self-assessment tools, manager review forms, development planning sections, and a compensation review framework tied to performance outcomes.
5. Payroll & Compliance Setup ⚠️ Partner-Delivered
Canadian payroll is technically complex and legally mandatory. Every employer must register for a payroll deductions account with the Canada Revenue Agency (CRA), calculate and remit source deductions (federal and provincial income tax, CPP contributions, and EI premiums) on a regular schedule, issue T4 slips to all employees annually by the end of February, and maintain payroll records for at least six years. Errors in payroll remittances attract CRA penalties and interest — with no grace period for new businesses.
Solaris coordinates payroll setup and compliance through licensed payroll partner firms. Our service covers: CRA payroll account registration, payroll platform setup (Wagepoint, Payworks, or ADP Canada — all IRCC-recognized), pay period and frequency configuration, provincial tax table configuration, statutory deduction calculation and remittance scheduling, T4 and T4A preparation and filing, ROE (Record of Employment) issuance for departing employees, and WorkSafeBC registration and premium calculation.
6. Employee Onboarding Frameworks
Research consistently shows that structured onboarding improves 90-day retention by over 50% and accelerates time-to-productivity by an average of 34%. For a new Canadian business, losing an early hire is disproportionately damaging — it disrupts operations, signals instability to remaining staff, and is expensive to remediate. A structured onboarding framework is one of the highest-return investments an early-stage employer can make.
Solaris designs onboarding programs calibrated to your industry and team size. Each framework includes: a pre-start welcome package (what to bring on Day 1, parking and location details, manager introduction), a structured Day 1 schedule (office tour, introductions, IT setup, compliance paperwork), a 30-60-90 day integration plan with clear milestones and check-in meetings, a role-specific training plan, a buddy/mentor assignment system, and a 90-day performance and cultural fit review trigger.
7. HR Policy Writing
Every Canadian employer — regardless of size — needs a documented set of HR policies. Without written policies, employment disputes become credibility contests. With them, you have a clear, legally defensible framework that sets expectations, reduces disputes, and demonstrates to employees and regulators that you operate a professionally managed workplace.
Solaris writes a comprehensive Canadian HR policy handbook covering: code of conduct and professional standards, workplace harassment and discrimination policy (Human Rights Code compliant), health and safety policy (WorkSafeBC aligned), attendance and punctuality policy, vacation and leave entitlements (Employment Standards Act compliant), remote work and flexible arrangements policy, social media and technology use policy, progressive discipline and termination procedure, and grievance resolution process. Each policy is reviewed against the applicable provincial Employment Standards Act and Human Rights Code before delivery.
How Solaris Builds Your HR Infrastructure — Step by Step
A structured engagement that builds your HR foundation in logical order — from structure to policy — so every piece supports the next.
HR Needs Discovery (Week 1)
We assess your business model, planned headcount, industry, province of operation, and immigration context. We map the exact HR documents and systems you need before your first hire — and those you will need as you scale to 10, 25, and 50 employees.
Organizational Design (Week 1–2)
We draft your organizational chart and role hierarchy, mapping every position to your business plan and operational workflow. This structure becomes the backbone of every subsequent HR document we produce.
Job Descriptions & Contracts (Week 2–3)
We write a complete job description and employment contract template for every role in your org chart. All documents are reviewed against the applicable provincial Employment Standards Act before delivery.
Policy Handbook & Onboarding (Week 3–5)
We write your HR policy handbook and design your onboarding framework — the Day 1 welcome package, 30-60-90 day plan, and training program structure. These documents make your first hires feel professionally managed from their first hour in your business.
Performance & Payroll Setup (Week 4–6)
Performance appraisal templates are finalized. Payroll setup is coordinated with our licensed partner, including CRA registration, platform configuration, and first payroll run verification.
Handover & Manager Training (Week 6)
We deliver all documents in an organized HR folder, conduct a manager orientation session covering how to use each document and system, and provide a quick-reference guide for the most common HR situations you will encounter in your first year of operation in Canada.
HR Compliance Requirements by Province
Canadian employment law varies by province. This benchmark covers the key standards for the provinces where most Solaris clients operate.
| Compliance Area | British Columbia | Ontario | Alberta |
|---|---|---|---|
| Minimum Wage (2024) | $17.40/hr | $17.55/hr | $15.00/hr |
| Paid Vacation (after 1 yr) | 2 weeks (4%) | 2 weeks (4%) | 2 weeks (4%) |
| Statutory Holidays | 10 days/year | 9 days/year | 9 days/year |
| Termination Notice (after 1 yr) | 1 week | 1 week | 2 weeks |
| Overtime Threshold | >8 hrs/day or 40/wk | >44 hrs/week | >8 hrs/day or 44/wk |
| Workers’ Compensation Board | WorkSafeBC (Mandatory) | WSIB (Mandatory) | WCB Alberta (Mandatory) |
| Human Rights Legislation | BC Human Rights Code | Ontario Human Rights Code | Alberta Human Rights Act |
“We came from a country where employment was very informal. Solaris explained Canadian employment law clearly and built all our HR documents before we hired our first staff member. When we had a performance issue six months later, we had the documentation to handle it professionally. That guidance was invaluable.”— Client, Food & Hospitality Sector, British Columbia
Canadian HR Is Different. We Know Every Detail.
Many immigrant entrepreneurs underestimate how differently employment operates in Canada compared to their home countries. Probationary periods have specific legal meanings. Verbal terminations without documentation expose employers to wrongful dismissal claims. Performance improvement plans must follow specific steps to be defensible.
Solaris builds your HR infrastructure with this legal awareness built in from day one — so you are never exposed by a document you did not know you needed.
Start Your HR SetupHR & People Management — Frequently Asked Questions
HR & People Management — Service Pricing
All prices are in Canadian Dollars (CAD) and represent starting-from rates. Services marked ⚠️ Partner-Delivered include regulated third-party fees coordinated by Solaris. Final pricing confirmed in your free consultation.
| Service / Deliverable | Starter | Professional | Enterprise |
|---|---|---|---|
| Organizational Structure Design | CAD $800 | CAD $1,120 | CAD $1,790 |
| Job Descriptions & Role Definition | CAD $600 | CAD $840 | CAD $1,340 |
| Recruitment & Hiring Strategy ⚠️ Partner | CAD $1,500 | CAD $2,100 | CAD $3,400 |
| Performance Appraisal Systems | CAD $1,000 | CAD $1,400 | CAD $2,240 |
| Payroll & Compliance Setup ⚠️ Partner | CAD $1,200 | CAD $1,680 | CAD $2,690 |
| Employee Onboarding Frameworks | CAD $700 | CAD $980 | CAD $1,570 |
| HR Policy Writing | CAD $900 | CAD $1,260 | CAD $2,020 |
Essential HR documents for a business hiring its first 1–5 employees. Core org structure, job descriptions, and basic policy handbook.
Complete HR infrastructure for a business scaling to 10–25 employees. Includes performance appraisal, full onboarding program, and payroll setup.
Full HR transformation for businesses scaling to 25–100+ employees. Multi-department org design, comprehensive policy suite, and full partner service coordination.
⚠️ Partner-Delivered Services Note: Recruitment & Hiring Strategy and Payroll & Compliance Setup are delivered through Solaris’s regulated partner network. These services require licensed professionals under Canadian employment and payroll regulations. Solaris coordinates, manages, and quality-controls all partner engagements — you maintain a single point of contact throughout.
Your HR Foundation — Built to Canadian Standards, From Your First Hire
Book a free HR needs assessment. We will map exactly which documents and systems you need before your first employee starts — so you are protected, compliant, and ready to build a great team from day one.
📍 701 W Georgia St #1545, Vancouver, BC · +1-604-358-5763 · info@solarisideas.com