Rules that switch on as your team grows
HR for small businesses: what you need, and when
HR obligations grow with headcount. Here is what Ontario requires at each size, with notes for BC and Alberta, so you can see what you should already have in place.
Ontario: what applies at each size
| Employees | What you need |
|---|---|
| 1 or more | Workplace harassment and violence policies and a program to put them in place, required posters, records of hours and pay, employment standards poster, written employment contracts recommended |
| 6 or more | Harassment and violence policies must be written and posted, reviewed at least once a year. A health and safety representative is required |
| 20 or more | A joint health and safety committee. Accessibility (AODA) policies documented and a compliance report filed |
| 25 or more | Written policies on disconnecting from work and electronic monitoring. Job posting rules: pay range, AI disclosure, vacancy status and a 45-day reply to interviewed applicants |
Headcount rules have their own counting dates and exceptions. Check the official source for your situation.
Official sources
- Ontario: Occupational Health and Safety Act requirements for workplace violence and harassment. Source
- Ontario: written policy on disconnecting from work (25 or more employees). Source
- Ontario: written policy on electronic monitoring (25 or more employees). Source
- Ontario: accessibility rules for businesses. Source
- British Columbia: pay ranges required in all public job postings since November 1, 2023. Source
- Alberta: Employment Standards Code rules and tools for employers. Source
The HR basics every small business should have
Written employment contracts
With a clear termination clause. Without one, common law notice can be many months of pay.
An employee handbook
The rules in one place. See our employee handbook guide.
Records
Hours, pay, vacation and leave records kept for the time your province requires.
A complaint process
How people raise concerns and how you investigate. See workplace investigations.
Onboarding and offboarding checklists
So nothing is missed on day one or the last day, including the Record of Employment.
Getting it done without an HR department
Most owners know they are behind on HR but never have a free week to fix it. Our HR subscription starts with a check of what you have, then writes the missing pieces in order of risk.
If you just need one document or one project, see HR consulting.
Common questions
At what size should a small business hire HR?
Many businesses hire their first full-time HR person somewhere between 50 and 100 employees. Before that, outsourced HR usually costs less than a salary and covers more expertise.
Do contractors count toward the headcount?
Usually only employees count, but rules differ. Misclassifying employees as contractors is a risk of its own.
Do you help with health and safety?
We write the HR-related policies, such as harassment and violence, and help set up the committee or representative. Technical safety programs for industrial sites need a safety specialist.
Hiring, or stuck on an HR question?
Tell us what you need. We reply by email to set up a short free call, and send a written agreement before any work starts.