How to prepare your workforce setup for 2026?

How to prepare your workforce?

Global hiring is moving faster. Compliance expectations are tightening. And “we’ll fix it later” has become an expensive strategy.

If you want 2026 to feel predictable, the best move is to build your workforce setup early. Not as a big project. As a clear operating structure, your HR, finance, and managers can actually follow.

This article gives you a simple framework, a decision model, and a checklist you can reuse across countries.

Key takeaways

• Workforce setup is not “contracts + payroll”. It is a system: hiring model, payroll engine, immigration plan, and policies.
• Most global hiring delays come from unclear ownership and outdated payroll assumptions.
• Pick the hiring model per country based on headcount plan, speed, and internal capacity.
• Treat visas like a project plan, not an admin task.
• Align policies early so managers do not improvise in different countries.

What does “workforce setup” include?

Most teams define workforce setup as “get a contract, run payroll”. In reality, it’s four moving parts that must stay aligned:

1. Hiring model → EOR vs entity vs contractors, and who owns risk.
2. Payroll engine → Inputs, approvals, payroll calendar, reporting, and how changes are handled.
3. Immigration plan → Pathways, timelines, and who owns documentation.
4. Policies and employee experience → Contracts, onboarding, manager rules, and consistent treatment across countries.

If one part is unclear, the whole system becomes reactive.

Which hiring model should you use in 2026?

This is the decision many teams delay. It shows up later as rework. 

When does an EOR make sense?

Use an Employer of Record (EOR) when:

• You need to hire quickly in a country where you do not have an entity.
• You are testing a market and headcount is uncertain.
• You want clear ownership for employment contracts, payroll, and core compliance from day one.

EOR is often the cleanest “first hire” model because it removes the need to build local infrastructure before you hire.

When does an entity make sense?

A local entity tends to make sense when:

• The country is becoming a long-term hub with growing headcount.
• You need deeper control over governance, policies, and internal processes.
• You are ready to carry the ongoing admin load that comes with local employment.

An entity can be the right move. It can also be the wrong first move if you are not ready to run the operating model behind it.

When do contractors make sense?

Use contractors when the work is genuinely independent and structured like an external service, not like employment.

Contractor risk usually increases when:

• the person works like an employee (fixed hours, manager-led work, ongoing duties)
• the role is core to the business
• the relationship is long-term and exclusive

If it looks like employment in practice, classification risk will follow.

If you want further information, read this guide explaining the 7 global hiring models.

What should you set up in payroll before you hire globally?

Most payroll issues are not “payroll mistakes”. They are ownership and input problems.

Before the first offer goes out, build a payroll engine your team can run consistently:

1. Refresh payroll inputs for the country: Thresholds, ceilings, minimum wage, social contributions, statutory benefits and local allowances. Inputs change regularly.
2. Build a payroll calendar: Deadlines and buffers, not just pay dates. Include public holidays and approval cut-offs.
3. Define owners and approvals: Who updates data? Who approves changes? Who signs off on payroll?
4. Create an exceptions process: Bonus changes, sick pay, retro adjustments, equity events and working hours changes.
5. Add an audit rhythm: A light quarterly review catches issues before they hit employees.

This is how you avoid the month-one pattern: “Why is net pay different?” and “Why is cost-to-company higher than planned?”

How do you prevent immigration timelines from delaying start dates?

Visas and work permits work best when treated like a project plan.

Use this approach:

1. Choose the pathway before extending an offer. Eligibility depends on role details, salary structure, and timing, so make your decision early.
2. Assign one individual to manage the documents. Most delays occur within the company due to late submissions, inconsistent forms, and unclear ownership.
3. Create a realistic timeline. The start date should align with the pathway timeline, not the other way around.
4. Plan for post-arrival steps, including registration, renewals, and local compliance milestones. These can easily be overlooked if no one is accountable for them.

If your company hires across Europe, consider linking to your Europe work visa guide as an evergreen reference point.

Which policies should be consistent across countries in 2026?

Policies do not need to be identical across countries. They need to be consistent in how decisions get made.

At a minimum, align these areas:

• Remote work expectations (location, approval, travel rules)
• Working time basics (hours, overtime rules, recording expectations)
• Leave baseline (minimum statutory alignment and how exceptions work)
• Expenses and reimbursements (what is allowed and how it is approved)
• Onboarding standards (what “good onboarding” includes everywhere)
• Manager rules (what managers can approve, what must be escalated)

This prevents the most common problem in multi-country teams: managers improvising rules in different markets.

The 10-point workforce setup checklist for 2026

Use this as a quick internal readiness check:

• Hiring model selected per country (EOR, entity, contractor)
• Risk ownership defined (who owns what across HR, finance, legal, vendor)
• Country payroll inputs refreshed (thresholds, ceilings, statutory costs)
• Payroll calendar created (deadlines, buffers, holidays, approvals)
• Contract approach agreed (templates, addenda, local must-haves)
• Immigration pathway playbook (who qualifies, timelines, doc owner)
• Policies aligned (remote work, leave, expenses, working time basics)
• Exception handling rules (bonus, sick pay, retro changes, terminations)
• Audit cadence defined (quarterly checks, issue tracking, escalation)
• Employee support process set (what happens when something goes wrong)

If you can answer these, you are in a strong position for 2026.

How Jackson & Frank helps

1. Employment solutions → EOR and hiring model setup so you can hire compliantly without unnecessary complexity.
2. Payroll solutions → Multi-country payroll operations, payroll calendars, approval workflows, and reporting rhythm.
3. Immigration solutions → Pathway selection, timelines, documentation management, and post-arrival compliance steps.
4. Compliance solutions → End-to-end compliance guidance across jurisdictions, covering labour law, tax and reporting, regulatory monitoring, risk mitigation, and audit-ready documentation.
5. Contractor solutions → Compliant contractor management across borders, including locally aligned agreements, accurate payments, secure documentation, and ongoing compliance monitoring to reduce misclassification and regulatory risk.

Next step

If you are planning international hiring in 2026, a short “workforce setup review” can save months of rework later. 

Share your priority countries and hiring plan, and our team can help you pick the right model, pressure-test payroll assumptions, and map the immigration and compliance steps before the first offer goes out.