Onboarding Process Checklist
A structured timeline of tasks for HR, managers, and new hires during the onboarding process. This comprehensive checklist ensures that no critical steps are missed when integrating a new team member.
Why Use an Onboarding Checklist?
A structured onboarding checklist ensures consistency, accountability, and clarity in your onboarding process. Research shows that organizations with a standardized onboarding program experience 62% greater new hire productivity and 50% better new hire retention. This comprehensive checklist helps HR teams, managers, and new employees navigate the critical onboarding period with confidence.
Ensure Consistency
Provide the same high-quality onboarding experience for every new hire
Increase Efficiency
Streamline the process and eliminate redundancies in onboarding workflows
Improve Accountability
Clearly assign responsibilities to HR, managers, and new employees
Accelerate Integration
Help new hires reach productivity faster with a structured approach
Pre-Boarding Checklist (Before Day One)
The pre-boarding phase begins after offer acceptance and continues until the employee's first day. This critical period sets the foundation for a successful onboarding experience by preparing both the organization and the new hire.
HR Department Tasks
- Send offer letter and collect signed acceptance
- Initiate background check process (if applicable)
- Prepare and send new hire paperwork package
- Create employee file and set up in HRIS
- Schedule orientation sessions and first-week meetings
- Prepare benefits enrollment information
- Send welcome email with first day instructions
- Create onboarding schedule for first week
- Assign onboarding buddy or mentor
- Prepare welcome kit
Hiring Manager Tasks
- Prepare 30-60-90 day onboarding plan
- Schedule introductory meetings with key team members
- Prepare initial projects and tasks
- Set up job shadowing opportunities if applicable
- Communicate new hire arrival to team
- Prepare workstation and physical space
- Review role responsibilities and adjust if needed
- Identify training needs and resources
IT and Administrative Tasks
- Create email account and system logins
- Set up workstation with required software
- Prepare access badges/keys and security clearances
- Configure access permissions to relevant systems
- Order necessary equipment and verify delivery
- Set up phone, voicemail, and communication tools
- Provide IT support contact information
- Add to relevant email lists and distribution groups
First Day Checklist
The first day sets the tone for a new employee's experience. A well-planned first day helps reduce anxiety, builds excitement, and begins the integration process effectively. Focus on making the employee feel welcome and providing the essential information they need to navigate their new environment.
HR Department Tasks
- Greet employee and provide warm welcome
- Complete remaining new hire paperwork
- Review company policies and procedures
- Conduct benefits enrollment session
- Provide company tour and facilities orientation
- Introduce to key personnel and departments
- Verify all systems access is functioning
- Review security protocols and emergency procedures
Manager Tasks
- Welcome employee and introduce to team members
- Provide overview of department/team structure
- Review job description and responsibilities
- Explain how performance will be measured
- Discuss communication norms and team practices
- Review first week schedule and expectations
- Assign simple, achievable first tasks
- Schedule end-of-day check-in meeting
New Employee Tasks
- Complete all required paperwork and forms
- Set up workstation and test access to systems
- Review employee handbook
- Join required communication channels
- Set up payroll direct deposit
- Take ID photo and receive access badge
- Configure email signature and voicemail
- Note questions for manager or HR
First Week & Month Checklist
The first week and month are crucial for deeper integration and learning. During this period, focus on role-specific training, building relationships, and establishing clear performance expectations. This time sets the foundation for long-term success and engagement.
First Week Tasks
- Complete required compliance training
- Attend department/team meetings
- Schedule one-on-ones with key stakeholders
- Begin role-specific training
- Review key processes and workflows
- Set up recurring meetings
- Complete any remaining setup tasks
- Begin work on initial assignments
- Check in with onboarding buddy regularly
- Meet with manager for weekly recap
First Month Tasks
- Complete all mandatory training
- Finalize 30-60-90 day goals with manager
- Participate in cross-functional meetings
- Schedule additional training as needed
- Begin regular responsibilities and projects
- Provide/receive initial feedback on performance
- Meet with HR for onboarding check-in
- Attend any company social events
- Identify growth opportunities
- Review and clarify expectations
Implementation Tips
- Customize this checklist for different roles and departments
- Use a digital onboarding system to track task completion
- Collect feedback from new hires to continuously improve
- Consider cultural differences for global onboarding programs
- Balance information delivery with relationship building
- Ensure clear ownership for each onboarding task
- Adapt the checklist for remote and hybrid employees
- Create a centralized repository for all onboarding resources
Related Resources
New Employee Welcome Kit
Comprehensive package of orientation materials, company information, and first-day essentials.
Role-Specific Training Plan
Customizable template for creating structured learning paths for different roles.
Onboarding Experience Survey
Feedback form to evaluate and improve the onboarding process based on new hire experiences.
Employee Onboarding Guide
Comprehensive guide to effective employee onboarding best practices and strategies.