The Ultimate IT Onboarding Checklist for New Employees

Posted on October 17, 2025

A smooth onboarding process is the first step to a productive and secure new hire. A disorganized IT setup can lead to frustration, security risks, and lost productivity from day one. This comprehensive checklist ensures that every technical detail is covered, allowing your new employee to feel welcomed, equipped, and ready to contribute immediately.

This checklist is broken down into key phases of the onboarding journey.

Phase 1: Pre-Boarding (Tasks to Complete Before the First Day)

This phase begins the moment a candidate accepts their offer. Proactive preparation here is key to a seamless first day.

Hardware & Workspace Setup:

• Procure and assign a primary computer (laptop/desktop).
• Procure and assign necessary peripherals (monitors, keyboard, mouse, docking station, headset).
• Configure and test all hardware.
• Install and update the operating system and essential drivers.
• Prepare the physical workspace: ensure network ports, power, and peripherals are ready.

Account & Access Provisioning:

• Create a primary user account (Active Directory / Google Workspace / etc.).
• Create an email account and assign aliases if needed.
• Add the user to standard email distribution lists (e.g., "All Staff," department-specific lists).
• Create accounts for core communication platforms (e.g., Slack, Microsoft Teams).
• Provision access to essential business applications (CRM, project management tools, finance software).
• Set up a company phone number and/or provision a mobile device if required.
• Prepare initial login credentials and store them securely for Day 1.

Phase 2: Day One (First-Day Essentials)

The goal of day one is to get the employee logged in, connected, and comfortable with their new digital environment.

Initial Setup & Security:

• Greet the new employee and provide them with their assigned hardware.
• Assist with the first-time login process.
• Crucial: Guide the employee to change all temporary passwords immediately.
• Explain the company's password complexity and expiration policy.
• Set up multi-factor authentication (MFA) on all critical accounts.
• Provide a clear overview of the Acceptable Use Policy (AUP) and other key IT policies.

Connectivity & Communication:

• Connect the computer to the corporate network (Wi-Fi and/or Ethernet).
• Configure the primary email client (e.g., Outlook, Gmail).
• Ensure the employee is logged into and comfortable with primary communication tools.
• Set up access to network drives and/or cloud storage (OneDrive, Google Drive, SharePoint).
• Configure printers and other relevant network devices.
• Provide a directory of key contacts and a guide on how to use the IT support helpdesk.

Phase 3: The First Week (Training & Integration)

With the basics covered, the first week should focus on security awareness, software training, and ensuring the employee is fully integrated into the company's workflows.

Training & Awareness:

• Conduct mandatory cybersecurity awareness training. Key topics include how to identify and report phishing attempts, the importance of data privacy, and best practices for physical security.
• Provide training sessions for any job-specific software or complex applications.
• Review the company's data backup policy and show the employee how their files are protected.

Productivity & Follow-Up:

• Verify that the employee has all the necessary software and access to do their job effectively.
• Check in with the new hire to address any lingering IT questions or issues.
• Ensure they have successfully accessed and used all core systems from their first few days.

Phase 4: The First 30 Days (Confirmation & Ongoing Support)

By the end of the first month, the employee should be fully autonomous from an IT perspective.

• Schedule a 30-day IT check-in to confirm everything is working as expected.
• Review and finalize all access rights, removing any temporary permissions granted during onboarding.
• Ensure all company-owned assets assigned to the employee are documented in an asset management system. This is crucial for future offboarding.