The Ultimate IT Onboarding Checklist for New Employees

A smooth onboarding experience sets the tone for a new hire is entire journey with your company. When IT systems are set up properly from day one, new employees can hit the ground running instead of waiting days for access to the tools they need.

After onboarding employees across various organizations, I have developed a comprehensive checklist that ensures nothing falls through the cracks.

Before Day One: Pre-Arrival Setup

The best onboarding starts before the employee walks through the door.

Hardware Procurement

• ☐ Order laptop/desktop computer (allow 1-2 weeks for delivery)
• ☐ Order monitor(s), keyboard, mouse, and other peripherals
• ☐ Order mobile device (if applicable)
• ☐ Purchase necessary software licenses
• ☐ Set up desk phone or VoIP extension

Account Creation

• ☐ Create Active Directory/Azure AD account
• ☐ Set up corporate email address
• ☐ Create accounts for:
  • Microsoft 365 / Google Workspace
  • Project management tools (Asana, Monday, Jira)
  • Communication platforms (Slack, Microsoft Teams)
  • CRM system (Salesforce, HubSpot)
  • File storage (SharePoint, Google Drive, Dropbox)
  • Time tracking software
  • HR and payroll systems
  • Any department-specific applications
• ☐ Assign to appropriate security groups and distribution lists
• ☐ Set up VPN access

Security Configuration

• ☐ Assign temporary password (must change on first login)
• ☐ Enable multi-factor authentication (MFA)
• ☐ Configure single sign-on (SSO) where available
• ☐ Add to mobile device management (MDM) system
• ☐ Set up email encryption/security tools

Day One: Equipment Setup and Initial Access

Hardware Setup

• ☐ Image computer with standard company configuration
• ☐ Install operating system updates
• ☐ Install antivirus/endpoint protection software
• ☐ Configure backups (cloud or local)
• ☐ Connect to corporate network
• ☐ Set up dual monitors and peripherals
• ☐ Test all hardware functionality

Initial Login and Orientation

• ☐ Walk through first login process
• ☐ Complete password change
• ☐ Set up MFA (authenticator app or hardware token)
• ☐ Test email access (desktop and mobile)
• ☐ Verify access to shared drives and folders
• ☐ Confirm VPN connection works (if remote)

Essential Applications

• ☐ Install and configure:
  • Web browsers (Chrome, Firefox, Edge)
  • Microsoft Office / Google Workspace
  • PDF reader
  • Communication tools (Slack, Teams, Zoom)
  • Password manager
  • VPN client
  • Department-specific software
• ☐ Set up email signature
• ☐ Configure calendar and time zone settings
• ☐ Set up printer access

Week One: Training and Access Verification

Security Training

• ☐ Complete cybersecurity awareness training
• ☐ Review acceptable use policy
• ☐ Sign data protection and confidentiality agreements
• ☐ Review password policy and best practices
• ☐ Explain phishing email identification
• ☐ Cover incident reporting procedures

System Training

• ☐ Provide overview of all systems and tools
• ☐ Schedule hands-on training for critical applications
• ☐ Share documentation and training resources
• ☐ Introduce IT support channels (help desk, Slack channel, email)
• ☐ Explain how to submit IT tickets

Access Verification

• ☐ Verify all application access is working
• ☐ Test file permissions (read/write access to necessary folders)
• ☐ Confirm VPN connectivity from home/remote location
• ☐ Validate email forwarding/distribution list memberships
• ☐ Test mobile device access (if applicable)

First Month: Optimization and Feedback

Performance Optimization

• ☐ Address any performance issues with hardware
• ☐ Optimize application settings based on role
• ☐ Set up shortcuts and productivity tools
• ☐ Configure notification preferences
• ☐ Customize workspace layout

Check-In and Support

• ☐ Schedule 30-day IT check-in meeting
• ☐ Gather feedback on onboarding experience
• ☐ Identify any missing tools or access
• ☐ Answer outstanding questions
• ☐ Provide additional training if needed

Role-Specific Considerations

Remote Employees

• ☐ Ship equipment directly to home address
• ☐ Provide detailed setup instructions
• ☐ Schedule virtual setup session
• ☐ Test video conferencing setup
• ☐ Verify home internet speed meets requirements
• ☐ Discuss ergonomic workspace setup

Developers/Technical Roles

• ☐ Set up development environment
• ☐ Provide access to code repositories (GitHub, GitLab, Bitbucket)
• ☐ Configure staging/testing servers
• ☐ Set up database access
• ☐ Install development tools and IDEs
• ☐ Provide API keys and credentials

Executives/Management

• ☐ Set up executive dashboard access
• ☐ Configure mobile device with enhanced security
• ☐ Provide higher-tier support priority
• ☐ Set up executive assistant access (if applicable)
• ☐ Configure secure document management

Offboarding Considerations

While this is an onboarding checklist, it is important to plan for the eventual offboarding as well. Keep detailed records of all accounts and access granted so that they can be properly revoked when an employee departs.

• ☐ Maintain a master list of all accounts created
• ☐ Document custom configurations
• ☐ Note any shared credentials or access
• ☐ Track hardware assigned to employee

Best Practices for Smooth Onboarding

1. Start Early: Begin the process as soon as the offer is accepted, not on their first day.
2. Use Automation: Automate account creation and standard configurations where possible.
3. Standardize: Create standard images and configurations for common roles.
4. Document Everything: Maintain clear documentation that both IT and hiring managers can reference.
5. Communicate: Keep hiring managers informed of progress and any delays.
6. Get Feedback: Continuously improve your process based on new hire feedback.

Common Pitfalls to Avoid

• Last-minute setup: Rushing setup on day one leads to errors and poor first impressions
• Forgotten access: Discovering days later that the employee cannot access a critical system
• No security training: Skipping security training creates vulnerabilities
• Poor documentation: Not documenting what was set up makes troubleshooting difficult
• No follow-up: Failing to check in after initial setup can leave issues unresolved

Streamline Your Onboarding Process

A well-executed IT onboarding process does not just help new employees—it protects your business from security risks and improves overall productivity.

At Rainier IT, we help businesses create and implement efficient onboarding workflows that scale as you grow. From automated provisioning to comprehensive training programs, we handle the technical details so you can focus on welcoming your new team members.

Contact us to learn how we can streamline your employee onboarding process and ensure every new hire has the tools they need to succeed from day one.