In this guide 10 sections
- Why IT belongs in the employee onboarding process
- Two weeks before the start date
- A few days before
- On the new hire's first day
- How IT fits the wider onboarding plan
- Build relationships and gather feedback in the first few weeks
- Onboarding checklist template
- Remote teams
- When to call a professional
- Questions
A new employee IT checklist makes sure new hires can work, safely, from their first day. Organise the IT side of onboarding at least one to two weeks before the new hire's start date: order the laptop, create their account with the right licence, and list the apps and shared folders they need. On the new hire's first day, set up multi-factor authentication with them, check they have all the tools they need, and walk them through your security protocols. A planned start takes about an hour of IT time on the day.
Why IT belongs in the employee onboarding process
A structured onboarding process helps new employees reach faster time to productivity and builds higher job satisfaction from day one. Nothing undermines a good onboarding experience like a new hire sitting at an empty desk waiting for a login. IT onboarding is also about maintaining security and data security: new accounts, new devices and new people unfamiliar with company policies are exactly what attackers look for. A standardised checklist, owned jointly by human resources, hiring managers and IT, makes onboarding consistent for every new hire.
Two weeks before the start date
- Collect employee information. Name, job title, manager, start date and whether they'll work in the office, remotely or both. HR usually has this from the necessary paperwork.
- Order the device. Laptops can take more than a week to arrive. Check stock first.
- List the access their role needs: Microsoft 365 licence type, shared mailboxes, Teams, shared folders, business apps, printers and building access. Access should follow the role, not be copied from another employee.
- Check software licences for any paid apps.
- Establish clear timelines and assign responsibilities with the hiring manager and other key stakeholders, so IT, HR and the team know who does which onboarding tasks before day one.
A few days before
- Create their account with a strong temporary password and the correct licence.
- Add them to role-based groups so Teams, SharePoint and shared mailbox access is granted automatically.
- Set up the laptop: enrol it in device management, apply updates, install apps, turn on disk encryption and endpoint protection.
- Set up their email signature and phone extension.
- Send a welcome email (HR or the manager) with the first day schedule, who to ask for, and a start date reminder. Include how they'll collect their laptop if they're one of your remote employees. Some businesses add a welcome kit or welcome package with company branded items.
On the new hire's first day
- Set up MFA with them in person, using the authenticator app on their phone.
- Have them change their password and sign in to each app.
- Hands-on training on your systems: where to save files, how to use Teams and shared mailboxes, and how to get IT help.
- Cover your security protocols and company policies: how to spot phishing, never approving an MFA prompt they didn't start, your policy on personal devices, and where the employee handbook covers acceptable use. Make sure employees understand any legal requirements that apply to the data they'll handle, such as privacy obligations.
- Enrol them in security awareness training.
How IT fits the wider onboarding plan
IT is one part of a bigger employee onboarding plan. HR and the manager run new hire orientation: an office tour, team introductions to specific team members and other team members, job expectations, performance expectations, initial projects and job training sessions. They also explain the company's mission, company goals and company culture, which helps new hires adjust to a new environment and build relationships.
Good employee onboarding checklists cover all of it in one place, so HR, the manager and IT can track progress against the same list. The key benefits are better employee engagement and new hires who succeed faster.
Build relationships and gather feedback in the first few weeks
- Check access is right. Remove anything granted "just in case".
- Record what they have: device serial number, licences and access. You'll need it when they leave.
- Offer ongoing support. Check in at the end of week one and week four. Ask whether they need additional support or additional training on any system.
- Gather onboarding feedback at the regular check-ins, give and ask for constructive feedback, and make necessary adjustments to the checklist.
- Plan continued training. Ongoing training on security keeps pace with new threats and industry trends; the manager covers goal setting and professional development.
Useful key metrics for the IT side of onboarding: whether the laptop and account were ready on day one, how many IT tickets the new hire raised in their first two weeks, and whether security training was completed in week one.
Onboarding checklist template
| Task | Owner | When | Done |
|---|---|---|---|
| Employee details and start date confirmed | HR | 2 weeks before | ☐ |
| Device ordered | IT | 2 weeks before | ☐ |
| Access list agreed | Hiring manager / IT | 2 weeks before | ☐ |
| Account and licence created | IT | 3 days before | ☐ |
| Laptop set up and encrypted | IT | 3 days before | ☐ |
| Welcome email sent | HR / manager | 3 days before | ☐ |
| MFA set up | IT | Day one | ☐ |
| Security and systems training | IT | Day one | ☐ |
| Awareness training enrolled | IT | Week one | ☐ |
| Access reviewed | IT / manager | End of week one | ☐ |
| Onboarding feedback gathered | HR / manager | Week four | ☐ |
Remote teams
For remote employees, ship the laptop pre-configured so it enrols itself on first sign-in, and run the MFA setup and hands-on training over video. Allow extra days for delivery.
When to call a professional
If you bring on several new hires a year, a documented onboarding plan with your IT provider saves time and avoids missed security steps. Static Computers handles new starters (and offboarding) for clients as part of managed IT services.