Free IT Onboarding Checklist for New Employees
Everything IT needs to do before a new hire's first day and during their first week — from account creation and hardware setup through security training and access audits. Use it as-is or customize it for your organization.
Download Checklist (Google Docs) →
1. Pre-Arrival Preparations
Complete these before the employee's first day:
User Accounts
- Set up email and company account (Office 365, Google Workspace, etc.)
- Create network and VPN login credentials
- Configure Single Sign-On (SSO) for applicable systems
Hardware
- Prepare and configure workstation (laptop/desktop, monitors)
- Install required software (OS, productivity tools, security software)
- Test hardware for proper functionality
- Issue company devices (laptop, phone, tablet) and document with asset tags
System Access
- Grant permissions to company systems (CRM, ERP, HR systems)
- Set up access to shared drives, folders, and resources
Security
- Install antivirus, firewall, and endpoint security
- Enable encryption on devices (BitLocker or FileVault)
- Configure multi-factor authentication (MFA) for key systems
2. Day 1 Setup
Network and System Access
- Provide credentials for email, network, and relevant systems
- Walk through logging into systems (email, VPN, company intranet)
Communication Tools
- Set up Slack, Microsoft Teams, Zoom, or equivalent
- Add employee to appropriate channels, groups, and teams
Policies and Compliance
- Provide IT security policy documentation
- Review acceptable use policies (including BYOD if applicable)
- Get signed acknowledgment of security and data privacy policies
Training
- Grant access to training portals and resources
- Schedule cybersecurity training (phishing awareness, password management)
3. Software and Applications
- Assign licenses for productivity software (Microsoft Office, Adobe Suite, etc.)
- Provide access to role-specific software (CRM, design tools, development tools)
- Set up company email signature with proper formatting
- Configure email folders, auto-replies, and filters
- Grant access to document-sharing tools (Google Drive, OneDrive, Dropbox)
- Set up access to project management tools
4. Security and Compliance
- Walk through changing default passwords
- Set up password manager (LastPass, 1Password, etc.)
- Verify MFA is enabled on all essential systems
- Set up and test VPN access for remote workers
- Schedule or assign required IT security training
5. IT Support and Resources
- Share IT helpdesk contact info and escalation process
- Walk through how to submit IT support tickets
- Schedule initial meeting with IT staff for Q&A
- Share self-help resources (FAQs, knowledge base, how-to videos)
6. Department-Specific Setup
- Install and configure role-specific software
- Grant appropriate permissions for departmental tools
- Set up access to project management and task boards
- Configure access to external APIs or services (if needed)
7. Follow-Up (Week 1-2)
- Schedule follow-up meeting to address technical issues
- Verify all devices and accounts are enrolled in company monitoring
- Audit access permissions and adjust as needed
- Confirm all device security settings are compliant
- Ensure employee is aware of backup and data retention policies
Tips for Smooth IT Onboarding
Start 3-5 days before the hire date
Account provisioning and hardware setup take time, especially if you need to ship equipment to remote employees.
Use a shared tracker
Assign each checklist item to a specific IT team member with a due date. A simple spreadsheet works.
Pair with an equipment agreement
Have the employee sign for all hardware issued.equipment agreement
Test remote access before day 1
For remote workers, verify VPN, video conferencing, and all key tools work from their location.
Don't skip security training
Schedule it in the first week, not "when they get around to it."
Frequently Asked Questions
Common questions about IT onboarding for new employees.
Pre-arrival setup should be done 2-3 days before the start date. Day 1 and day 2 cover system walkthroughs and training. The follow-up check-in happens in weeks 1-2. Total active IT time: 3-5 hours spread across the first two weeks.
Yes, with a few additions: ship hardware early, verify home network compatibility, test VPN access before day 1, and schedule a video walkthrough instead of in-person setup.
Use the same checklist but with restricted access. Contractors should only get permissions for the systems they need. Set access expiration dates that align with their contract end date.
Review quarterly or whenever you change CRM systems, add new security tools, or update company policies.
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