1
Planning
Is one person clearly responsible for coordinating each employee onboarding?
A nominated owner should coordinate management, HR, payroll, IT, equipment, access and first-day requirements.
EMPLOYEE ONBOARDING CHECKLIST
Is every new employee ready from day one?
Review your employee onboarding process across planning, accounts, devices, security, collaboration and first-day readiness.
People
Accounts
Devices
Security
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2
Planning
Does IT receive enough notice before a new employee starts?
Early notice allows accounts, licences, devices and permissions to be prepared and tested before the start date.
3
Planning
Are standard access and equipment requirements documented for each role?
Each role should have a defined list of applications, licences, groups, folders, devices and permissions.
4
Accounts
Are employee accounts created using a consistent naming and configuration standard?
Email addresses, usernames, licences, groups and account settings should follow a documented business standard.
5
Accounts
Is multi-factor authentication configured before the employee receives access?
MFA should protect Microsoft 365, Google Workspace, accounting systems and other important business platforms.
6
Accounts
Does the employee receive only the access required for their role?
Access should follow least-privilege principles and avoid unnecessary administrator or sensitive-data permissions.
7
Accounts
Are temporary passwords and initial sign-in details provided securely?
Passwords should not be sent through insecure channels or shared with people who do not require them.
8
Devices
Is the employee's laptop or computer prepared before their first day?
The device should be updated, enrolled, protected, configured and tested before it is issued.
9
Devices
Are encryption, endpoint protection and security updates enabled on the device?
Business devices should meet your minimum security baseline before accessing company information.
10
Devices
Are all required applications installed and tested before the employee starts?
This may include Microsoft 365, browsers, VPN, cloud storage, line-of-business applications and collaboration tools.
11
Collaboration
Is the employee added to the correct email groups, Teams, SharePoint sites or shared drives?
Access should match the employee's department, responsibilities, location and business requirements.
12
Collaboration
Are shared calendars, mailboxes and communication channels configured correctly?
The employee should have access to the shared tools required to communicate and collaborate with their team.
13
Governance
Does the employee receive and acknowledge relevant IT and security policies?
This may include acceptable use, privacy, remote work, BYOD, password security, data handling and AI usage policies.
14
Governance
Does the employee complete cybersecurity awareness training?
New employees should understand phishing, password security, suspicious links and how to report incidents.
15
Governance
Is the employee shown how to store, share and protect business information?
Employees should know where files belong, which sharing methods are approved and how sensitive information must be handled.
16
First Day
Is there a first-day check confirming that accounts, devices and applications work correctly?
The employee should be able to access email, files, collaboration tools and required business systems.
17
Review
Does the employee's manager confirm that all required access has been provided?
A short review helps identify missing systems, excessive permissions or unnecessary access.
18
Review
Is the completed onboarding recorded in a checklist or service system?
The business should retain a clear record of accounts, devices, licences, access and completed onboarding tasks.
Please answer all questions to calculate your onboarding score.