Employee Onboarding

This workflow was created by Nicole Legault, https://nlegault.ca

6 sections 52 steps
1

HUMAN RESOURCES

  1. Send welcome email to new hire including...
      • Where to go on day 1
      • Arrival time
      • Parking instructions
      • Dress code
      • Day 1 schedule
  2. Complete the background check
  3. Add new hire to HRIS/Personnel systems
  4. Prepare forms and documents
      • Official offer letter
      • Contract or work agreement
      • Tax forms
      • Health and benefits forms
      • Payroll forms
      • Work permits or visas
      • Additional documentation
  5. Provide employee handbook
  6. Provide benefits information
  7. Announce new hire and start date
  8. Schedule a first day check in with HR
  9. Schedule orientation
  10. Schedule team lunch
  11. Schedule lunch with CEO
  12. Schedule check-in meetings
      • 1 week
      • 30 day
      • 90 day
      • 6 month
      • 1 year
  13. Provide new hire information about
      • Pay schedule
      • Holidays
      • Sick leave
      • Vacation time
      • Dress code
      • Benefits
      • Employee purchase policy
      • Performance reviews
      • Mandatory compliance training
2

HIRING MANAGER

  1. Assign a peer mentor
  2. Send a welcome email
  3. Introduce to the team
  4. Introduce to stakeholders and key contacts
  5. Schedule one-on-ones
  6. Prepare training schedule
  7. Set goals for new hire
      • 1st month
      • 3 months
      • 6 months
      • 1 year
  8. Schedule day 1 meeting and discuss
      • Hours of work and schedule
      • Company culture
      • Job expectations
      • Role and responsibilities
      • First project or assignment
3

IT/SECURITY

  1. Order any required IT hardware
  2. Create Active Directory User ID
  3. Create email account
  4. Provide access to shared networks
  5. Provide security system access (physical and virtual)
  6. Provide access to distribution lists
  7. Provide access to databases
  8. Provide access to company system
  9. Provide access to company accounts
  10. Setup and configure computer
  11. Deliver IT equipment (remote)
  12. Setup and configure office phone
  13. Setup and configure mobile device
  14. Provide login credentials
  15. Provide training on
      • Web Security
      • Email
      • Password security tool (Okta, LastPass, etc.)
      • Messaging systems (Slack, Teams,etc.)
      • Company website and intranet
      • Company systems
  16. Provide instructions to
      • Reset initial network password
      • Access the VPN
      • Get IT Support
      • Use printers and scanners
  17. Schedule a first day IT check in with new hire
4

FACILITIES

  1. Order company swag
  2. Setup desk and workspace
  3. Take employee photo
  4. Create security ID badge
  5. Create biometrics
  6. Create parking pass
  7. Provide tour of office
      • Desk
      • Elevators/Stairs
      • Washrooms
      • Fire exits
      • Parking
      • Kitchen/Cafeteria
      • Meeting rooms
5

FINANCE

  1. Add new hire to payroll
  2. Provide training on how to submit expenses
6

PEER MENTOR/BUDDY

  1. Send welcome email to new hire
  2. Schedule day 1 meeting
  3. Schedule week 1 meeting
  4. Schedule month 1 meeting
  5. Schedule month 2 meeting

About this workflow

The Ultimate Employee Onboarding Checklist

The employee onboarding process is a critical experience that shapes a new hires vision and expectations of their new job and workplace. It’s important that organizations make a good first impression and implement a thorough onboarding process.

This ultimate onboarding checklist covers onboarding tasks across multiple departments: Human Resources, IT/Security, Facilities, Hiring Managers, and more.

Nicole Legault

This workflow template was created by Nicole Legault, a bilingual instructional designer, e-learning developer, public speaker, and trainer based in Ottawa, Canada.

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