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employee offboarding checklist

Access Revocation

Disable employee's access to company email

Revoke access to internal systems and databases

Remove the employee from all distribution lists

Collect company ID and access cards

Ensure access to third-party services is terminated

Return of Company Property

Collect company laptop and other electronic devices

Retrieve company-issued mobile phone

Ensure return of company credit cards

Collect any physical files or documents

Retrieve office keys or access fobs

Final Payroll and Benefits

Process final paycheck, including any unused vacation days

Provide information on benefits continuation or COBRA

Ensure all expense reports are submitted and processed

Conduct exit interview and gather feedback

Update employee records with termination details

Knowledge Transfer

Schedule meetings for knowledge transfer with team

Document current projects and status updates

Provide access to relevant documentation and files

Assign a point of contact for ongoing tasks

Ensure transition of client relationships

Compliance and Legal Obligations

Ensure non-disclosure agreements are in place and understood

Review any non-compete clauses with the employee

Document reasons for termination and provide to HR

Ensure all company property is accounted for

Confirm that all legal requirements are met

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Employee Offboarding Checklist

Exit Interview

Schedule exit interview

Prepare interview questions

Conduct exit interview

Paperwork

Complete termination paperwork

Collect company property

Return company keys

Access Removal

Remove user from network

Disable user accounts

Revoke access to systems

Benefits

Terminate health benefits

Notify payroll of termination

Cancel any other benefits

Information Security

Change passwords

Secure data and documents

Delete or transfer files

Records

Update personnel files

Update contact list

Update asset records

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Employee Offboarding Checklist

Human Resources Procedures

Notify HR department of the employee's departure date

Schedule an exit interview with the employee

Review and document the reason for employee's departure

Administrative Actions

Remove employee's access to company email and intranet

Collect company-owned devices and access cards

Update the employee directory and organizational charts to reflect the change

Financial and Legal Matters

Confirm final paycheck details and any owed bonuses or commissions

Review and address any non-disclosure or non-compete agreements

Ensure proper documentation and handling of benefits and retirement accounts

Knowledge Transfer and Documentation

Coordinate with the employee to document job responsibilities and processes

Arrange for the transfer of ongoing work to another team member

Secure and archive project files and correspondence for future reference

Facilities and Workspace Management

Conduct an inventory check of items to be returned by the employee

Arrange for the cleaning and reassignment of the employee's workspace

Update building security and access control systems

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Employee Offboarding Checklist

Exit Interview

Schedule the exit interview with HR

Prepare questions tailored to the employee's role

Conduct the exit interview

Document the feedback and insights

Share the feedback with relevant departments

Access Termination

Revoke access to email accounts

Disable access to company software and tools

Collect company-issued devices and hardware

Update system permissions and access controls

Notify relevant teams of access termination

Knowledge Transfer

Identify ongoing projects and reassign tasks

Document key processes and procedures

Arrange knowledge transfer sessions with team members

Ensure backup of important files and documents

Update project management tools with new assignees

Payroll and Benefits

Process final paycheck

Terminate benefits and insurance plans

Provide information on COBRA and other post-employment benefits

Reconcile any outstanding expenses or reimbursements

Update payroll records to reflect termination

Return of Property

Collect company ID and access cards

Retrieve company credit cards

Ensure return of any company-owned books or materials

Confirm return of all office keys

Document the return of all items

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Employee Offboarding Checklist

Human Resources Procedures

Notify HR of the employee's last working day

Conduct an exit interview to gather feedback

Prepare the employee's final paycheck and any owed benefits

Access Control and Security

Deactivate employee's electronic access to store systems

Collect company-owned devices and access cards

Recover keys to the facility and any secure areas

Workspace and Asset Management

Inspect and clean the employee's workspace

Inventory and reclaim any company-owned equipment or uniforms

Update inventory records to reflect returned items

Documentation and Knowledge Transfer

Update internal directories and remove employee from mailing lists

Ensure all work-related documents are handed over and filed

Arrange for a handover or training session with a replacement employee

Financial and Legal Considerations

Review and finalize any expense claims submitted by the employee

Confirm that all contractual obligations have been met

Provide the employee with information on COBRA or continuing benefits if applicable

Communication

Inform the team and relevant departments about the departure

Send out an official communication if necessary

Plan for any announcements or changes in team structure

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Employee Offboarding Checklist

Access Revocation

Disable the employee's access to all internal software systems, including email, intranet, and communication platforms.

Revoke access to code repositories, project management tools, and development environments.

Remove the employee from all access groups and mailing lists.

Equipment and Asset Return

Collect all company-owned hardware such as laptops, mobile devices, and peripherals.

Retrieve any physical access cards or keys to company facilities.

Ensure that all proprietary information and data are securely wiped from returned devices.

Documentation and Knowledge Transfer

Document and hand over any ongoing projects or responsibilities to the appropriate team members.

Update internal documentation to reflect the departure of the employee.

Conduct an exit interview to capture valuable insights and feedback for process improvement.

Financial and Legal Matters

Finalize payroll and pending expense reimbursements.

Provide information on continuation of benefits and any applicable severance packages.

Ensure a signed copy of the confidentiality agreement is retained for company records.

Communication

Notify relevant teams and departments about the employee's departure.

Announce the offboarding to any clients or external partners who have been working with the employee.

Update company directories and organizational charts to reflect the change.

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Employee Offboarding Checklist

Legal

Gather and return all firm-owned documents and property

Document completion of all firm-related tasks

Collect and return keys, access cards, etc.

Submit final billable hours, if applicable

Finalize any legal proceedings

Human Resources

Complete all exit paperwork

Return company-issued equipment

Schedule final payroll and benefits processing

Make sure all payroll and benefits are up to date

Collect and return any company-issued uniforms

Provide details on how to access records, contact information, etc.

IT

Disconnect work computer and any related hardware

Remove access to all IT systems, networks, email, etc.

Collect and return any company-issued electronics

Facilities

Collect and return all company-issued supplies

Return any and all company-owned technology

Return any company-owned office furniture

Return any company-owned office keys

Finance

Submit final expense and reimbursement forms

Collect and return any company-issued credit cards

Collect and return any company-owned materials

Terminate any outstanding contracts

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Employee Offboarding Checklist

Access Termination

Revoke VPN access

Disable Active Directory account

Remove from email distribution lists

Disable access to third-party applications

Change passwords for shared accounts

Hardware and Equipment

Collect company-issued laptop

Retrieve mobile devices

Check-in any security tokens or smart cards

Recover any other company-issued peripherals

Inspect returned equipment for damage

Data Security

Backup and archive user data

Remove user from internal databases

Revoke access to cloud storage

Ensure return of physical keys or badges

Delete or transfer files from user directories

Exit Documentation

Conduct exit interview

Have employee sign off on offboarding checklist

Provide final paycheck and benefits information

Complete COBRA and other benefits paperwork

Update HR records to reflect termination

Communication

Notify team and relevant departments

Set up email auto-response

Update organizational charts

Communicate departure to clients if necessary

Reassign ongoing projects and tasks

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Employee Offboarding Checklist

Administrative Procedures

Notify HR of the employee's departure date.

Complete the employee's final performance review and exit interview.

Fill out offboarding paperwork and update employee records.

Access Revocation

Deactivate the employee's access to company email and intranet.

Revoke access to all company software, databases, and subscription services.

Collect and disable security badges and keys.

Asset Retrieval

Retrieve all company-owned equipment, such as laptops, mobile phones, and vehicles.

Collect any company credit cards or other financial instruments.

Ensure the return of uniforms, ID cards, and any other company property.

Knowledge Transfer

Document and hand over ongoing project responsibilities.

Archive the employee's work and organize files for successor.

Conduct a thorough briefing with the team to discuss redistribution of duties.

Financial Settlement

Finalize any outstanding expense claims with the finance department.

Calculate and process final payroll, including accrued vacation and severance pay if applicable.

Inform the employee about continuing benefits or retirement plan options.

Communication

Announce the employee's departure to the rest of the organization.

Update the company directory and remove the employee from mailing lists.

Notify external partners and clients as necessary.

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Employee Onboarding

Documentation

Complete I-9 form

File W-4 form

Obtain driver's license, if necessary

Provide proof of right to work in the US

Benefits

Enroll in health insurance

Enroll in retirement plan

Enroll in flexible spending accounts

Complete direct deposit information

Orientation

Provide company overview

Explain job responsibilities

Assign workspace

Provide necessary equipment

Provide safety training

Provide access to company resources

Training

Provide job-specific training

Provide computer access and training

Provide customer service training

Provide product and procedure training

Provide leadership and communication training

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Employee Onboarding

HUMAN RESOURCES

Send welcome email to new hire including...

Complete the background check

Add new hire to HRIS/Personnel systems

Prepare forms and documents

Provide employee handbook

Provide benefits information

Announce new hire and start date

Schedule a first day check in with HR

Schedule orientation

Schedule team lunch

Schedule lunch with CEO

Schedule check-in meetings

Provide new hire information about

HIRING MANAGER

Assign a peer mentor

Send a welcome email

Introduce to the team

Introduce to stakeholders and key contacts

Schedule one-on-ones

Prepare training schedule

Set goals for new hire

Schedule day 1 meeting and discuss

IT/SECURITY

Order any required IT hardware

Create Active Directory User ID

Create email account

Provide access to shared networks

Provide security system access (physical and virtual)

Provide access to distribution lists

Provide access to databases

Provide access to company system

Provide access to company accounts

Setup and configure computer

Deliver IT equipment (remote)

Setup and configure office phone

Setup and configure mobile device

Provide login credentials

Provide training on

Provide instructions to

Schedule a first day IT check in with new hire

FACILITIES

Order company swag

Setup desk and workspace

Take employee photo

Create security ID badge

Create biometrics

Create parking pass

Provide tour of office

FINANCE

Add new hire to payroll

Provide training on how to submit expenses

PEER MENTOR/BUDDY

Send welcome email to new hire

Schedule day 1 meeting

Schedule week 1 meeting

Schedule month 1 meeting

Schedule month 2 meeting

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employee onboarding checklist

Pre-Employment Documentation

Collect signed offer letter

Verify background check completion

Ensure all tax forms are submitted

Obtain signed confidentiality agreement

Submit employee details for system access

First Day Orientation

Welcome meeting with HR

Provide office tour and introduce to team

Issue company ID and access card

Review employee handbook

Set up workstation and IT equipment

Role-Specific Training

Schedule training sessions with department mentor

Review role-specific compliance requirements

Provide access to necessary software and tools

Discuss role expectations and key performance indicators

Arrange shadowing opportunities with experienced colleagues

Benefits Enrollment

Explain health insurance options and enrollment deadlines

Review retirement savings plans

Discuss employee wellness programs

Provide information on company stock options

Ensure completion of benefits enrollment forms

Ongoing Support and Feedback

Schedule regular check-ins with manager

Assign a peer mentor for guidance

Set up access to employee support resources

Provide information on company culture initiatives

Collect initial feedback on onboarding process

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Employee Onboarding Checklist

Company Introduction

Provide an overview of the company's history and mission.

Explain the company’s culture and values.

Introduce key executives and leadership team.

Discuss the company’s products and services.

Review the company's organizational structure.

HR and Administrative Tasks

Complete required paperwork (tax forms, direct deposit, etc.).

Set up employee benefits (health insurance, retirement plans, etc.).

Review employee handbook and company policies.

Set up employee accounts (email, HR systems, etc.).

Schedule introductory meetings with HR and team members.

Role-Specific Training

Provide an overview of the employee's role and responsibilities.

Introduce the team and explain the team structure.

Set up necessary software and tools for the role.

Assign initial tasks and projects.

Schedule regular check-ins with the manager.

IT and Security Procedures

Set up computer and workstation.

Provide access to necessary systems and software.

Review IT policies and security protocols.

Set up multi-factor authentication and passwords.

Schedule IT training and support sessions.

Performance Expectations

Discuss performance evaluation process.

Set initial performance goals and milestones.

Explain feedback and review process.

Introduce company performance metrics and KPIs.

Schedule regular performance review meetings.

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Employee Onboarding Checklist

Pre-Onboarding

Send welcome email with details about the first day

Prepare work equipment and access credentials

Arrange for a company email and phone number if applicable

First Day Orientation

Provide a tour of the office and introduce to key team members

Review company policies, procedures, and culture

Complete necessary HR paperwork and compliance training

Role-Specific Training

Introduce to mentor or buddy for guidance

Schedule training sessions for role-specific software and tools

Review job description, expectations, and initial projects

Administrative Set-Up

Ensure setup of payroll and benefits enrollment

Assign office space, parking spot, and business cards

Grant access to shared company resources and drives

Integration into the Team

Schedule meetings with key department heads and team members

Plan a team lunch or social event to welcome the new employee

Set up regular check-ins with manager and HR for the first few months

Ongoing Development and Support

Discuss and plan professional development opportunities

Provide a list of resources for self-paced learning

Encourage feedback and questions to facilitate continuous improvement

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Employee Onboarding Checklist

Pre-Onboarding

Send out the offer letter and get it signed

Prepare employment contract and other legal documents

Create employee file with relevant personal and professional documents

First Day Formalities

Welcome and introduce the new employee to the team

Provide a tour of the office and the employee's workspace

Collect required documents for HR and payroll setup

Training and Development

Schedule orientation sessions with key departments

Assign a mentor or buddy for the first few weeks

Set up training on law firm's policies, procedures, and case management systems

IT and Security Setup

Create email and other relevant accounts for communication

Provide access to necessary legal databases and software tools

Explain cybersecurity protocols and privacy policies

Administrative Setup

Issue security badge and keys to the office

Order business cards and nameplate, if applicable

Setup voicemail and provide instructions for phone system

Compliance and Ethics

Educate about professional responsibility and law firm's code of conduct

Ensure understanding of compliance requirements specific to legal practice

Review confidentiality agreements and conflict of interest policies

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Employee Onboarding Checklist

Pre-Onboarding

Collect and review employee documents such as identification and tax information.

Send employee onboarding materials, such as policies and manual.

Create an employee file and enter employee information into the HR system.

Onboarding Day

Provide a tour of the office and introduce the employee to team members.

Provide a computer and office equipment for the employee to use.

Review company policies and procedures with the employee.

Post-Onboarding

Schedule follow-up meetings with team members.

Provide additional training as needed.

Schedule performance reviews and check-ins with the employee.

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Employee Onboarding Checklist

Account Setup

Create Active Directory account

Assign appropriate group memberships

Set up email account

Configure multi-factor authentication

Create VPN account

Access Provisioning

Grant access to required applications

Set up shared drive permissions

Configure access to internal wikis and documentation

Assign software licenses

Provision access to cloud services

Hardware and Software Allocation

Allocate and configure workstation

Install necessary software

Set up user profiles and preferences

Ensure network connectivity

Deploy and configure mobile devices

Security Training

Complete cybersecurity awareness training

Review acceptable use policy

Understand data protection protocols

Learn about phishing and social engineering

Familiarize with incident reporting procedures

Orientation and Resources

Introduce to team and key contacts

Provide organizational chart

Review company policies and procedures

Discuss role-specific responsibilities

Set up initial meetings with stakeholders

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Employee Onboarding Checklist

Pre-Employment

Background check

Drug screening

Reference check

Authorization forms signed

Onboarding

Employee handbook reviewed

Access to workplace granted

New hire paperwork completed

Computer setup

Introduction to team

Safety training

Job training

Benefits

Health insurance enrollment

Pension plan enrollment

Vacation/time off policy reviewed

Employee discounts

Technology

Email setup

Computer access setup

Training on software

Access to internal systems

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Employee Onboarding Checklist

Pre-Employment Preparation

Verify employment eligibility and legal documentation

Prepare and send offer letter and employment contract

Set up employee's workspace and equipment

Create employee profile in HR and payroll systems

Schedule orientation and training sessions

First Day Orientation

Welcome and introduce the employee to the team

Review company policies and procedures

Conduct safety and emergency protocol briefing

Provide an overview of job responsibilities and expectations

Assist with setting up access to company systems and tools

Training and Development

Enroll employee in mandatory compliance training

Arrange on-the-job training with a mentor or supervisor

Schedule regular check-ins for feedback and support

Provide resources for skill development and career growth

Set goals for the probationary period and beyond

Facilities and Operations Tour

Guide the employee through the manufacturing plant

Show key operational areas and equipment

Introduce the employee to team leaders and department heads

Explain production processes and workflow

Discuss safety measures and personal protective equipment usage

Integration and Engagement

Organize a team lunch or casual meet-and-greet

Introduce employee to company culture and values

Encourage participation in company events and activities

Provide information about employee resource groups

Set up regular meetings with manager to discuss progress

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Employee Onboarding Checklist

Introduction

Greeting

Background Check

Employment Agreement

Job Description

Employee Details

Personal Information

Emergency Contact Information

Tax Forms

Bank Details

Employee Orientation

Company Policies

Security Protocols

Workplace Procedures

Workplace Technology

Office Setup

Work Station

Equipment

Supplies

Communication

Email Setup

Phone Setup

Team Communication

Training

On-the-job Training

Online Training

Classroom Training

Final Steps

Signature of Documents

Finalizing Paperwork

Welcome Gift/Card

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Employee Onboarding Checklist

Create new employee's personnel file

Issue welcome letter and employment offer

Ensure employee completes necessary paperwork

Collect any required documents such as Social Security card, driver's license, and passport

Assign a workspace

Set up IT access and accounts

Schedule orientation and training

Introduce new employee to team and colleagues

Update employee handbook

Collect any necessary COBRA requirements

Ensure new hire is enrolled in benefit plans

Update pay and tax information

Ensure compliance with relevant laws and regulations

Schedule follow-up meetings with HR and supervisor

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Employee Onboarding Checklist

Pre-Onboarding

Send out the offer letter and employment contract

Collect necessary personal and tax information

Prepare work schedule and inform the new hire about their first day

First Day Orientation

Provide a tour of the restaurant, including kitchen, dining area, and back office

Introduce the new employee to the team and assign a mentor or buddy

Review restaurant policies, safety procedures, and hygiene standards

Training and Development

Schedule and conduct initial training sessions on customer service, menu items, and POS system

Enroll the new hire in any required certification programs, like food handling or alcohol serving

Set up regular check-ins for the first few weeks to provide feedback and answer questions

Administrative Setup

Create login credentials for scheduling and payroll systems

Issue uniform and name tag, if applicable

Provide locker or secure space for personal belongings

Cultural Integration

Discuss the restaurant's history, mission, and values

Explain the importance of teamwork and communication in the restaurant setting

Invite the new employee to staff meetings and team-building events

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Employee Onboarding Checklist

New Hire Personal Information

Name

Job title

Start date

Contact information

Emergency contact information

Bank account details

Background Check

Verify identity

Verify professional credentials

Verify criminal background

HR Onboarding

Set up employee record

Create user account

Provide employee handbook

Provide access to online training

Assign workspace

Provide IT equipment

Schedule benefits enrollment

Compliance

Review Privacy and Security Policies

Review Anti-Money Laundering (AML) Policies

Review Fair Lending Policies

Review Bank Secrecy Act (BSA) Policies

Orientation

Introduce employee to team

Introduce employee to company culture

Provide organizational information

Provide job-specific training

Performance Review

Set performance goals

Discuss performance expectations

Discuss career development plans

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Employee Onboarding Checklist

Complete new hire paperwork

Provide employee with ID badge

Schedule orientation

Order office supplies

Set up computer access

Provide employee with company email address

Discuss company policies

Schedule training sessions

Complete tax paperwork

Provide employee manual

Set up direct deposit

Schedule safety/security training

Provide employee with appropriate uniform/clothing

Provide employee with parking pass

Connect employee with a mentor

Schedule performance reviews

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Employee Onboarding Checklist

Pre-Onboarding Preparation

Prepare and send welcome email with necessary information

Set up employee's workstation and technology

Create employee's email and accounts for necessary software

Prepare onboarding documents and employee handbook

Schedule initial meetings with key team members

First Day Orientation

Greet new employee and provide office tour

Introduce to team and key stakeholders

Review company culture, mission, and values

Complete necessary HR paperwork and forms

Set up and explain work tools and software

Training and Development

Provide marketing department overview and key processes

Assign a mentor or buddy for guidance

Schedule training sessions for marketing tools and platforms

Discuss initial projects and expectations

Set up regular check-ins and feedback sessions

Compliance and Policies

Review company policies and procedures

Explain security protocols and data privacy

Go over intellectual property and confidentiality agreements

Discuss social media and communication guidelines

Ensure completion of compliance training modules

Integration and Engagement

Encourage participation in team meetings and activities

Introduce to cross-functional teams and collaborative projects

Set up access to internal communication channels

Discuss career development and growth opportunities

Gather feedback on onboarding experience for improvements

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