IT Onboarding Process Checklist
An efficient IT onboarding process ensures new hires are set up with the right digital tools, access, and support from day one. It helps boost productivity, reduces technical downtime, and supports a confident start in their new role.
This IT onboarding checklist for HR teams and IT administrators covers essential device setups, software access, account provisioning, and security protocols tailored to each employee's role and responsibilities.
Whether your new team member is tech-savvy or not, walking them through their digital environment will accelerate their integration into workflows while minimizing technical hiccups.
Following a structured IT onboarding checklist also supports cybersecurity standards and ensures compliance with company-wide technology policies.
Pre-Onboarding Coordination
- Collect employee details from HR (name, role, contact, department)
- Identify job-specific software and system requirements
- Get IT access requirements approved by management
- Assign an IT onboarding owner or point of contact
- Schedule the onboarding walkthrough session
- Allocate budget for software licenses and accessories
Hardware Setup & Delivery
- Order laptop or desktop as per role requirements
- Include accessories: keyboard, mouse, cables, headset, USBs
- Pre-configure operating system and firmware updates
- Set up hardware drivers and test device performance
- Prepare backup device or spare accessories
- Deliver or assign equipment to employee before Day 1
- Track asset in hardware inventory log
Software & System Access
- Install role-specific applications (CRM, analytics, tools)
- Set up communication platforms (Slack, Teams, etc.)
- Create email and calendar accounts
- Install security and antivirus tools
- Configure VPN and remote access if applicable
- Provision project management and collaboration tools
- Setup cloud file sharing platforms
- License management and activation
- Role-based permission setup
- Prepare guide/manuals for each tool provided
Network & Security Setup
- Generate login credentials for core systems (e.g., Okta, OneLogin)
- Implement multi-factor authentication
- Define file access control levels
- Configure secure network permissions and firewall settings
- Enable data encryption and backup scheduling
- Review company IT and data privacy policies with the employee
- Record and secure credentials in internal system
First Day IT Tasks
- Setup workstation (desk, monitor, docking station)
- Verify login to company systems and tools
- Walk through use of fax, printers, and projectors
- Provide quick-start guides and IT contacts
- Conduct live orientation or demo call if remote
- Test audio-video devices (if hybrid or remote)
- Explain support request process (help desk, ticketing)
- Ensure employee feels comfortable with tools provided
Training & Follow-Up
- Schedule IT policies and security best practices training
- Share digital etiquette and remote work guidelines (if applicable)
- Set up device monitoring and troubleshooting tools
- Invite to internal IT knowledge base or help portal
- Send follow-up survey to improve onboarding experience
- Log completion of IT onboarding checklist
- Schedule 1-week follow-up to review issues or gaps
Frequently Asked Questions
How long does IT setup typically take?
IT setup typically takes 1-3 days for basic configurations, but may extend to a week for complex environments or specialized software requirements. Advance planning can significantly reduce setup time.
What are essential security measures?
Essential security measures include strong password policies, multi-factor authentication, data encryption, secure network access, regular security updates, and comprehensive security awareness training for new employees.
How to handle remote employee setup?
Remote employee setup requires secure shipping of pre-configured devices, detailed setup instructions, remote access tools, virtual training sessions, and additional security measures for home network connections.
What common IT setup issues should be anticipated?
Common issues include software compatibility problems, network access delays, security clearance bottlenecks, and hardware delivery delays. Having contingency plans and clear escalation procedures helps address these challenges.
How to ensure data security during setup?
Ensure data security by implementing proper access controls, using secure configuration templates, following security protocols, conducting security audits, and providing comprehensive security training before granting system access.