Quick Answer: A solid IT onboarding checklist covers equipment, accounts, access permissions, security, software, and training before a new hire’s first day.
Is there anything sweeter than a new hire eagerly awaiting their first day? They’re ready to knock your socks off and jump right in. But wait, is their laptop ready yet? The IT crowd brings it around, and as your new hire attempts to log in, they are met with that all-too-familiar error message: “Incorrect password.” And just like that, their first morning (and sometimes afternoon too) is absorbed into the onboarding void.
A clear IT onboarding checklist, covering things like setting up their email, user accounts, and access permissions, means a new employee can sign in successfully as soon as they arrive.
So, what exactly do you need to prepare? When should you prepare it? And what do you need to look out for? Read on to learn more.
What Should Be on Your IT Onboarding Checklist?
A complete IT onboarding checklist covers these core areas:
- Prepare new hire computer, laptops, and other equipment
- Create email and user accounts
- Set up the right access permissions
- Configure basic cybersecurity protections
- Install and test job specific software
- Set up communication and collaboration tools
- Cover IT policies, security training, and where to get support
When Should You Start IT Onboarding?
Ideally, start planning your IT onboarding checklist as soon as the employee’s start date is confirmed. This is usually one to two weeks before they walk into the office.
Start with the things that have a longer lead time, like ordering equipment, licensing software, and setting up permissions. Then the countdown begins.
One Week Before the Start Date
Order and configure equipment. Create the employee’s accounts and assign access permissions. Install job-specific software and test every login.
The First Day
Greet the employee with a working laptop, active email, and a short security walkthrough. Confirm they can log in to every tool they’ll need that day.
The First Week
Check in to resolve any software hiccups. Confirm they understand IT policies and know how to reach support. Fine-tune access permissions as their role becomes clearer.
Week Two and Beyond
Walk new hires through acceptable use policies, password requirements, and how to spot phishing attempts. New hires are far more vulnerable to phishing than tenured employees: 71% fall for these attempts, compared with 49% of their longer-serving colleagues. Point them to your help desk or IT contact so they know exactly where to turn if something goes wrong.
Following this timeline keeps your IT onboarding checklist from becoming a last-minute rush and means everyone is onboarded securely and efficiently.
IT Onboarding for Remote and Hybrid Employees
Remote hires are a little more complicated and often need a few extra steps on their IT onboarding checklist. Here’s what to prioritize.
Ship Devices Ready to Use
Configure laptops before shipping them. A remote employee shouldn’t be left to install software or set up accounts on their own.
Schedule a Live Setup Call for Day One
A short video call on the first morning lets IT walk the new hire through their equipment, confirm logins, and answer questions easily.
Send Credentials Safely
Never email passwords in plain text. Use a secure password manager or a one-time link that expires after use.
Secure the Home Connection
Provide guidance on securing home Wi-Fi, using a VPN if required, and avoiding public networks for company work.
Set Return Expectations Now
Document how and when company equipment should be returned if the employee leaves. It’s much easier to do this now than to chase down a laptop later.
What Are the Most Common IT Onboarding Mistakes?
Here are some of the mistakes we’ve seen most often:
- Mistake 1: Waiting until day one to order equipment or create accounts. This guarantees a rocky start and wastes the new hire’s first day.
- Mistake 2: Giving more access than the job requires. Over-provisioned accounts can cause data breaches.
- Mistake 3: Skipping MFA or other essential protections. Every new account should have multifactor authentication (MFA) enabled before the employee logs in for the first time.
- Mistake 4: Not testing logins and software before the start date. Logins that don’t work aren’t actually useful.
- Mistake 5: Reusing a former employee’s computer without properly preparing it. Devices should be fully wiped and reconfigured before they are handed off.
- Mistake 6: Not documenting which accounts, devices, and licenses were assigned. Without documentation, offboarding becomes both very messy and very risky.
Frequently Asked Questions
Who is responsible for IT onboarding in a small business?
IT onboarding is typically a shared responsibility between HR and IT. HR confirms the start date and role details, while IT handles equipment, accounts, and access permissions.
What IT equipment does a new employee need?
Most roles need a laptop or desktop, a monitor, a keyboard and mouse, and a headset for calls. Some roles also require specialized tools like a second monitor, a mobile device, or industry-specific hardware.
Why are new employees a favorite target for scammers?
New hires are unfamiliar with internal processes and eager to make a good impression, which makes them more likely to respond to phishing emails or unusual requests without question.
What should be done when an employee leaves?
Offboarding should be just as structured as onboarding, with immediate access revocation, device collection, and documentation. For a complete walkthrough, see our employee offboarding checklist.
Check Reliable IT Onboarding Off Your IT To-Do List
An IT onboarding checklist isn’t about adding red tape. It’s about setting new employees up to succeed from their very first login. From setting up employee accounts to managing access permissions and protecting sensitive business data, there’s a lot that goes into getting new hires connected securely.
That’s where we come in. Unity IT provides managed IT services and cybersecurity solutions for businesses in Fresno, Visalia, and Madera, helping you build a reliable IT environment that supports your team from day one.
Contact Unity IT to learn how we can support your business’s IT needs.