Practical onboarding checklist for HR teams

What does an HR onboarding checklist include?

An HR onboarding checklist provides HR teams with a sequential plan to integrate new employees into the organisation smoothly and efficiently. It streamlines the induction process, ensuring new starters feel welcomed, understand the company’s culture, and have what they need to succeed in their roles.

When preparing to welcome new colleagues, a clear checklist is essential. It helps you stay organised and creates a strong first impression — research indicates effective onboarding can reduce employee turnover by as much as 82%.

Strong onboarding begins with a defined plan. Below is a thorough HR onboarding checklist to guide you through each phase of bringing a colleague into the organisation.

Before the first day

As an HR professional, ensure onboarding commences prior to a new hire’s start date. Pre-onboarding covers tasks completed before the first day to reduce paperwork, demonstrate commitment to the recruit, and add a personal touch to the process.

• Send a welcome emailEmail a welcome message to congratulate the new hire. Attach their job description and outline practical details such as who to report to.

• Issue offer letter and employment contractSend the offer letter and employment contract, obtain the signed copies and file them.

• Set up IT and workstationsArrange essential equipment — laptop, phone and so on — and ensure the correct software access is provisioned.

• Gather documentationRequest personal details and employment forms, including tax and bank transfer information, and emergency contact details for completion.

• Provide company handbookGive the staff handbook for review, outlining company policies, culture and expected conduct.

• Schedule onboarding and assign an onboarding buddyPlan the first week’s timetable, covering training sessions and introduction meetings. Allocate an onboarding buddy to help the new hire settle into the organisation.

First day: welcome and orientation

Ensure you personally welcome and congratulate the new hire. The first day provides an opportunity to create a favourable impression.

• Give a personal welcomeWelcome the new hire in person, or by video call for remote teams, and introduce them to colleagues.

• Prepare the workspaceConfirm the workspace is ready and all equipment functions correctly. Verify the new starter’s email account and assigned software are operational.

• Finalise documentationMake sure all required paperwork has been completed and filed. Review the collected documents with the employee to confirm accuracy and currency.

• Orientation sessionProvide an overview of the company and the team, and highlight key policies such as role expectations and health and safety procedures.

First week: settling into the role

Begin focusing on role-specific training to help the new colleague gain confidence.

• Role-specific trainingStart job-specific training, clarify role expectations, and supply reading materials to support the new starter.

• Informal chats with team membersAllow time for the new starter to speak with colleagues and stakeholders they will work with.

• Mentorship and supportAssign a mentor to support the new starter as they settle into their role.

• Regular feedback sessionsOffer informal check-ins to resolve any questions or concerns the new employee may have.

First month: building confidence

By this stage the new starter should be increasingly settled within the team and the organisation. Continue the onboarding programme to help them become fully confident in their role.

• Ongoing training and developmentContinue with role-specific training programmes.

• Set performance goalsEstablish initial performance goals and review expectations.

• Integrate into the teamInclude the new starter in team meetings and projects.

First review meeting: progress and feedback

Hold a meeting to discuss the employee’s progress and collect feedback. Request input on the onboarding experience and make any necessary adjustments.

First 90 days and beyond

The goal is for the employee to be fully settled in their role by around the three-month mark.

• 90-day appraisalMark the completion of the onboarding programme and conduct a 90-day appraisal to review achievements, identify areas for improvement, and set future goals.

• Offer ongoing check-insContinue to provide one-to-one meetings as required. Even after the onboarding programme ends, ongoing personal sessions demonstrate the organisation remains available to discuss any matters.

Efficient and compliant onboarding with HRIS

A global HRIS such as Remote reduces the administrative burden of onboarding checklists. Remote’s onboarding workflow enables you to add and manage employees and contractors in a single place.

Invite new employees to begin onboarding by uploading their details to one secure platform. Because the necessary information is stored in Remote HRIS, you can concentrate on helping your new team member settle in.

No matter where you begin, expand your business globally at a pace that suits you with Remote’s flexible HR management system. Sign up for Remote HRIS to onboard your new hire today.