Checklist for onboarding HR teams

What does an HR onboarding checklist cover?

An HR onboarding checklist is a stepwise guide HR teams use to ensure new employees are integrated smoothly and effectively into the organisation. It streamlines the onboarding workflow, ensures new hires feel welcomed, understand the company culture and are equipped to succeed in their roles.

When you are preparing to welcome new team members, a clearly structured checklist is essential. It helps you stay organised and leaves a positive first impression – research indicates that strong onboarding can cut employee turnover by as much as 82%.

Effective onboarding begins with a defined plan. Below is a comprehensive HR onboarding checklist to guide you through each phase of bringing a new team member on board.

Pre-onboarding

As an HR professional, ensure onboarding starts before the new hire joins your team. Pre-onboarding covers tasks completed ahead of the first day. It reduces paperwork, demonstrates commitment to the hire and gives the onboarding process a personal touch.

• Welcome emailSend a welcome email to congratulate the new hire. Attach the job description and provide clear instructions such as who they should report to.

• Offer letter and employment contractIssue the offer letter and employment contract, collect signed copies and file them appropriately.

• Setup IT and workstationsArrange the required equipment (laptop, phone, etc.) and set up software access.

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

• Company handbookShare the staff handbook for review, covering company policies, culture and expectations.

• Schedule onboarding and onboarding buddyOrganise the first week’s schedule, including training and introductory meetings. Assign an onboarding buddy to help the new hire settle into the company.

First day

Welcome and congratulate the new hire in person. The first day is your opportunity to create a strong impression.

• Personal welcomeGreet the new hire personally (via a virtual call for remote teams) and introduce them to colleagues.

• Workspace setupEnsure the workspace is ready and all necessary equipment is functioning. Verify the new hire’s email and assigned software are operational.

• Documentation completionConfirm all required paperwork is completed and filed. Review the filed documents with the employee to ensure they are accurate and up to date.

• OrientationProvide an overview of the company and the team. Highlight key policies such as role expectations and safety procedures.

First week

Focus on role-specific training to help the new team member gain confidence.

• Role-specific trainingBegin job-specific training, define clear role expectations and supply reading materials to support the new hire.

• Coffee chats with team membersArrange informal coffee chats so the new hire can meet colleagues and stakeholders they will work with.

• MentorshipAssign a mentor to support the new hire’s adjustment to the role.

• Feedback sessionsConduct informal check-ins to address any questions or concerns from the new employee.

First month

By this stage, the new hire should be settling into the team and the organisation. Continue the onboarding programme to ensure they feel fully comfortable in their role.

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

• Performance goalsEstablish initial performance goals and review expectations.

• Team integrationInclude the new hire in team meetings and projects.

First review meeting

Hold a review meeting to discuss the employee’s progress and gather feedback. Request input on the onboarding process and make improvements for future hires.

First 90 days and onwards

Aim for the employee to be fully integrated in their role by around the first three months.

• AppraisalMark the end of the onboarding programme with a 90-day appraisal to review achievements, identify areas for improvement and set future goals.

• Offer check-insContinue to offer one-on-one check-ins as required. Even after the onboarding programme concludes, ongoing individual sessions show the organisation remains open to discuss any matter at any time.

Fast and compliant onboarding with HRIS

A global HRIS such as Remote reduces the administrative burden of onboarding checklists. Remote’s onboarding flow lets you add and manage all employees and contractors from a single place.

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

It does not matter where you start – scale your business globally at your own pace using Remote’s adaptable HR management system. Sign up for Remote HRIS to onboard your new hire today.