Checklist for onboarding HR teams

What does an HR onboarding checklist cover?

An HR onboarding checklist is a sequential guide HR professionals follow to integrate new employees into the organisation efficiently. It streamlines the onboarding workflow, helping new hires feel welcomed, grasp the company’s culture, and be prepared to succeed in their roles.

When preparing to welcome new colleagues, a carefully planned checklist is essential. It helps you remain organised and creates a positive first impression – research indicates effective onboarding can cut employee turnover by up to 82%.

Effective onboarding begins with a clear plan. Below is a detailed HR onboarding checklist to take you through each stage of bringing a new team member on board.

Pre-onboarding

As an HR professional, ensure onboarding begins before a new hire’s first day. Pre-onboarding covers the tasks completed prior to the start date. It reduces paperwork, signals your commitment to the new hire, and adds a personal touch to the process.

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

• Offer letter and employment contractIssue the offer, collect the signed documents, and store the offer letter and employment contract on file.

• Set up IT and workstationsOrganise required equipment (laptop, phone, etc.) and ensure software access is arranged.

• DocumentationAsk the new hire to provide personal information and employment forms, such as tax details, bank transfer information and emergency contact details.

• Company handbookGive the employee handbook for review, outlining company policies, culture and expectations.

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

First day

Be sure to welcome and congratulate the new hire in person. Their first day is also an opportunity for you to make a positive impression.

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

• Workspace setupMake sure the workspace is prepared and all equipment is working. Verify the new hire’s email account and required software are operational.

• Documentation completionConfirm that all required paperwork has been completed and filed. Review the documents with the new team member to ensure they are accurate and up to date.

• OrientationProvide an overview of the company and the team. Highlight essential policies, such as role responsibilities and safety procedures.

First week

Begin focused role-specific training to help the new team member settle in.

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

• Coffee chats with team membersAllow time for the new hire to meet colleagues and stakeholders they will work with.

• MentorshipAppoint a mentor to support the new hire as they adapt to their role.

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

First month

By this stage the new hire should be settling into the team and the company. Continue with the onboarding programme to ensure the employee becomes fully comfortable in their role.

• Ongoing training and developmentMaintain role-specific training programmes.

• Performance goalsAgree initial performance goals and review expectations.

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

First review meeting

Arrange a meeting to discuss the new employee’s progress and gather feedback. Ask for input on the onboarding experience and make improvements where necessary.

First 90 days and onwards

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

• AppraisalMark the completion of onboarding with a 90-day appraisal to review achievements, areas for improvement and future objectives.

• Offer check-insContinue to provide one-to-one meetings as required. Even after the onboarding programme ends, holding personal sessions demonstrates that the organisation remains open to discuss any matter.

Fast and compliant onboarding with HRIS

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

Invite new employees to begin onboarding by uploading their details to a single secure platform. With all required information stored in Remote HRIS, you can focus more on supporting your new team member to settle in.

No matter where you begin – scale your business globally at a pace that suits you using Remote’s adaptable HR management system. Sign up for Remote HRIS to onboard your new hire today.