Checklist for onboarding remote employees

Why an employee onboarding checklist is important

Bringing a remote employee on board differs markedly from in‑office onboarding — so a checklist is invaluable. It creates a consistent experience for every team member and reduces the likelihood of overlooking tasks.

Every new hire will have individual needs, but a checklist provides a clear framework. Use the template each time, making small adjustments where required.

Drawing on Remote’s experience, the following are the key items to complete.

Create a 90-day roadmap

Map out a 90-day plan that sets out the main objectives, milestones and activities you need to cover. Tailor it to the new hire’s role and team.

A typical roadmap could be organised like this:

Week 1: orientation: an introduction, a company overview and initial trainingWeeks 2–4: a deeper focus on role‑specific training, virtual 'shadowing' and setting objectives Weeks 5–8: company‑wide training, regular check‑ins and performance feedback conversations Weeks 9–12: greater autonomy, fuller involvement in team projects and detailed career development discussions

Be flexible with this timeline — shorten or extend it depending on the role. Work with the relevant hiring manager and adapt the roadmap to match the new hire’s position as closely as possible.

Send a welcome kit

Include helpful information and resources in the welcome kit, for example:

A welcome letter from the CEOA company information booklet giving a concise overview of the company’s history, mission, values and organisational structure Instructions for the employee’s first day, including timings A staff handbook covering key processes, policies and points of contactAccess details including logins and passwords (make sure these are provided securely)A welcome kit may be physical or digital, but ensure your new hire receives it before their first day. Where appropriate, include some branded items or small gifts to help foster a sense of belonging.

Set up accounts and access

Coordinate with IT to make sure all necessary accounts and access are configured. This covers company email, login details for required tools and accounts for communication channels (such as Slack).Make sure these are all in place before your new hire’s first day.

Clarify communication methods

If you haven’t already, set out how communication works at your company. Use documentation, pre‑recorded training videos or live guidance to explain the approach.

Explain which channels you use and for what purpose, and provide user guides if needed. This should also cover any shared workspaces, team‑specific tools and project‑management software.

Plan their first day

Give the first day particular attention. The new hire should know exactly what to do, which tasks to complete and who to contact. Arrange a video call at a convenient time to check in and make sure they’re settled.

Assign a dedicated 'buddy' as a point of contact. Ideally, this person will be in the same time zone as the hire.

Arrange a virtual get-together

Once the employee is settled, schedule a virtual team meeting to introduce them. Invite a brief personal introduction or run a group icebreaker activity.

Keep this session informal, but use it to help build a supportive remote working culture from the outset.

Set up product training

In the early stages, run educational sessions — particularly if your product or sector is specialised or complex. This is especially important for roles that face customers.

Training might be a short overview of the product’s main features, or extensive instruction delivered by a specialist over time. There may also be a formal assessment.

Conduct regular check-ins

Remote work offers autonomy, but don’t simply leave your new hire to their own devices. Keep up regular check‑ins to ensure they remain on track with the roadmap.

Set an agenda for the structure and content of your check‑ins, and keep the conversations focused. Allow the hire time to provide feedback and raise any concerns.

Best practice for onboarding remote employees

No matter where the hire is based, the aim is the same: ensure they understand core company policies, become integrated into their team and know their responsibilities. Given the particular challenges of remote work, consider the following additional best practices.

Avoid technical issues

Where possible, provide new hires with the necessary equipment, software and access before their first day. If something goes wrong, there will be time to resolve it before they start, making the onboarding experience smoother and less frustrating.

Replicate the ‘water cooler’

Create communication channels that allow new employees to interact with colleagues, and encourage informal one‑to‑one 'coffee' chats. Relying solely on email — in a setting where face‑to‑face contact is limited — risks miscommunication, delayed responses on time‑sensitive issues and feelings of isolation.

Keep this contact going. Even a 20‑minute call about non‑work topics can make a significant difference to a remote employee’s wellbeing.

Respect cultural norms

With some remote hires you’ll need to consider nuances such as time‑zone differences and cultural observances. Decide how you will manage these differences and consult a local employment expert where necessary. Discuss any reasonable adjustments with the hire.

Set clear expectations

Set specific, time‑bound goals for each employee. This helps engagement and performance, and has a positive effect on morale and productivity.

Without clear guidance, employees can feel directionless in the short term and undervalued over time. Conduct regular check‑ins during the first 90 days and work to remove any obstacles they face.

Onboarding with Remote

This checklist is intended to keep you on course and to make sure every employee is treated fairly and consistently. It helps to build a sense of community and belonging within your remote team from the very start of their work journey.

With Remote, you can onboard talent from anywhere in the world quickly and compliantly. Our experienced experts will handle all the paperwork, calculations, and legal lifting for you — allowing you to focus on the steps in this checklist.

To find out more about how we can simplify onboarding — and the whole employee lifecycle — speak to one of our friendly experts today.