Onboarding checklist for remote employees

Why you should have an employee onboarding checklist

Onboarding remote employees differs significantly from bringing someone into the office — which is precisely why a checklist is invaluable. It ensures each team member receives a uniform onboarding experience and lowers the risk of important steps being overlooked.

While every new hire has individual needs and circumstances, a checklist offers a clear framework. Use the template for each onboarding and make small adjustments as needed.

Drawing on our experience at Remote, below are the essential items to cover.

Develop a 90-day roadmap

Map out a 90-day plan that sets out the primary objectives, milestones, and activities to address. Tailor it to the new hire’s role and their department.

You may structure the roadmap as follows:

Week 1: orientation, company overview, and foundational trainingWeeks 2–4: deep dive into role-specific training, virtual “shadowing,” and setting goals Weeks 5–8: ongoing company-wide training, regular check-ins, and performance feedback discussions Weeks 9–12: increased autonomy, more involvement in team projects, and in-depth career development discussions

Of course, you can adapt this timeline — shorten or extend it depending on the role. Collaborate with the relevant team manager to align the roadmap closely with the position’s requirements.

Prepare a welcome kit

Your welcome kit should include helpful information and resources for the new team member, for example:

A welcome letter from the CEOA company information booklet providing a clear overview of the company’s history, mission, values, and organizational structure Instructions for the employee’s first day, including timings An employee handbook containing key processes, policies, and points of contactAccess details including logins and passwords (ensure these are delivered securely)You may send the welcome kit physically or digitally, but ensure the hire receives it before their first day. When feasible, include branded swag or small gifts to foster a stronger sense of belonging.

Set up accounts and access

Coordinate with your IT team so that all required accounts and accesses are prepared. This includes company email, credentials for relevant tools, and account setups for communication channels (such as Slack).Ensure these are ready before your hire’s first day.

Clarify communication methods

If not already defined, explain how communication operates within your company. Use documentation, pre-recorded training, or live guidance.

Specify which channels are used for what purpose, and provide user guides where helpful. Include any shared workspaces, department-specific tools, and project management systems.

Plan their first day

Give special attention to your hire’s first day. Make sure they know precisely what to do, what to complete, and who to contact. Arrange a video call at a mutually convenient time to check in and confirm they are settled.

Assigning a designated “buddy” as a point of contact is also recommended. Ideally, this person should be in the same time zone as your hire.

Arrange a virtual get-together

When the employee is settled, host a virtual team meeting to introduce them. Invite a short personal introduction or organise a group ice-breaker activity.

Keep this session informal, but use it as an opportunity to nurture a supportive remote work culture from day one.

Set up product training

Early in onboarding, run product education sessions, particularly if your product or sector is specialised or complex. This is essential for hires in customer-facing roles.

Training can range from an informal overview of key features to in-depth sessions led by a specialist over time. In some cases, include a formal assessment.

Conduct regular check-ins

Remote work offers autonomy, but avoid leaving new hires entirely on their own. Check in regularly to confirm they are progressing according to the roadmap.

Prepare an agenda for each check-in so conversations remain focused. Allow time for the hire to give feedback and raise any concerns.

Best practices for remote employee onboarding

No matter where your hire is located, the objective remains the same: ensure they understand key company policies, integrate with the team, and know their responsibilities. Given remote work’s distinct challenges, consider the following recommended practices.

Avoid technical issues

Where possible, equip new hires with necessary hardware, software, and access ahead of their start date. If problems arise, having time to resolve them before the first day makes onboarding smoother and less frustrating.

Replicate the ‘water cooler’

Create informal communication channels for new employees to connect with colleagues, and encourage one-to-one “coffee” chats. Relying only on email — when face-to-face contact is limited — can cause miscommunication, slow responses on urgent matters, and feelings of isolation.

Maintain regular social contact as well. Even a 20-minute non-work call can significantly improve a remote employee’s sense of connection.

Respect cultural norms

For some remote hires, account for nuances such as time zone differences and cultural observances. Plan how you will manage these differences and consult a local employment expert if needed. Discuss any reasonable accommodations with the hire.

Set clear expectations

Establish specific, time-bound goals for each employee. This strengthens 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 in the long term. Keep up regular check-ins during the first 90 days and help them remove any blockers they encounter.

Onboarding with Remote

This checklist is intended to keep you organised and to make sure every employee receives even-handed and consistent treatment. It supports building a sense of community and belonging across your remote team from the outset of their employment.

With Remote, you can quickly and compliantly onboard talent from anywhere in the world. 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 learn more about how we can simplify onboarding — and the entire employee lifecycle — speak to one of our friendly experts today.