Step-by-step onboarding checklist for HR teams

What does an HR onboarding checklist cover?

An HR onboarding checklist is a sequential guide HR professionals use to bring new employees into the company smoothly and effectively. It standardises the onboarding process so new hires feel welcomed, grasp the company culture, and are positioned to succeed in their roles.

If you are preparing to welcome new colleagues, an organised checklist is essential. It keeps processes on track and creates a strong initial impression — research indicates effective onboarding can lower employee turnover by up to 82%.

Excellent onboarding begins with a defined plan. Here is a comprehensive HR onboarding checklist to guide you through each stage of bringing a team member on board.

Pre-onboarding

As an HR professional, ensure onboarding begins before the new hire’s first day. Pre-onboarding covers actions taken prior to arrival to reduce paperwork, demonstrate commitment to the new employee, and add a personal touch to the onboarding experience.

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

• Offer letter and employment contractIssue the offer letter, obtain the signed employment contract, and file both documents.

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

• DocumentationRequest personal details and required employment forms, such as tax information, bank transfer details, and emergency contacts, for completion.

• Company handbookProvide the staff 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 introductory meetings. Assign an onboarding buddy to help the new hire settle into the company.

First day

Ensure you personally welcome and congratulate the new hire. Their first day is also an opportunity to create a positive impression.

• Personal welcomeGreet the new hire in person or by video call for remote teams, and introduce them to colleagues.

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

• Documentation completionConfirm all required paperwork is completed and filed. Review the documents with the new team member to ensure accuracy and currency.

• OrientationProvide an overview of the company and the team. Cover key policies to highlight, such as role expectations and safety procedures.

First week

Begin focused role-specific training to help the new team member become comfortable.

• Role-specific trainingCommence job-specific training, set 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.

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

• Feedback sessionsProvide 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 organisation. Continue the onboarding programme to ensure they feel fully confident in their role.

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

• Performance goalsSet initial performance goals and review expectations with the employee.

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

First review meeting

Hold a meeting to discuss the new 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 new employee to be fully accustomed to the role by around their first three months.

• AppraisalMark the end of the onboarding programme. Conduct a 90-day appraisal to discuss achievements, development areas, and future goals.

• Offer check-insContinue to provide one-on-one meetings as required. Even after the onboarding programme ends, ongoing personal sessions signal that the organisation remains open to discussions at any time.

Fast and compliant onboarding with HRIS

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

Invite new employees to begin onboarding by uploading their data to a secure platform. With all required information stored in Remote HRIS, you can concentrate on helping your new hire settle in.

Wherever you start, 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.