Onboarding checklist for HR teams

What does an HR onboarding checklist cover?

An HR onboarding checklist provides HR teams with a sequential framework to integrate new employees into an organisation effectively and with minimal disruption. It standardises onboarding, helps new hires feel welcomed, introduces company culture, and prepares them to succeed in their positions.

When preparing to welcome new team members, a clear checklist makes all the difference. It keeps you organised and creates a positive initial impression — studies indicate robust onboarding can lower staff turnover by as much as 82%.

Effective onboarding begins with a structured plan. Below is a thorough HR onboarding checklist to take you through each phase of integrating a team member.

Pre-onboarding

As an HR professional, begin onboarding before the new hire’s first day. Pre-onboarding covers preparing your new employees in advance. It shortens administrative tasks, signals your commitment to the hire, and adds a personalised element to the process.

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

• Offer letter and employment contractSend the offer, collect the signed documents, and file the offer letter and employment contract.

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

• DocumentationRequest personal details and employment forms, including 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, covering training and introductory meetings. Appoint an onboarding buddy to help the new hire settle into the company.

First day

Ensure you personally welcome and congratulate the new hire. The first day offers an opportunity to create a strong impression as well.

• Personal welcomeWelcome the new hire in person (or via a virtual call for remote teams) and present them to colleagues.

• Workspace setupConfirm the workspace is prepared and all equipment is operational. Verify the new hire’s email account and assigned software are functioning.

• Documentation completionMake sure all required paperwork is completed and filed. Review the documents with the new team member to confirm accuracy and that information is up to date.

• 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 your new team member gain confidence.

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

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

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

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

First month

By this stage your new hire should gradually feel settled within the team and the company. Continue the onboarding programme to ensure they become fully comfortable in their role.

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

• Performance goalsAgree initial performance targets and review expectations.

• Team integrationInclude the new hire in team meetings and project work.

First review meeting

Schedule a meeting to discuss the new employee's progress and gather feedback. Request input on the onboarding process and adjust it where needed.

First 90 days and onwards

The goal is for the new employee to be fully settled in the role by approximately their first three months.

• AppraisalMark the conclusion of the onboarding programme. Conduct a 90-day appraisal to review achievements, areas for development and future objectives.

• Offer check-insContinue to provide one-on-one meetings as required. Even after onboarding finishes, ongoing personal sessions demonstrate that 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 burden of managing onboarding checklists. Remote’s onboarding workflow lets you add and manage employees and contractors centrally.

Invite new employees to begin onboarding by uploading their data into a single secure platform. Because all required information is stored in Remote HRIS, you have the peace of mind to focus more on helping your new team member adjust.

Wherever you begin, scale your business globally at your own pace with Remote’s flexible HR management system. Sign up for Remote HRIS to onboard your new hire today.