Onboarding checklist for HR teams
What is an HR onboarding checklist?
An HR onboarding checklist is a step-by-step guide that HR professionals use to ensure new employees are smoothly and effectively integrated into a company. It helps streamline the onboarding process, making sure that new hires feel welcomed, understand the company culture, and are set up for success in their roles.
If you're preparing to welcome new team members, a well-structured checklist is key. Not only does it help you stay organized, but it also leaves a lasting first impression — research shows that strong onboarding can reduce employee turnover by up to 82%.
Great onboarding starts with a clear plan. Here's a comprehensive HR onboarding checklist to guide you through every stage of bringing a team member on board.
Pre-onboarding
As an HR professional, make sure onboarding starts before a new hire joins your team. Pre-onboarding is taking care of your new hires before their first day on the job. It cuts paperwork, shows that you’re committed to your new hire, and gives your onboarding process a personal touch.
Welcome email Send a welcome email congratulating your new hire. Include their job description and instructions like whom to report to.
Offer letter and employment contract Send, receive, and file the signed offer letter and employment contract.
Setup IT and workstations Arrange necessary equipment (laptop, phone, etc.) and software access.
Documentation Request for personal information and employment forms like tax, direct deposit information, and emergency contact details for completion.
Company handbook Provide the employee handbook for review, covering company policies, culture, and expectations.
Schedule onboarding and onboarding buddy Plan the first week’s schedule, including training and introduction meetings. Assign an onboarding buddy for your new hire to adjust easily to the company.
First day
Make sure to welcome and congratulate your new hire personally. Your team member’s first day is your chance to make a good impression too.
Personal welcome Greet your new hire personally (through a virtual call if you are a remote team) and introduce them to other team members.
Workspace setup Ensure workspace is ready and all necessary equipment is functioning. Check if your new team hire’s email and assigned software are working.
Documentation completion Check if all required paperwork is completed and filed. Go through the filed documentation with your team member to make sure it's correct and current.
Orientation Offer an overview of the company and team. Go through key policies that need highlighting, like role expectations and safety procedures.
First week
Start to hone in on role-specific training to make your new team member comfortable.
Role-specific training Begin job-specific training, set clear role expectations, and provide reading materials that will help your new hire.
Coffee chats with team members Give your new hire the time to speak with colleagues and stakeholders they’ll work with.
Mentorship Assign a mentor to your new hire to help them adjust to their role.
Feedback sessions Offer informal check-ins to address any questions or concerns from your new employee.
First month
This is when your new hire should gradually feel adjusted to the team and company. Push through with the onboarding program to help your new employee feel fully comfortable with their role.
Ongoing training and development Continue with role-specific training programs.
Performance goals Set initial performance goals and review expectations.
Team integration Involve your new hire in team meetings and projects.
First review meeting
Offer a meeting to discuss your new employee’s progress and feedback. Solicit feedback on the onboarding process and make adjustments for the future.
First 90 days and onwards
The aim is to have your new employee fully adjusted to the role around their first three months.
Performance review Celebrate the end of the onboarding program. Offer a 90-day performance review to discuss achievements, areas for improvement, and future goals.
Offer check-ins Continue to offer one-on-one meetings as needed. Even if your employee finishes their onboarding program, continuing to offer personal sessions shows that the organization is open to discuss anything at any time.
Fast and compliant onboarding with HRIS
A global HRIS like Remote helps you worry less about onboarding checklists. Remote’s onboarding flow helps you easily add and manage all your employees and contractors in one place.
Invite your new employees to start onboarding by uploading their data to one secure platform. Because all the information you need is in Remote HRIS, you have the peace of mind to focus more on helping your new team member adjust.
It doesn’t matter where you start — scale your business globally at your own pace using Remote’s adaptable HR management system. Sign up for Remote HRIS to onboard your new hire today.