You’ve found the perfect candidate, and you’re excited to see what they can bring to the company. But there’s the not-so-exciting part: IT onboarding. Getting employees set up with the right tech and making sure they can use it, can be a pain in the neck when you’re working with a small IT support team. 

There are lots of questions to answer in a short window of time. Which systems does the new hire need access to? Will you be issuing them a laptop? A mobile phone? A docking station? What about accessories, like charging cables and headsets? How long will it take to prepare your systems and hardware so it’s up and running on their first day?

it onboarding checklist

For hybrid and remote teams, the IT onboarding process is particularly tricky because the technology is the office. Getting it right in the early days is crucial. A bad onboarding experience can leave a bad first impression. If a new hire can’t log into Slack, doesn't have the monitor they were promised — or worse, if they don’t even have their computer on day one,  you’re not setting anyone up for success. 

On the other hand, when you have a smooth onboarding experience, you set the new hire and the business up for success. Nearly 90% of employees who had a good onboarding experience say they are more engaged at work, and they’re 30x more likely to say they’re satisfied with their jobs.  

Here’s an IT new hire checklist to help you make the process as smooth as possible. 

Using an IT Onboarding Checklist Improves the Experience for Everyone

A good IT onboarding process meets the needs and expectations of new hires with:

  • Hardware, like a laptop and monitor, as well as instructions on how to connect personal devices to the network (if you’re doing BYOD)
  • Email, collaboration, and scheduling tools
  • Login credentials (or instructions on how to get set up) on all the systems they’re required to use for their job
  • Contact information for tech support in case something goes wrong

…And includes steps that help the company be more secure and productive:

  • Tools that automate, or help streamline, setting up systems like email and network access
  • A way to make sure new hires have access to the right systems, and only the right systems, to keep security top of mind
  • Security protocols for hardware, especially if employees use their own devices

How can you be sure you’re covering the new hire’s needs while prioritizing business productivity and security? This checklist covers what you need to know to ease onboarding for you and your employees.

IT Onboarding Phase 1: Get Ready for the First Day 

From the moment a new hire accepts their offer, the clock starts ticking. Here’s what you should do in this phase to make sure they have everything they need on their first day.

ripple it onboarding

Gather Details and Requirements

You probably already have some sort of form that hiring managers must complete for new hires. It should include a section devoted to IT needs. Here’s what that section should contain: 

  • New hire name and contact info
  • Department and job title
  • Start date
  • Software needs, including access levels (for example, is this person a Salesforce administrator or a basic user?)
  • Hardware needs, including peripherals and accessories

If you have a hybrid workplace, are you planning to give employees one set of items for home and one set for the office (like monitors or ergonomic accessories)? Make sure to note that in your intake form. 

Procure and Prep Hardware

Now it’s time to get hardware squared away. For some items, like headsets, you may need to order from your supplier. Others, like laptops, you may already have in-house. They should be reset and ready to configure for the new hire (we cover this in our blog on offboarding).

Install Software and Set Up System Access

Once you acquire hardware, it’s time to load it with the right software. 

  • Start with the basics. Make sure the operating system is up-to-date and download any required software. 
  • Next, configure the security settings and install any cybersecurity tools (such as encryption and threat detection software).
  • Create network and domain accounts for the new hire, as well as user accounts for all the systems they’re required to use. Make sure permissions are appropriate. 

You can save time on this step with tools like Okta,  Microsoft Entra, or Atos, which automate and streamline the identity process. 

onboarding

Test, Test, Test

To avoid surprises on the new hire’s first day, test everything to make sure it’s working. 

  • Do devices turn off and on? 
  • Are Wi-Fi and Bluetooth working?
  • Are peripherals (mouse, keyboard, etc.) connecting and working properly? 
  • Can you send and receive emails from the new hire’s account?

Ship Devices

If you have a distributed workforce, and you’re shipping devices to employees, plan to send everything out so it arrives before their first day. Provide employees with a shipping notification and a checklist of what they should receive so they can track the package and verify that it’s complete. 

IT Onboarding Checklist for Phase 2: The First Day

Now it’s time for the new hire’s first day. Whether they’re coming into the office or starting remotely, here’s how to make Day One as smooth and productive as possible for them and for you. 

it onboarding

Provide IT Orientation and Training

Set up time with the new hire to get them up to speed on technology, company IT policies, and to verify that everything’s working correctly. Here’s what to cover in this conversation:

  • Walk through technology and company-wide systems at a high level. There’s no need to train on individual systems — that’s up to the hiring manager and team. But you do want to cover things like VPN (zero-trust, of course!), multi-factor authentication, and accessing the intranet.
  • Discuss security and BYOD policies. 
  • Provide contact information for tech support.
  • Make sure the new hire can access the network and systems, and that peripherals are working. 
  • Discuss any in-office technology, like printers or tablets for reserving conference rooms.

 You can do this one-on-one or, if several people are starting on the same day, you can schedule small group training sessions to save time.

IT Onboarding Phase 3: Beyond The First Day

A good onboarding process doesn’t end on the first day. Stay engaged with employees in the days and weeks after they start to make sure they’re supported and set up for success.

Check-In

Think of this as a follow-up on the orientation you provided on the first day. Check-in with a quick email or Slack message to ask how things are going and to see if the new hire is experiencing any tech issues. This is also a good time to ask for any feedback on the IT onboarding process.

Provide Cybersecurity Awareness Training

Outside of the security overview you provide on the first day, employees need in-depth cybersecurity training to avoid common pitfalls. This training should cover safe technology practices and tips for avoiding the schemes that hackers will try to throw their way. 

Ripple IT

Take IT Onboarding Off Your Hands

If you skip any steps in the IT onboarding process, you risk undermining all the work you put into finding that perfect new candidate. And you also may put your company’s sensitive data and networks at risk. But sometimes, managing it all is too much, especially when your core focus is on developing products and working with customers, not configuring security settings. 

A good managed services provider (MSP) can take IT onboarding off your hands so you can focus on acclimating new hires to your culture and training them on job-specific duties. Ripple can manage every stage of the IT onboarding process, from prepping hardware to tech support. 

We’re a remote-first company, so if you have a distributed team we know exactly what you need. We can make virtual onboarding just as productive and seamless as an onsite process. To learn more about how we can help you welcome new hires the right way, contact us for a consultation. 

IT Onboarding FAQs

What should be in an IT onboarding program?

An IT onboarding program should include these elements:

  • Information gathering on the new hire’s needs
  • Hardware and software setup
  • Training on technology, company policies, and cybersecurity
  • IT support for troubleshooting and answering tech-related questions 

What is the IT employee onboarding process?

The employee IT onboarding process is part of a broader new hire onboarding program. The IT aspect involves all things technology — devices (like laptops and mobile phones), setting up software and network access, and training on company IT policies.