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The ultimate IT onboarding checklist

Updated: Mar 19

Congratulations on finding the perfect addition to your team! Now comes the not-so-exciting part: IT onboarding. We get it—it can be a headache, especially when you’re juggling multiple tasks with a small IT support team. But fear not, because at Delta 365, we’re here to make the process as seamless as possible for you and your new employee.

The IT onboarding process becomes even trickier for hybrid and remote teams, where technology essentially becomes the office. Getting it right from the start is crucial because a bad onboarding experience can leave a negative first impression. Imagine a new employee struggling to log into essential systems or not having the necessary equipment on their first day – it’s not the ideal scenario for setting anyone up for success.

On the flip side, a smooth onboarding experience not only sets the new employee up for success but also contributes to the overall success of the business. Studies show that nearly 90% of employees who have a positive onboarding experience are more engaged at work and significantly more satisfied with their jobs.

To ensure a smooth transition for new employees and maximise business productivity and security, we’ve put together an IT new employee checklist. This checklist covers everything you need to know to ease the onboarding process for both you and your employees.

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

Wondering how to ensure you’re covering all the bases while prioritising productivity and security? Read on to prepare for your new starter...

IT Onboarding Phase 1: Getting ready for the first day

Gather Details and Requirements

From the moment a new employee accepts their offer, it’s essential to start preparing for their arrival. You probably already have some sort of form that managers must complete for new employees. It should include a section devoted to IT needs. Here’s what that section should contain: 

  • New employee 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

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 starter, as well as user accounts for all the systems they’re required to use. Make sure permissions are appropriate. 

Testing everything thoroughly before the new employee's first day helps avoid any surprises, and if you have a distributed workforce, shipping devices ahead of time ensures they have everything they need when they start.

IT Onboarding Phase 2: The first day

Whether the new employee is joining the office or starting remotely, their first day should be smooth and productive. Providing IT orientation and training, discussing security and BYOD policies, and ensuring access to necessary systems and peripherals are essential steps to take.

IT Onboarding Phase 3: Beyond the first day

A good onboarding process doesn’t end after the first day. It’s crucial to stay engaged with the employee in the days and weeks following their start to provide ongoing support and ensure they’re set up for long-term success.


Think of this as a follow-up on the orientation you provided on the first day. Check-in with a quick email or message to ask how things are going and to see if the new employee 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. Sophos Phish Threat educates and tests your end users through automated attack simulations, quality security awareness training, and actionable reporting metrics.

Offload the Onboarding

If managing the IT onboarding process feels overwhelming, consider partnering with a managed services provider like Delta 365. We can take IT onboarding off your hands, allowing you to focus on other aspects of welcoming new employees and running your business smoothly.

With our expertise in remote-first operations, we can make virtual onboarding just as productive and seamless as an onsite process. Contact us today to learn more about how we can help you streamline your IT onboarding process and set your new employees up for success.

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