IT Onboarding Checklist | Employee Technology Integration

Streamline your new employees' technology integration

IT plays a critical role in the onboarding process. Given that IT teams are stretched thin, this checklist helps rationalize new employee configuration efficiently and smoothly.

A well-structured IT onboarding helps new employees:

Familiarize themselves with your technology systems
Configure necessary accounts
Follow security guidelines
Use company tools with confidence

Before Day One

Pass Information to IT

Information to communicate for each hire:

[ ] Full name
[ ] Personal email address (for invitations)
[ ] Phone number
[ ] Job title
[ ] Department / Team assignment
[ ] Start date
[ ] Direct manager
[ ] List of required software and tools
[ ] Required access level (standard, admin, specific)

Recommended timing: Minimum 2 weeks before arrival

Order IT Equipment

Basic equipment to provision:

[ ] Laptop or desktop computer
Model appropriate to the role
Updated Windows/macOS license
Suitable memory and processor

[ ] Monitor(s)
1 or 2 screens depending on role
Recommended size: 24" minimum

[ ] Peripherals
Mouse (wired or wireless)
Keyboard
Headset with microphone (for video calls)
Webcam (if not built-in)

[ ] Cables and accessories
Power cables
Adapters (HDMI, USB-C, etc.)
Docking station / USB hub if needed
Ethernet cable (if no WiFi)

[ ] Storage devices
Secure USB drives (if needed)
External hard drive for backups

[ ] Business phone
Smartphone with plan (if applicable)
IP desk phone (if applicable)

Recommended timing: Order 3-4 weeks in advance

Determine Software and Access Rights

Accounts and access to create:

Essential accounts:

[ ] Professional email (first.last@company.com)
[ ] Messaging platform (Slack, Teams, etc.)
[ ] Company directory

Productivity tools:

[ ] Office suite (Microsoft 365, Google Workspace)
[ ] Project management (Trello, Asana, etc.)
[ ] File storage and sharing
[ ] Video conferencing

Role-specific tools:

[ ] CRM, ERP, or specialized software
[ ] Development tools (if technical)
[ ] Analytics and BI tools
[ ] Network and server access

Recommended timing: Create accounts 1 week before (some take 24-48h)

Prepare and Configure Equipment

Pre-arrival configuration:

[ ] Install operating system with latest security updates
[ ] Install core software and required applications
[ ] Configure user account
[ ] Set up security basics (antivirus, firewall, encryption)
[ ] Test all functionality (network, peripherals, printing)

Testing checklist:

[ ] Network connection (WiFi and ethernet) works
[ ] Peripherals detected and functional
[ ] Printing test successful
[ ] VPN access tested

Day One

Set Up Workspace

Physical installation:

[ ] Bureau ready and equipped
[ ] Computer on desk
[ ] Monitor(s) positioned and connected
[ ] Keyboard and mouse installed
[ ] Headset/peripherals accessible
[ ] Phone configured
[ ] Printer/scanner access set up
[ ] Network and WiFi working

Final verification:

[ ] Everything powers on and works
[ ] No error messages at startup
[ ] User session accessible

Individual Configuration Session

Welcome IT meeting (30-45 min):

[ ] Email setup and walkthrough
[ ] Instant messaging access and main channels
[ ] Password manager setup
[ ] Tour of essential tools
[ ] Overview of shared files and communication

Timing: Mid-morning Day 1 (after HR welcome)

Provide Reference Documentation

Documentation kit to provide:

[ ] Quick start guide
[ ] User manuals for main software
[ ] IT FAQ
[ ] Video tutorials for key tools
[ ] IT support contacts

Format: Company intranet page or shared folder

Explain Common Equipment Usage

Common tools training (15-20 min):

[ ] Collaboration tools
How to share documents
Permission management
File naming conventions

[ ] Video conferencing
Create / join meetings
Screen sharing
Audio/video settings
Recording meetings

[ ] Printers and copiers
Printer locations
Access codes
Scanning to email
Jam procedures

[ ] Phone system
Dialing internal/external
Call transfer
Voicemail
Conference calling

Method: Live demonstration + cheat sheet

Ensure GDPR and Data Security Compliance

Mandatory training and signatures:

[ ] IT Charter
Reading and signature
Main rules explanation
Consequences of non-compliance

[ ] GDPR Policy
Data protection awareness
Data handling rules
DPO contact

[ ] Confidentiality Agreement
Sign NDA if required
Confidentiality obligations

Important: Sign before system access Day 1

Provide IT Support Contacts

Information to share:

[ ] IT Department location
Office/floor
Hours of availability

[ ] Direct contacts
Support email
Phone number
Extension
Primary contact name

[ ] Support platform
Ticketing portal URL
How to create a ticket
Priority levels
Expected response times

[ ] Instant messaging
IT support Slack/Teams channel
Team username
Availability hours

[ ] Emergencies
Who to call for urgent issues
Definition of urgency
Escalation procedure

Support: Provide business card or contact sheet

First Week or First Month

Verify Software Installation

Check-up J+3 or J+5:

[ ] All necessary software is installed
[ ] All access works
[ ] No blocking error messages
[ ] VPN operational (if remote)
[ ] Access to shared resources OK

Action: Follow-up email or quick call

Plan Supplementary Training

Training sessions as needed:

Mandatory Security Training

[ ] Basic cybersecurity awareness
Recognize threats and best practices
Duration: 1h | Format: E-learning or in-person

[ ] GDPR and data protection
Principles and personal data handling
Duration: 45 min | Format: E-learning

Tool-specific Training (if needed)

[ ] Advanced office suite features
[ ] Productivity tool tips
[ ] Role-specific software

Planning: Spread over first 2-4 weeks

Address Follow-up Questions

Follow-up meeting (J+7 to J+10):

[ ] 15-20 min check-in session
How's the onboarding going?
Missing or non-functional tools?
Any difficulties encountered?
Security questions?

[ ] Collect feedback
Is equipment adequate?
Is documentation clear?
Suggestions for improvement?

Action: Address issues quickly

Evaluate Satisfaction

Satisfaction survey (J+30):

[ ] Is the equipment appropriate for your needs?
[ ] Did you encounter technical difficulties?
[ ] Was the documentation clear?
[ ] Was IT support responsive?
[ ] Do you feel confident with the tools?
[ ] Suggestions for improvement?

Objective: Continuous process improvement

Key Safety Points and Best Practices

Security

Critical elements not to neglect:

✅ Never send credentials by email
✅ Verify identity before granting access
✅ Least privilege principle
✅ Log access details
✅ Immediate access revocation on departure

Communication

Coordination with other departments:

✅ HR informs IT early (minimum 2 weeks)
✅ Manager specifies exact needs
✅ IT confirms readiness
✅ Follow-up point after Day 1

Employee Experience

Making a good impression from the start:

✅ Equipment ready and functional
✅ Clear, accessible documentation
✅ Available, helpful support
✅ Progressive autonomy

Simplified Recap Checklist

2-4 weeks before arrival:

[ ] Receive employee information
[ ] Order IT equipment
[ ] Create accounts and access
[ ] Get manager approvals

1 week before arrival:

[ ] Configure and test equipment
[ ] Install base software
[ ] Prepare documentation
[ ] Send pre-onboarding email

Day One:

[ ] Install equipment at workstation
[ ] Individual configuration session (30-45 min)
[ ] Common equipment training
[ ] Sign IT charter and GDPR
[ ] Basic security training
[ ] Provide support contacts

First week:

[ ] Check everything works (J+3)
[ ] Answer initial questions
[ ] Plan supplementary training

First month:

[ ] IT follow-up point (J+10)
[ ] Mandatory security training
[ ] Security exercise enrollment
[ ] Satisfaction survey (J+30)

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