Essential Onboarding Checklists: Ebook

eBook
Essential
onboarding
checklists
Tools for aligning your
new hire experience
Contents
Starting off on the right foot 03
Pre-boarding checklist 04
Countdown to the first day 05
First day checklists 06
Checklists for week 1 07
Checklists for months 1–6 08
Other ideas for onboarding tasks 09
eBook | Essential onboarding checklists 2

Starting off on
the right foot
Everyone wants to make a great first impression.
69%
But why do so many companies drop the ball
of managers say
employee onboarding is when it comes to welcoming new hires?
time-consuming, 45%
say it’s frustrating Successful onboarding takes organization of multiple teams and
individuals, so it’s no wonder that a lot of tasks fall through the cracks in a
typical program.
7% But don’t get discouraged – we’ve collected the most common

onboarding tasks and compiled them into these essential checklists. We
of managers are using wanted to take care of the tactical side of onboarding so you can focus on
automated processes what really matters – creating a positive and personalized experience for
for onboarding (93% of your new hires.
onboarding tasks rely
on email, in-person
meetings or delegating
tasks to experts)
5–10
departments are involved
in onboarding in the
majority of companies*
*servicenow.com/lpwhp/state-of-
work-survey.html

Pre-boarding
checklist
Onboarding starts way before the day a new
hire walks into your office. Here’s a suggested
checklist of all the things you should prepare
before an employee’s first day.
Desk/equipment Welcome pack
Office access (key/badge) Company swag
Set up computer equipment Benefits documentation

and access
Software licenses
Company info
Specialized equipment
Business cards
Calendar set-up Documentation
One-on-one with manager Offer letter
Team lunch Signed I-9 and e-verify
Recurring team meetings Employee handbook
Office closures SSN and birthdate
All-hands meetings NDA
Social events Confidentiality and

inventions agreement
Direct deposit form
W-4

Countdown to
the first day
Don’t get overwhelmed by everything that
needs to get done. Sometimes it helps to have a
deadline, so here’s a quick guide to your timeline
leading up to a new hire’s first day.
Two weeks to start date One day to start date
Request computer and Organize welcome pack

email address
Review first day schedule
Order desk, chair any with HR, direct manager
other office equipment and any other participants
Order company swag Set up the new employee’s

work space
Order business cards
One week to start date
Prepare documentation
Set up software licenses

and work station
Set up calendars
Finalize first day schedule

(including lunch and any
social activities)

First day
checklists
Prepping for a perfect first day is a team effort.
These checklists will help you coordinate with
multiple people and departments to make sure
nothing falls through the cracks.
Human resources Direct manager Workplace buddy
Arrange facility tour and Explain why the role was Review office layout and
building acccess created/why this hire was made building access
Set up computer, email, Outline company mission Go over how to work coffee
any work accounts they and values machine, dishwasher,
need (chat, apps, etc.) photocopier and any other
Review job description and
essential equipment
Assist with benefits log-in responsibilities
Discuss what people usually do
Assist with payroll log-in, set up Create a 90-day plan
for lunch, coffee breaks, etc.
direct deposit
Introduce new hire to other
Go on a quick tour of the
Verify work eligibility department leads
neighborhood – point out the
Have employee fill out W-4 Go over company structure nearest pharmacy, bank, post
and organizational chart office, coffee shop, supermarket,
Have employee sign NDA, park, etc.
inventions agreement and any Set expectations and
other legal documents communication preferences Talk about office social activities
like happy hour, trivia night and
Give access to employee volunteer work
handbook
Go through company policies

and procedures (everything
from dog policy to dishwasher
etiquette)

Checklists for
week 1
Onboarding takes more than a single day.
Here are a few tasks to implement during a
new hire’s first week.
Human resources Direct manager
Oversee new hire orientation Go over job duties and

expectations
Organize social activities
Present company history and
Facilitate meetings with CEO
industry overview or organize
and executive leaders
a meeting where the CEO can
Assign a workplace buddy do this
Go over workplace policies
Workplace buddy
Take new hire to lunch
Go on a walk around the

neighborhood
Invite new hire for a quick social

outing (coffee run, snack break,
etc.)

Checklists for
months 1–6
You’ve got a good thing going – don’t stop now!
Here are a few ways to keep new hires engaged
during their first few months.
Human resources Direct manager
Ensure employee knows about Set up regular recurring

forums for giving and receiving one-on-one meetings
recognition
Ensure employee knows
Solicit feedback at key points in about forums for giving and
onboarding, such as the end of receiving recognition
months 1, 3, and 6
Set up regular check-ins for
Plan regular company-wide employee development plan,
social activities leadership training and
cross-functional projects
Workplace buddy
Plan regular check-ins and
social events
Introduce new hire to people

in other departments

Other ideas for
onboarding tasks
You can get as creative as you’d like when
you assign tasks to new hires.
Here are just a few of the ways cutting-edge employers are making
onboarding interactive and fun:
Ask new hires to think of ways their team and manager could
improve the onboarding experience and present their suggestions
to the team
Offer a lending library of books that have influenced the

company’s founders
Hold a Q&A with a class of new hires and a co-founder to address

all questions about the company’s history, vision and direction
Decorate the new hire’s desk with balloons, a welcome sign,

their favorite breakfast food or all three!
Throw a “100th day” party for all employees who have been at
the company for 100 days or fewer
Request some fun info from new hires such as their favorite drink,
food they’d like to eat on their birthday, dream vacation spot or
whether they believe in ghosts or aliens

Greenhouse is the hiring software company.
We help businesses be great at hiring through
our powerful hiring approach, complete suite of
software and services, and large partner ecosystem –
so businesses can hire for what’s next.
To learn more, visit

greenhouse.io

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eBook

Starting off on the right foot 03

Countdown to the first day 05

First day checklists 06

Checklists for week 1 07

Checklists for months 1–6 08

Other ideas for onboarding tasks 09

eBook | Essential onboarding checklists 2

7% But don’t get discouraged – we’ve collected the most common

eBook | Essential onboarding checklists 3

Desk/equipment Welcome pack

Office access (key/badge) Company swag

Set up computer equipment Benefits documentation

Calendar set-up Documentation

One-on-one with manager Offer letter

Team lunch Signed I-9 and e-verify

Recurring team meetings Employee handbook

Office closures SSN and birthdate

All-hands meetings NDA

Social events Confidentiality and

Direct deposit form

eBook | Essential onboarding checklists 4

Two weeks to start date One day to start date

Request computer and Organize welcome pack

Order company swag Set up the new employee’s

One week to start date

Set up software licenses

Finalize first day schedule

eBook | Essential onboarding checklists 5

Human resources Direct manager Workplace buddy

Go through company policies

eBook | Essential onboarding checklists 6

Human resources Direct manager

Oversee new hire orientation Go over job duties and

Go over workplace policies

Take new hire to lunch

Go on a walk around the

Invite new hire for a quick social

eBook | Essential onboarding checklists 7

Human resources Direct manager

Ensure employee knows about Set up regular recurring

Introduce new hire to people

eBook | Essential onboarding checklists 8

Offer a lending library of books that have influenced the

Hold a Q&A with a class of new hires and a co-founder to address

Decorate the new hire’s desk with balloons, a welcome sign,

eBook | Essential onboarding checklists 9

To learn more, visit

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