Optimize your IT onboarding process with this free onboarding checklist

The days of new hires walking into an office to collect their equipment are gone. For remote teams, IT onboarding is a multi-step process that provides employees with the tools they need, no matter where they are. Imagine starting a job only to discover your laptop isn’t ready or your access to crucial tools isn’t set up. IT onboarding is one of the most critical moments for making a first impression.

Great onboarding boosts retention by 82% and productivity by 50%. However, nearly one in three employees quit within six months due to poor onboarding. For remote teams, it’s the difference between feeling supported or disconnected.

That’s where GroWrk comes in. By automating device provisioning, software setup, and asset management, GroWrk helps distributed teams onboard seamlessly—giving your new hires the tools they need to thrive from the start.

What is IT onboarding?

IT onboarding equips new hires with the tools and systems they need to excel in their roles. It must be done right, as it is essential for employee retention.

A study has shown that an effective onboarding process can increase retention and productivity on a new employee's first day. There's massive room for improvement, as only 1 in 10 employees think their employer does a great job of onboarding. According to a Bamboo HR report, 33.37% of new hires leave their new companies within the first 6 months.

An IT onboarding checklist will ensure that necessary permissions are not forgotten and that your employees do not wait hours to receive their devices before starting an important task.

Key elements of an IT onboarding policy

A structured IT onboarding policy is the backbone of a successful onboarding process. It provides clear guidelines for employees and teams, ensuring consistency and efficiency across the organization. Here are the essential components to include.

Access control levels for different roles

Determining access levels is critical for both security and efficiency. Create a detailed matrix that specifies permissions for each role, such as admin access for IT staff, restricted access for interns, and general user access for most employees.

This structure ensures employees only access what’s necessary for their roles, reducing security risks. For example, a marketing associate shouldn’t have access to payroll data, while an IT admin needs full access to system configurations.

IT governance and policy framework

A solid IT governance framework is a guiding compass for consistency and accountability across the organization. Clear protocols covering IT asset management, data security, and acceptable technology use establish expectations and reduce employee uncertainty. Policies should also include monitoring and reporting mechanisms to address potential violations effectively.  

To streamline processes, a well-defined decision matrix for hardware or software purchases ensures alignment between departments without bottlenecks. By combining clarity with control, this framework sets a foundation for agile and compliant decision-making at every level.  

Remote and hybrid work policy

Supporting remote or hybrid work requires flexible IT policies tailored to modern challenges. Guidelines for securely provisioning and configuring devices remotely ensure smooth onboarding for distributed teams. For instance, remote device setup and secure software installation allow employees to hit the ground running from anywhere they work.  

Equally important are clear communication protocols for remote support. Designated troubleshooting channels, such as live chats or ticketing systems, create dependable ways for employees to resolve issues. This proactive policy empowers teams regardless of their location, fostering inclusion and productivity.  

Hardware replacement and maintenance policy

Every IT asset has a lifecycle, and maintaining a clear replacement policy ensures resources remain optimized. Timely upgrades or repairs reduce downtime, enabling employees to stay productive without frustration. For remote workers, additional provisions like shipping instructions or partnerships with local vendors guarantee they’re not left behind.  

Efficient policies also simplify how maintenance requests are submitted and processed. By outlining steps for employees to report issues quickly, companies minimize disruptions while ensuring assets remain fully functional and aligned with business goals.  

Security training modules

Security should be a priority from day one. Provide training on password management, multi-factor authentication (MFA), phishing awareness, and other critical topics. Automated tools like KnowBe4 or CybSafe can streamline this process and make training interactive.

Continuous security refreshers keep employees updated on evolving threats, building a proactive approach to cyber safety. This policy protects not just the organization’s data but also instills confidence among employees that their skills are aligned with modern security standards.  

Technology training and adoption plan

A phased technology training plan is key for employees to feel confident and capable. Day-one basics ensure familiarity with core systems, while week-one essentials cover tools critical to their roles. By the first month, role-specific training ensures every team member is fully equipped to thrive.  

Pairing new hires with IT mentors can make onboarding more personalized and effective. Combined with interactive tutorials or recorded modules, this approach fosters an environment where employees feel supported in adopting new technologies.  

Detailed IT support and troubleshooting guidelines

Make it easy for employees to get help. Include clear instructions on how to contact IT support, whether through email, chat, or ticketing systems. A centralized knowledge base with FAQs and self-service guides can reduce the burden on IT teams.

Remote troubleshooting methods are crucial for distributed or hybrid teams. Tactics like video walkthroughs or remote desktop access ensure swift solutions, keeping productivity intact even from a distance.  

IT roles and responsibilities

Transparency in IT onboarding hinges on clearly defined roles and responsibilities. Assigning tasks, such as device setup to IT or documentation review to HR, keeps each aspect of the onboarding process moving smoothly. Having a dedicated decision-maker for each task ensures accountability at every stage.  

An escalation process bolsters this structure by countering delays or unforeseen issues. By embedding flexibility and oversight, organizations maintain efficiency while delivering a seamless experience for every new hire.  

Cross-departmental coordination policy

The success of onboarding lies in cross-departmental collaboration. HR, IT, and managers need synchronized communication to share crucial details like start dates and role-specific needs. Establishing streamlined information-sharing policies minimizes delays and confusion.  

Regular check-ins between departments help maintain alignment throughout onboarding. This policy fosters teamwork and mutual accountability and ensures that every new hire transitions smoothly, regardless of complexity.

IT onboarding checklist before the first day

Order and prepare devices:

• Ensure laptops, monitors, and other equipment are functional and preloaded with the necessary software.

• Test all devices to confirm readiness.

• Organize and collect all the onboarding paperwork- HR paperwork can be sent along with a welcome email from the hiring manager that includes the offer letter, new hire checklist, contract, and company policy documents. This can then be followed by a call with the hiring manager to review the forms, set expectations, and acquaint the employee with the process.

Set up user accounts:

• Create accounts for email, file-sharing platforms, and other essential tools.

• Assign permissions based on the employee’s role to ensure secure access.

Prepare onboarding materials:

• Share instructions for setup and provide IT contact details in case of issues.

• Include welcome kits or digital guides to familiarize the new hire with your company’s culture.

IT onboarding checklist for the first day  

Schedule IT walkthroughs:

• Dedicate time to guide the new hire through logging into accounts and configuring devices.

• Address any immediate technical issues.

• Send a copy of the companies' IT policy, laptop management agreement, and general equipment use agreement.

• Organize and collect all the onboarding paperwork.

Deliver basic training:

• Introduce collaboration tools, email systems, and secure login processes.
  
  
• Review company security protocols, such as password management and multi-factor authentication.

12 things your employee needs on their first day:

• Laptop or computer

• Monitor

• USB sticks

• Phone

• Docking station

• Mouse

• Keyboard

• Charging cables

• Cybersecurity training

• A Mentor or onboarding buddy to help them get started and introduce them to the rest of the team as this can increase employee retention

• Ergonomic desk and chairs

• Virtual introduction to other members of the teams to meet who they will be working with!

IT onboarding checklist for your new employee's first week

IT onboarding takes months, and routine security training exercises shouldn't be done in a few days. Companies can achieve effective onboarding with a quality onboarding program to plan routine security training exercises and onboarding material.

During your new hire's first week, managers should ensure that the following security guidelines have been put in place:

• Bought and installed all hardware and software needed for a WFH space.

• Sent a welcome kit

• Created all accounts for the necessary tools and software

• Conducted onboarding meetings with HR and held a virtual meeting to introduce the new team member.

• The new employee has signed a data privacy and employment equipment agreement. 

• The new hire has completed cybersecurity and privacy training. 

• Include the laptop and accessories in your laptop inventory and device management software. With GroWrk, you can order, deliver, and monitor the inventory of all your employees, regardless of location. 

• Arrange an introduction session with IT.

• Arrange an interactive team orientation 

• Received feedback about the whole process. 

• Ensure new hires can contact technical support; GroWrk also offers a 24-hour help desk!

• Provide access to cloud storage sites such as Dropbox, Google Drive, etc. 

Conduct regular check-ins:

• Resolve technical issues and ensure all tools are functioning smoothly.

• Provide ongoing support to build confidence with IT systems.

Share knowledge resources:

• Offer access to FAQs, internal documentation, and troubleshooting guides.
• Encourage self-service options for minor IT needs.
  
  

IT onboarding checklist for the first month

Offer role-specific training:

• Provide advanced training tailored to the employee’s responsibilities.

• Focus on tools and systems critical to their job function.

Gather feedback and verify systems:

• Confirm all systems are working properly and meet the employee’s needs.

• Collect feedback to improve the onboarding process for future hires.

This checklist helps new hires feel confident and supported from day one while ensuring your team operates efficiently. 

Best practices for a successful IT onboarding process

A thoughtful IT onboarding process sets new hires up for success while saving time and resources for your team. Here are key best practices to make the process seamless and impactful.

Start before day one

Preparation is everything when it comes to IT onboarding. Having devices ready, accounts configured, and all necessary software pre-installed before a new hire’s first day saves time and avoids unnecessary delays. More importantly, it shows new employees that your organization values their time and is invested in their success from the very start.  

Use an IT onboarding checklist so no details slip through the cracks. Breaking tasks into phases—pre-boarding, day one, week one, and month one—creates a smoother onboarding experience. GroWrk makes this easier by automating workflows and centralizing tasks, which is ideal for global teams managing distributed employees.

Automate as much as possible

Automation is a game-changer for IT teams handling the complexities of onboarding. Automating repetitive tasks like device provisioning, software installations, and training reminders significantly reduces human error and saves valuable time. It allows your team to focus on higher-value work rather than tedious manual processes.  

Platforms like GroWrk simplify automation, especially for remote and hybrid teams scaling their operations. By leveraging these tools, businesses ensure that every new hire—regardless of their location—receives a consistent, efficient onboarding experience that sets them up for success.  

Personalize the onboarding experience

Onboarding isn’t a one-size-fits-all process. Every role has unique needs, and tailoring the onboarding process to align with an employee’s responsibilities enhances their experience and engagement. For example, engineers may need advanced technical setups, while marketing teams may benefit more from creative collaboration tools.  

With GroWrk, businesses can create customizable templates and workflows to cater to each role's needs while maintaining consistency. This personalized approach not only boosts satisfaction but also builds a strong foundation for the employee’s productivity and long-term success.  

Top IT onboarding software and tools

GroWrk

GroWrk simplifies IT asset lifecycle management for distributed teams, from deploying devices for new hires to securely retrieving them during offboarding. Integrating with other HR, IT, and productivity tools, GroWrk automates workflows for smooth and secure asset management at every stage.

Key features:

• Global equipment delivery: Provides fast and reliable equipment delivery to over 150 countries, ensuring new employees have the necessary tools from day one. 

• Customizable equipment packages: Allows the creation of pre-selected equipment packages tailored to specific roles, streamlining the provisioning process. 

• Employee choice: New hires can select their preferred equipment from a curated list, enhancing satisfaction and comfort. 

• Real-time tracking: Offers real-time updates on equipment orders, providing clear visibility into the status and location of deliveries. 

Use cases:

• Efficient onboarding: Ensures new hires receive the right equipment promptly, reducing delays and enhancing productivity.

• Global team support: Facilitates smooth onboarding for employees in multiple countries, maintaining consistency and efficiency.

• Scalable processes: Supports growing organizations by standardizing IT onboarding procedures across diverse locations.

Rippling

Rippling offers a unified solution for managing HR and IT tasks, making it ideal for automating both employee onboarding and offboarding. Its integration capabilities simplify account creation, permissions management, and device assignments.

Key features:

• Unified dashboard: Manage HR and IT onboarding from a single platform.

• Automation: Automates account creation, device provisioning, and permissions management.

• Integration: Connects seamlessly with popular tools like Slack, Zoom, and Google Workspace.

Use cases:

• Streamlined setup: Quickly assigns devices and accounts for new hires.

• Simplified offboarding: Automates deactivation of accounts during employee transitions.

• Role-specific configuration: Tailors access and tools to individual job requirements.

Zavvy

Zavvy focuses on creating structured onboarding workflows tailored to roles and departments. Its flexibility makes it a go-to tool for delivering consistent, engaging onboarding experiences.

Key features:

• Workflow templates: Pre-designed workflows for role-specific onboarding.

• Automation: Keeps onboarding tasks on track with automated reminders and progress tracking.

• Engagement tools: Interactive content to keep new hires engaged throughout the process.

Use cases:

• Customized paths: Creates unique onboarding journeys for each department.

• Automated follow-ups: Ensures timely task completion with automated notifications.

• Engaging onboarding: Boosts satisfaction with interactive onboarding modules.

JumpCloud

JumpCloud provides centralized identity management and secure access controls, making it easier for IT teams to manage user accounts and devices.

Key features:

• Identity management: Simplifies user authentication with a single directory.

• Zero trust security: Implements secure access controls across endpoints.

• Device management: Enforces security policies for all connected devices.

Use cases:

• Secure access: Manages user access across tools and platforms seamlessly.

• Compliance enforcement: Ensures remote devices meet company security standards.

• Streamlined authentication: Reduces friction with centralized login management.

Okta

Okta specializes in identity and access management, enabling businesses to onboard employees with the right access from day one securely.

Key features:

• Single sign-on (SSO): Enables seamless login to multiple applications.

• Multi-factor authentication (MFA): Adds an extra layer of security.

• Provisioning automation: Simplifies user onboarding and offboarding across platforms.

Use cases:

• Secure application access: Protects sensitive data with role-based access.

• Efficient onboarding: Automates provisioning for new hires.

• Scalable identity management: Supports growing teams with centralized control.

Use GroWrk for your IT onboarding process

A well-structured IT onboarding process sets the foundation for a new hire’s success, especially in dynamic remote and hybrid work environments. By prioritizing a thoughtful onboarding strategy, you’re empowering employees to feel confident and supported while driving significant benefits for your organization. 

With the right onboarding approach, you can expect improved retention, enhanced productivity, reduced costs, and strengthened security. When implemented, each new hire can feel valued and be equipped to contribute to your team's success from the first day.

GroWrk makes IT onboarding simple and scalable for distributed teams. With global device provisioning, automated setup and configuration, and 24/7 IT support, GroWrk ensures your new hires have everything they need from the beginning—no matter where they’re located. Its robust asset tracking capabilities give you complete visibility and control over your IT equipment throughout its lifecycle.

Ready to transform your IT onboarding process? Request a demo today and see how GroWrk can help your team onboard smarter, faster, and more efficiently.

FAQ

Why is IT onboarding important?

IT onboarding sets the tone for a new hire’s experience. A smooth process helps employees feel supported, reduces downtime, and ensures they can start contributing quickly. It also protects the company by enforcing security protocols and minimizing risks like unauthorized access or data breaches.

What should be included in an IT onboarding checklist?

An IT onboarding checklist should cover all key steps, including:

• Ordering and configuring devices.

• Setting up user accounts and permissions.

• Installing necessary software.

• Providing training on tools and security guidelines.

• Scheduling regular check-ins to address technical issues.

How can IT onboarding improve employee productivity?

Effective IT onboarding reduces downtime by ensuring employees have everything to start working immediately. It also minimizes frustration by providing clear instructions and support, enabling employees to focus on their responsibilities instead of troubleshooting issues. Over time, an intense onboarding process builds confidence and engagement, further boosting productivity.

How does GroWrk support global IT onboarding?

GroWrk simplifies IT onboarding for distributed teams with global device provisioning, automated setup, and real-time IT support. Its platform provides centralized asset tracking, ensuring devices are delivered, configured, and managed efficiently across multiple locations. With GroWrk, companies can standardize and scale their onboarding processes while enhancing the new hire experience.