New Hire Onboarding Checklist | 4 Excel Templates [2022] - Valamis

The employee onboarding templates

An employee onboarding checklist is a valuable tool for HR professionals, offering a structured approach to integrating new hires into an organization.

Here are several benefits HR teams can gain from using such a checklist:

• Streamlined process: Ensures a consistent, efficient onboarding experience for all new hires, saving time and reducing errors.
• Improved compliance: Helps meet legal and organizational requirements, with a documented trail for audits.
• Enhanced employee experience: Smooths the transition for new employees, increasing engagement, satisfaction, and retention.
• Better communication: Clarifies expectations and responsibilities, fostering better communication between HR, new hires, and other departments.
• Increased productivity: Accelerates new hire ramp-up time and ensures role clarity, leading to quicker productivity.
• Supports retention: Engages employees early, aiding long-term retention and identifying opportunities for development.
• Customization and flexibility: Can be tailored to different roles or departments and scaled to handle various onboarding volumes.
• Data-driven improvements: Enables tracking and analysis of onboarding metrics, helping refine the process over time.

1. The welcome email checklist

Download a printable template PDF

This is the first official message that your new hire will get, except for the contract signing of course. The email should create a positive impression and set the new hire up for success from day one.

• Warmly welcome them to the team
• Include the starting date, time, and location
• Provide the phone number and email of their contact person
• Provide a list of the documents they should bring
• Include a schedule breakdown of their first day
• Explain the dress code, if there is one
• Attach your company informational documents
• Link to your company’s employee handbook

2. Pre-onboarding checklist

Download an employee onboarding checklist (in PDF and Excel formats).

This step is crucial! You don’t want your new hire to feel like you are not prepared for them. Follow this carefully and you won’t miss a thing.

Tasks:

1. Prepare documentation

• Employment contract, NDA, tax forms, benefits information
• Send a welcome email to your new employee
• Warm welcome message
• Start date, time, location
• Contact details of their point person
• Documents to bring
• First-day schedule
• Dress code (optional)
• Company informational documents and employee handbook link

Notes for Hybrid/Remote employees:

• Include instructions for virtual start date, time, and login details for initial meetings.
• Highlight any specific digital documents they need to access or sign.

2. Set up workstation and accounts

• Order and set up computer, software, and office supplies
• Create email and necessary accounts in HR and IT systems
• Order security cards, keys, and necessary equipment

Notes for Hybrid/Remote employees:

• Ensure equipment is shipped to their home address.
• Provide remote access setup instructions and IT support contact details.

3. Team and company announcements

• Email team about the new hire’s name, position, start date, and location
• Schedule a meet-and-greet session

Note for Hybrid/Remote employees:

• Schedule a virtual meet-and-greet session using video conferencing tools.

4. Welcome package

• Include branded materials (e.g., mug, t-shirt, notebook)
• HR-related documents

Notes for Hybrid/Remote employees:

• Ship the welcome package to the new hire’s home address.

3. First day checklist

Download an employee onboarding checklist (in PDF and Excel formats).

Set out everything that should be done during the first day.

Tasks:

1. Welcome and orientation

• Personal welcome by HR, office tour, and introduction to team members
• Organize a welcome coffee if possible
• Ensure IT setup and access to necessary systems
• Organize an onboarding meeting to go through your INTRA
• Ensure new employees are introduced to your LMS and understand its importance
• Conduct orientation session on company culture, mission, values, policies, and safety procedures

Note for Hybrid/Remote employees:

• Conduct virtual tour to go through your Intra, team introductions, learning platform and other online materials that they will use during their job.
• Use video conferencing for welcome coffee and orientation sessions.

2. Onboarding buddy

• Assign a peer mentor and/or substance tutor for initial support and guidance

Note for Hybrid/Remote employees:

• Ensure the onboarding buddy sets up regular virtual check-ins.

3. Workstation setup

• Ensure all equipment is working properly
• Provide access to the digital learning environment if available

Side note for Hybrid/Remote employees:

• Confirm remote setup is functioning and provide virtual IT support if needed.

4. Welcome lunch (optional)

• Organize a lunch with the new employee and their team

5. End-of-day meeting

• One-on-one (virtual) meeting to address initial questions and concerns

4. First week checklist

Download an employee onboarding checklist (in PDF and Excel formats).

Because this is the essential period of adaptation, it is really important to help the new employee and not overwhelm them.

Tasks:

1. Mandatory training sign-ins

Introduce new hires to mandatory studies learning path. Usually this essential curriculum must be completed within the first two months of their employment and renewed annually.

Example of mandatory studies learning path. This path includes:

• Orientation program: Introduce employees to your company’s values, culture, and policies.
• Compliance training: Ensure employees understand and adhere to essential regulations and standards pertinent to their roles.
• Role-specific training: Equip employees with the skills and knowledge tailored to their specific positions.
• Health and Safety Modules: Educate employees on safety procedures to maintain a safe working environment for everyone.

Note for Hybrid/Remote employees:

• Provide links to online training modules and ensure remote access.

2. Goal setting and feedback

• Discuss short-term and long-term goals with the supervisor
• Hold feedback meetings to address concerns and progress

3. Team-building activities (optional)

• Organize and invite the new employee to participate in team-building activities
• Access to policies and resources
• Provide access to company policies and necessary resources

Note for Hybrid/Remote employees:

• Ensure all resources are accessible online.

5. First month checklist

Download an employee onboarding checklist (in PDF and Excel formats).

During the first month, you should be reviewing how the employee performs and check their feelings about their new job. Find problems and solve them.

Tasks:

1. Ensure continuous learning for your new hires

• With LMS: provide access to additional training resources on your current LMS
• Without LMS: share relevant learning materials and opportunities

Note for Hybrid/Remote employees:

• Ensure all learning materials are available online.

Tip: To maintain compliance and stay updated with the latest practices, remind employees to complete the Mandatory Studies Learning Path annually. This ensures continuous development and adherence to current standards.

2. Performance and feedback review

• Review the employee’s performance and feelings about their job
• Send a first month onboarding survey
• Set a meeting with the department head about the employee’s progress
• Set a one-to-one meeting with the employee at the end of the month
• Evaluate performance and provide constructive feedback
• Plan and schedule three-month and six-month surveys for the employee

Few more tips

• Orientation: Include LMS introduction in the onboarding process.
• Monitoring: Regularly check employees’ progress and completion of the learning path.
• Support: Provide assistance and answer any questions employees might have regarding the LMS.
• Personalize the experience: Tailor the onboarding process to the individual’s role and department
• Clear communication: Maintain open lines of communication throughout the onboarding process
• Monitor progress: Regularly check the new hire’s progress and adjust the onboarding plan as needed
• Engage early and often: Keep the new hire engaged with the company’s mission and values from day one

Note for Hybrid or Remote employees: This checklist applies to all employees. However, specific instructions and adjustments may be required for hybrid or remote employees, such as virtual meetings, remote IT setup, and digital documentation processes. Ensure clear communication and provide necessary resources for remote integration.

Excel onboarding checklist templates

1. Template for several employees – dropdown selector

Download template Google Sheets / Excel (.xlsx).

2. Template for several employees – checkboxes

Download template Google Sheets / Excel (.xlsx).

3. Template for a single employee – dropdown selector

Download template Google Sheets / Excel (.xlsx).

4. Template for a single employee – checkboxes

Download template Google Sheets / Excel (.xlsx).

Trello onboarding templates

1. New Employee Onboarding template by Valamis – check template
2. Onboarding Process For New Hires by InVision – check template
3. Government Onboarding Process For New Hires – check template

FAQ about onboarding checklist

What is an onboarding checklist?

An onboarding checklist organizes the steps to prepare for a new employee starting in an organisation for managers and HR. The onboarding checklist helps to ensure all necessary preparation steps are taken while guiding new employees through their first days as part of a new team.

How long should an onboarding checklist be?

An onboarding checklist will vary in length depending on the role and the company hiring process, but it should cover everything from orientation to getting the new employee adjusted in their new role.

How to create an onboarding checklist?

Makes notes of the most important aspects of your onboarding process, from recruitment to acclimating the new employee to their new team.

Include specific details about pre-onboarding a new employee, what equipment they will need, what their first day will look like, how to introduce them to their team and the company, and how to set them up for success in their new role.

List out each process for these different stages in a timeline order format to create your own checklist.

What to include on an onboarding checklist?

The onboarding checklist should include the recruitment process, new employee orientation, introduction of all aspects of the role to the employee, job training, goal-setting, introduction to company culture, meeting other employees and a serve as a guide to help the new hire get adjusted quickly and become a productive member of their team.