Employee onboarding checklist: what to do at every stage

Key takeaways: An employee onboarding checklist is a step-by-step list of tasks that HR, IT, and managers complete to bring a new hire from accepted offer to full productivity, typically over the first 90 days.

• What it is: A shared roadmap covering pre-arrival setup, first-day paperwork and orientation, first-week training, first-month check-ins, and long-term development.

• Why it matters: Onboarding spans several teams and dozens of tasks; a checklist is what keeps equipment, access, forms, and introductions from being missed or duplicated.

• How Jira Service Management helps: Turns the checklist into a tracked onboarding request that automatically assigns tasks to HR, IT, and the manager and shows everyone what’s done.

An employee onboarding checklist is a stage-by-stage list of everything that needs to happen to bring a new hire from accepted offer to full productivity — equipment and accounts before day one, paperwork and orientation on day one, training and a buddy in week one, feedback and goals in month one, and development beyond that. It’s shared by HR, IT, and the hiring manager, so each task has an owner, and nothing depends on someone remembering.

This guide explains what employee onboarding is and why it matters, walks through the checklist for each stage, and closes with best practices and tools for running it consistently.

What is employee onboarding?

Employee onboarding is a comprehensive process for integrating new hires into the company. It familiarizes them with the company’s culture, policies, and specific job roles.

The employee onboarding process begins once a candidate accepts a job offer and continues through the early stages of employment. This period usually lasts 90 days, but you can extend it to the first 6 months or a year.

The main goal of onboarding is to ensure that new employees feel welcomed and supported. This helps the employee engage with the company culture and perform well, and it also encourages new hires to stay with the company longer.

Why is employee onboarding important?

Effective onboarding for new employees is crucial because it significantly impacts employee retention. Consider these facts:

A well-structured onboarding process gives new employees the right tools, training, and resources from day one. It allows you to create a positive first impression and shape a supportive work environment. 

Effective employee onboarding also helps create a favorable employee experience and increases satisfaction. You can expect better performance and a more substantial commitment to the company from the employees.

Employee onboarding checklist

Think of the new employee onboarding checklist as a successful roadmap for your company's new workforce. The checklist involves all the necessary steps to guide new staff members.

Managers, HR, and IT teams usually design and implement the onboarding plan. To increase efficiency, create a manual onboarding schedule or use employee onboarding software.

Here’s a look at the items in an employee onboarding checklist.

Pre-arrival preparation

The onboarding process begins before the employee’s first day.

• Send the offer letter and contract with start date, responsibilities, dress code, and payroll details

• Specify which documents the new hire must provide, and the deadlines

• Set up their workspace, computer, and any other equipment

• Create their company email and software accounts

• Prepare a first-day agenda with team introductions and key contacts

First-day activities

The first day sets the tone for the new hire’s experience with the company.

• Welcome them personally — the manager, HR, and the immediate team

• Give a tour of the office or worksite

• Complete tax forms, direct deposit setup, and emergency contact information

• Review and sign company policies and agreements

• Run an orientation session covering company history, mission, and vision

• Provide the employee handbook

First-week integration

The first week is when a new hire starts to feel confident in the role.

• Deliver role-specific training on job duties and responsibilities

• Set initial goals and expectations for the role

• Assign a mentor or onboarding buddy

• Schedule regular check-ins for questions and support

• Train them on the software, tools, and systems they’ll use daily

• Confirm they can access all required resources and guides

First-month progress

By the end of the first month, the new hire should be integrated into the team and clear on how they’re doing.

• Hold regular feedback sessions with their manager to discuss progress and concerns

• Offer constructive feedback on early work

• Arrange continued training to deepen role knowledge

• Point them toward workshops, online courses, or other learning resources

Long-term integration

Onboarding ends when the new hire is fully productive, but development continues.

• Schedule performance reviews to evaluate progress and set long-term goals

• Discuss career development plans

• Encourage participation in team events and cross-functional work

• Keep regular one-on-ones with their manager after the formal onboarding period

• Make sure they know where to find resources and support as they grow

Employee onboarding best practices

Follow these best practices to ensure an efficient, effective onboarding process. 

• Customize the onboarding checklist to fit your company’s specific requirements.

• Foster a welcoming and inclusive environment. Make sure new employees feel valued and supported from the beginning. 

• Encourage open communication and create opportunities to engage with other team members throughout onboarding.

Embracing remote onboarding can be particularly effective for businesses with distributed teams. This approach ensures remote employees receive the same thorough introduction and support as their in-office counterparts.

Not sure how to create an onboarding checklist for your company? 

Use an onboarding checklist template to streamline the process. The new employee onboarding template from Jira can help you organize and track all the necessary steps.

Enhance the onboarding process with Jira Service Management

Creating a smooth onboarding experience is critical to making new hires feel welcome and setting them up for success. An employee onboarding checklist ensures you don’t overlook anything.

But you don’t have to do it all manually. Jira Service Management can take your onboarding process to the next level with a customizable template. Jira Service Management allows HR and IT teams to track and manage every onboarding step efficiently, ensuring new hires have a smooth and organized transition into the company.