Employee Onboarding Checklist & Template

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Organisations today face the sobering reality that employee turnover is increasing.

Moreover, the cost of employee turnover is increasing alongside this - costing upwards of twice an employee’s salary to find and train a replacement.

Not surprisingly, organisations are turning to the employee onboarding process to transform new hires into happy and productive employees.

Onboarding ensures employees not only acclimate quickly into his or her role, but to the culture and organisation - leading to higher levels of satisfaction and lower turnover.

To start, you need to map out all the onboarding process steps required. This will be used to form the employee onboarding checklist template. This should then be customised to your organisation's environment, and finally to the needs of each new hire and their unique onboarding plan.

Employee Onboarding Checklist Template

Here is an outline of key initiatives to include in your own checklist.

Before the New Hire Starts

Call to clarify expectations on the first day, office hours, dress code etc. Also remind the recruit to bring any information required to complete forms on the first day.
Prepare onboarding/orientation pack with employee handbook, company info, organisational charts, job description, maps, information on each department, links to resources etc. Tip: You can start optimising the onboarding processes with your intranet.
Determine what small projects or tasks should the new hire begin working on. What are the required readings to catch him or her up to speed with current projects in the company.
Create a learning and development plan to be discussed and refined with the employee during the first week. Use this to arrange required any training.
Prepare office supplies, and business cards (if applicable).
Work with IT to prepare technology equipment and have relevant logins for work systems and business applications created. This includes standard sets for all employees including email setup and access to common drives, as well as for department/role specific platforms such as Google Analytics, Salesforce and Hubspot for marketing hires.
Notify department, team members and possibly the entire organisation of the new hire with start date, position etc.
Pre-organise meetings for the new hire with relevant team members and/or departments, and add to their calendars (who do they need to speak to on day one vs later in the week). Also, add in recurring staff meetings to their calendars.
Set up a welcome lunch.
If applicable, set up an onboarding ‘buddy’, and arrange time in their calendars to assist the recruit.

First Day

Tour of the organisation, welcoming the new employee and introducing them to team members, various departments, and the layout of the facility.
Initial meeting to manage their expectations.
Run them through their schedule for the week.
Explain the role in more detail, including how it fits in with the department and contributes to the organisation.
Goals and projects within the team and the wider organisation, relationships with other teams/departments and those within the team.
Review organisational charts.
Run through day-to-day work-related policies. Travel reimbursement, security, overtime compensation, lunch breaks, leave request etc.
Fully functioning computer, systems access and other applications critical to their roles.
Run through IT procedures. Network access, intranet, IT support, telephone and relevant policies. Make sure they have their login details.
Take employee to one-on-one or lunch with a small group.

First Week

Training for business applications and work systems.
Meeting key personnel from various departments employees will work with, plus senior management if possible.
Arrange a team lunch. Enable employees to meet fellow team members in an informal social setting to speed up the relationship building process, and help them better understand the dynamics of the team.
Create employee goals, KPIs and milestones, as well as annual performance review process. Ensure the employee has a clear expectation of job expectations for the first month and 6 months.
Review calendar of events.
Run through the tasks to be performed. Identify work related tasks to be done immediately, and make sure to provide access to resources and let them know who to ask for help.
Debrief after initial meetings, training and after they start their initial tasks.
Ensure line managers touch base at the end of each day.

During the First Few Weeks or Months

Further clarify the employee’s role in the company.
Schedule regular one-on-one meetings, specifically to elicit feedback about how well the new employee is performing and acclimated to their organisational culture, and if there is any additional support and/or training they feel is required. They should feel well introduced to the system and is made to feel that he or she is part of the team.
Ensure employee is booked in for and attends additional training required.
Express confidence in the employee's capability and offer meaningful feedback to guide employees in the right direction. Let them know what they are doing a good job in, and constructive feedback on what could be improved.
Make sure it is easily for them to contact you for feedback.
Give the employee an important assignment to ‘own’, and explain how it contributes to the business.
Continue introducing them to employees in the company, and encourage them to attend social events.

During the First Three Months, then Six Months

Initial review of progress towards KPIs and milestones. This is important in identifying training required to cover any gaps in skill, knowledge or competence that may be affecting the worker’s productivity.
Request feedback from employees to understand their perceptions of the job and if it aligns with their expectations.
Request feedback from team in regards to new employee performance, and how well they ‘fit’ within the team culture.
Offer continued support to help guide the worker’s attitude and productivity.

Use the information above as the employee onboarding checklist template to ensure you do not miss any critical steps.

Then book in time with key members of each department, and have them simulate the new employee onboarding process to get a better understanding of what is required for each department, and specific roles.

Onboarding is a long-term process. It starts before the employee begins and continues at least until the first six months, and ideally, up to a year.

It also often means the difference between an organisation with high turnover, and one filled with engaged and productive employees who choose to stay for several years.

Employee Onboarding Examples

To give you a better sense of how to create an employee onboarding checklist for different employees, you can check out the two examples below.

The first is onboarding checklist for a new Sales Consultant working at a healthcare organisation.

Phase	Action Item	Details
Pre-boarding: Preparation Before the First Day	Set Up Company Accounts	Create email, CRM access, and intranet account.
	Prepare Welcome Package	Include company handbook, role-specific documents, and branded materials.
	Assign a Mentor/Buddy	Select an experienced team member to help the new hire settle in.
	Prepare Equipment	Arrange laptop, phone, and sales tools/software (CRM, email, etc.).
	Schedule Training Sessions	Set up training for the first week, including product knowledge and sales techniques.
Day 1: Introduction to the Organisation	Welcome Introduction	Introduce the new consultant to the team and key departments (Marketing, HR, Operations).
	Office Tour (if onsite)	Show office layout, break rooms, and emergency exits.
	Company Culture and Values	Share information about the company mission, vision, and values.
	Healthcare Industry Overview	Provide insights into the healthcare sector, including regulations, compliance, and customer focus.
	Role Overview and Expectations	Outline job responsibilities, goals, and performance expectations.
Week 1: Getting Started	Sales Process and Methodology	Walk through the sales cycle, from lead generation to closing deals, focusing on healthcare-specific sales processes.
	Product Training	Deep dive into the organisation’s products and services, focusing on healthcare-specific offerings (e.g., medical devices, healthcare software, etc.).
	CRM Training	Provide training on how to use the CRM system, including data entry, tracking leads, and managing accounts.
	Compliance and Regulations	Educate on healthcare-specific compliance and regulations (e.g., HIPAA in the US or Australian privacy laws).
	Sales Tools and Resources	Ensure familiarity with communication tools (email, Zoom), document sharing (Google Drive, SharePoint), and reporting systems.
Week 2: Shadowing and Hands-on Practice	Shadowing Senior Sales Consultants	Allow the new hire to shadow an experienced team member in client meetings (virtual or in-person), focusing on building relationships and selling healthcare products.
	Review Sales Scripts and Pitches	Go over existing sales scripts and customise them for specific healthcare client types.
	Cold Calling and Outreach	Start practising outreach strategies for healthcare clients, under supervision.
	Compliance Check-in	Review understanding of healthcare industry regulations and ethical sales practices.
Month 1: Integration and Progress Review	Review Sales Pipeline	Assess the new hire’s progress in building a pipeline of prospects.
	Set First Sales Goal	Define the first achievable sales target based on company goals and the new hire's experience.
	Sales Meeting Participation	Involve the new hire in regular sales meetings, product demos, and strategy sessions.
	Ongoing Training	Provide further training on sales techniques, product updates, and healthcare trends.
	Check-in with Manager	One-on-one with the sales manager to discuss the new hire's performance, address any concerns, and provide feedback.
Month 3: Full Integration and Independence	First Sales Call Review	Review the new hire’s first independent sales calls, providing feedback on communication, objection handling, and closing techniques.
	Client Meetings	Allow the new hire to conduct their own client meetings with supervision, providing guidance on handling specific client needs in the healthcare sector.
	Quarterly Performance Review	Conduct a formal performance review, assessing the new hire’s progress in meeting KPIs and integrating into the team.
	Ongoing Mentorship	Continue the mentorship relationship, with the mentor providing advice on handling complex sales situations or large healthcare clients.
	Provide Career Development Path	Discuss potential career development opportunities within the sales team, with a focus on advancing to senior roles or specialisation in healthcare products.

For comparison, here is a example checklist for a new retail store associate working for a large clothing brand.

Phase	Action Item	Details
Pre-boarding: Preparation Before the First Day	Set Up Company Accounts	Create email, POS system access, and employee portal login.
	Prepare Uniform & Equipment	Ensure uniform (e.g., branded apparel, name tag), badge, and necessary equipment (e.g., handheld scanner, keys) are ready.
	Assign a Mentor/Buddy	Select a senior store associate to guide the new hire through their first days.
	Provide Welcome Package	Include company handbook, employee benefits information, and an introduction to store policies.
	Schedule Training Sessions	Set up training for the first week, covering customer service, product knowledge, and sales systems.
Day 1: Introduction to the Store	Welcome Introduction	Introduce the new associate to the team and store manager, as well as key departments (e.g., HR, Marketing).
	Store Tour	Show store layout, inventory storage, stockroom, dressing rooms, staff areas, and emergency exits.
	Company Culture and Values	Share the company's mission, vision, and core values.
	Store Policies and Procedures	Review key store policies, including attendance, dress code, and return/exchange procedures.
	Health and Safety Training	Ensure understanding of store health and safety procedures, including emergency exits, fire drills, and first aid protocols.
Week 1: Getting Started	POS System Training	Provide hands-on training on how to use the Point of Sale (POS) system for processing transactions, returns, and exchanges.
	Customer Service Standards	Teach company standards for customer service, focusing on greeting customers, handling inquiries, and upselling.
	Product Knowledge	Review the store’s key products, seasonal collections, fabrics, and sizes. Focus on key selling points for each product category (e.g., men’s, women’s, accessories).
	Inventory Management	Train on stock replenishment, inventory counting, and tracking.
	Store Standards and Cleanliness	Show how to maintain store presentation, including floor setups, shelving, and cleanliness.
Week 2: Hands-on Experience	Shadowing Senior Associates	Allow the new hire to shadow experienced store associates, focusing on customer interaction, handling transactions, and managing the floor.
	Sales Floor Practice	Let the new hire practice interacting with customers, making recommendations, and processing sales under supervision.
	Returns and Exchanges Training	Walk through the process for handling returns and exchanges, ensuring understanding of company policies.
	Cash Handling Training	Provide training on cash handling procedures, including balancing cash drawers and processing credit card transactions securely.
	Sales Targets and KPIs	Set clear expectations for individual performance metrics, such as sales targets, upselling goals, and customer satisfaction scores.
Month 1: Integration and Progress Review	One-on-One with Store Manager	Meet with the store manager to discuss the new hire’s progress, challenges, and areas for improvement.
	Performance Review	Conduct a formal review of key performance indicators (KPIs), including sales, customer satisfaction, and adherence to store standards.
	Product Knowledge Review	Revisit product knowledge with quizzes or role-play scenarios, ensuring familiarity with the full range of offerings.
	Customer Service Role-Playing	Engage in customer service role-playing exercises to handle difficult situations (e.g., customer complaints, handling stock issues).
	Store Inventory Check	Provide training on conducting stocktakes, inventory audits, and managing stock discrepancies.
Month 3: Full Integration and Independence	Sales Performance Review	Conduct a detailed performance review, assessing sales achievements, customer service scores, and product knowledge.
	Team Collaboration	Encourage participation in team meetings to discuss sales strategies, store performance, and upcoming promotions.
	Independent Sales Role	Gradually allow the new hire to work more independently on the sales floor, with occasional feedback and check-ins from the manager.
	Visual Merchandising	Teach the basics of visual merchandising and store layout for creating appealing product displays and boosting sales.
	Ongoing Mentorship	Continue support from the assigned mentor, who can provide guidance on managing busy shifts, improving product knowledge, and handling customer interactions.

Next Steps

For more information on employee onboarding best practices including insights on planning, setting up and measuring success, check out the Employee Onboarding Best Practices Guide and Checklist.

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