AIPRO INSTITUTE
AiPro Institute™
EMPLOYEE ONBOARDING CHECKLIST
Comprehensive New Hire Onboarding Guide
New Employee Name: [EMPLOYEE FULL NAME]
Position/Title: [JOB TITLE]
Department: [DEPARTMENT NAME]
Start Date: [START DATE]
Manager: [MANAGER NAME]
HR Contact: [HR REP NAME & EMAIL]
Onboarding Buddy: [BUDDY NAME]
📋 Responsible Parties Legend:
HR MANAGER IT EMPLOYEE
📅 PRE-DAY ONE (Before First Day)
☐
Send Welcome Email
HR
Include start date, time, location, dress code, parking info, and what to bring
Due: [DATE]
Completed: [DATE/INITIALS]
Include start date, time, location, dress code, parking info, and what to bring
Due: [DATE]
Completed: [DATE/INITIALS]
☐
Complete New Hire Paperwork
EMPLOYEE
I-9, W-4, direct deposit, emergency contacts, benefits enrollment
Due: [DATE]
Completed: [DATE/INITIALS]
I-9, W-4, direct deposit, emergency contacts, benefits enrollment
Due: [DATE]
Completed: [DATE/INITIALS]
☐
Order Equipment & Supplies
IT
Computer, monitor, keyboard, mouse, phone, headset, office supplies
Due: [DATE]
Completed: [DATE/INITIALS]
Computer, monitor, keyboard, mouse, phone, headset, office supplies
Due: [DATE]
Completed: [DATE/INITIALS]
☐
Set Up Workspace/Desk
MANAGER
Prepare desk, chair, office supplies, welcome materials
Due: [DATE]
Completed: [DATE/INITIALS]
Prepare desk, chair, office supplies, welcome materials
Due: [DATE]
Completed: [DATE/INITIALS]
☐
Create System Accounts
IT
Email, file system, Slack/Teams, project management tools, VPN
Due: [DATE]
Completed: [DATE/INITIALS]
Email, file system, Slack/Teams, project management tools, VPN
Due: [DATE]
Completed: [DATE/INITIALS]
☐
Schedule First Week Calendar
HR
Orientation, team intros, training sessions, 1-on-1 with manager
Due: [DATE]
Completed: [DATE/INITIALS]
Orientation, team intros, training sessions, 1-on-1 with manager
Due: [DATE]
Completed: [DATE/INITIALS]
☐
Assign Onboarding Buddy
MANAGER
Select peer mentor to help with day-to-day questions
Due: [DATE]
Completed: [DATE/INITIALS]
Select peer mentor to help with day-to-day questions
Due: [DATE]
Completed: [DATE/INITIALS]
☐
Send Team Announcement
MANAGER
Introduce new hire to team via email/Slack with bio and start date
Due: [DATE]
Completed: [DATE/INITIALS]
Introduce new hire to team via email/Slack with bio and start date
Due: [DATE]
Completed: [DATE/INITIALS]
🌟 DAY ONE (First Day)
☐
Greet & Welcome Employee
MANAGER
Meet at reception/entrance, tour office, introduce to immediate team
Time: [TIME]
Completed: [DATE/INITIALS]
Meet at reception/entrance, tour office, introduce to immediate team
Time: [TIME]
Completed: [DATE/INITIALS]
☐
Complete I-9 Verification
HR
Review identification documents, complete Section 2 of I-9 form
Time: [TIME]
Completed: [DATE/INITIALS]
Review identification documents, complete Section 2 of I-9 form
Time: [TIME]
Completed: [DATE/INITIALS]
☐
Provide ID Badge & Keys
HR
Employee ID badge, building keys/access card, parking pass
Time: [TIME]
Completed: [DATE/INITIALS]
Employee ID badge, building keys/access card, parking pass
Time: [TIME]
Completed: [DATE/INITIALS]
☐
IT Setup & Access
IT
Set up computer, login credentials, email, phone, software installations
Time: [TIME]
Completed: [DATE/INITIALS]
Set up computer, login credentials, email, phone, software installations
Time: [TIME]
Completed: [DATE/INITIALS]
☐
Company Orientation Session
HR
Company history, mission, values, culture, organizational structure
Time: [TIME]
Completed: [DATE/INITIALS]
Company history, mission, values, culture, organizational structure
Time: [TIME]
Completed: [DATE/INITIALS]
☐
Review Employee Handbook
HR
Policies, benefits, code of conduct, safety procedures
Time: [TIME]
Completed: [DATE/INITIALS]
Policies, benefits, code of conduct, safety procedures
Time: [TIME]
Completed: [DATE/INITIALS]
☐
Sign Required Documents
EMPLOYEE
Handbook acknowledgment, confidentiality agreement, code of conduct
Time: [TIME]
Completed: [DATE/INITIALS]
Handbook acknowledgment, confidentiality agreement, code of conduct
Time: [TIME]
Completed: [DATE/INITIALS]
☐
Office/Facility Tour
MANAGER
Restrooms, break rooms, conference rooms, emergency exits, parking
Time: [TIME]
Completed: [DATE/INITIALS]
Restrooms, break rooms, conference rooms, emergency exits, parking
Time: [TIME]
Completed: [DATE/INITIALS]
☐
Team Introductions & Lunch
MANAGER
Meet team members, welcome lunch with immediate team
Time: [TIME]
Completed: [DATE/INITIALS]
Meet team members, welcome lunch with immediate team
Time: [TIME]
Completed: [DATE/INITIALS]
☐
Review Job Description & Expectations
MANAGER
Discuss role, responsibilities, performance metrics, first projects
Time: [TIME]
Completed: [DATE/INITIALS]
Discuss role, responsibilities, performance metrics, first projects
Time: [TIME]
Completed: [DATE/INITIALS]
☐
Meet Onboarding Buddy
MANAGER
Introduce to assigned buddy, schedule regular check-ins
Time: [TIME]
Completed: [DATE/INITIALS]
Introduce to assigned buddy, schedule regular check-ins
Time: [TIME]
Completed: [DATE/INITIALS]
📚 WEEK ONE (Days 1-5)
☐
Complete Required Training
EMPLOYEE
Safety training, harassment prevention, data security, compliance modules
Due: [DATE]
Completed: [DATE/INITIALS]
Safety training, harassment prevention, data security, compliance modules
Due: [DATE]
Completed: [DATE/INITIALS]
☐
System & Tools Training
IT
Email, calendar, file sharing, project management, communication tools
Due: [DATE]
Completed: [DATE/INITIALS]
Email, calendar, file sharing, project management, communication tools
Due: [DATE]
Completed: [DATE/INITIALS]
☐
Role-Specific Training
MANAGER
Department processes, workflows, tools specific to position
Due: [DATE]
Completed: [DATE/INITIALS]
Department processes, workflows, tools specific to position
Due: [DATE]
Completed: [DATE/INITIALS]
☐
Meet Key Stakeholders
MANAGER
Schedule 1-on-1s with cross-functional partners and leadership
Due: [DATE]
Completed: [DATE/INITIALS]
Schedule 1-on-1s with cross-functional partners and leadership
Due: [DATE]
Completed: [DATE/INITIALS]
☐
Review Company Products/Services
MANAGER
Product demos, service overview, customer profiles, competitive landscape
Due: [DATE]
Completed: [DATE/INITIALS]
Product demos, service overview, customer profiles, competitive landscape
Due: [DATE]
Completed: [DATE/INITIALS]
☐
Set Up Professional Profile
EMPLOYEE
Update org chart, company directory, internal bio, photo
Due: [DATE]
Completed: [DATE/INITIALS]
Update org chart, company directory, internal bio, photo
Due: [DATE]
Completed: [DATE/INITIALS]
☐
First Week Check-In
MANAGER
Discuss first impressions, answer questions, address concerns
Due: End of Week 1
Completed: [DATE/INITIALS]
Discuss first impressions, answer questions, address concerns
Due: End of Week 1
Completed: [DATE/INITIALS]
🚀 FIRST 30 DAYS
☐
Complete Product/Service Training
EMPLOYEE
Deep dive into company offerings, customer use cases, industry knowledge
Due: Day 30
Completed: [DATE/INITIALS]
Deep dive into company offerings, customer use cases, industry knowledge
Due: Day 30
Completed: [DATE/INITIALS]
☐
Shadow Team Members
EMPLOYEE
Observe experienced colleagues, learn processes, ask questions
Due: Day 30
Completed: [DATE/INITIALS]
Observe experienced colleagues, learn processes, ask questions
Due: Day 30
Completed: [DATE/INITIALS]
☐
Start First Project/Assignment
MANAGER
Assign appropriate starter project with clear scope and support
Due: Day 30
Completed: [DATE/INITIALS]
Assign appropriate starter project with clear scope and support
Due: Day 30
Completed: [DATE/INITIALS]
☐
Enroll in Benefits
EMPLOYEE
Review and select health insurance, retirement, other benefits
Due: Day 30
Completed: [DATE/INITIALS]
Review and select health insurance, retirement, other benefits
Due: Day 30
Completed: [DATE/INITIALS]
☐
Join Employee Resource Groups
EMPLOYEE
Explore and join relevant employee communities and interest groups
Due: Day 30
Completed: [DATE/INITIALS]
Explore and join relevant employee communities and interest groups
Due: Day 30
Completed: [DATE/INITIALS]
☐
Set 30-60-90 Day Goals
MANAGER
Collaborate to establish clear, measurable objectives for first quarter
Due: Day 30
Completed: [DATE/INITIALS]
Collaborate to establish clear, measurable objectives for first quarter
Due: Day 30
Completed: [DATE/INITIALS]
☐
30-Day Check-In Meeting
MANAGER
Formal review of progress, feedback, questions, adjustment needs
Due: Day 30
Completed: [DATE/INITIALS]
Formal review of progress, feedback, questions, adjustment needs
Due: Day 30
Completed: [DATE/INITIALS]
☐
HR 30-Day Check-In
HR
Survey employee satisfaction, address concerns, gather feedback
Due: Day 30
Completed: [DATE/INITIALS]
Survey employee satisfaction, address concerns, gather feedback
Due: Day 30
Completed: [DATE/INITIALS]
⚡ 60 DAYS
☐
Independently Manage Projects
EMPLOYEE
Take ownership of tasks with minimal supervision
Due: Day 60
Completed: [DATE/INITIALS]
Take ownership of tasks with minimal supervision
Due: Day 60
Completed: [DATE/INITIALS]
☐
Contribute to Team Meetings
EMPLOYEE
Share ideas, participate in discussions, provide input on decisions
Due: Day 60
Completed: [DATE/INITIALS]
Share ideas, participate in discussions, provide input on decisions
Due: Day 60
Completed: [DATE/INITIALS]
☐
Build Cross-Functional Relationships
EMPLOYEE
Network with colleagues in other departments, understand broader org
Due: Day 60
Completed: [DATE/INITIALS]
Network with colleagues in other departments, understand broader org
Due: Day 60
Completed: [DATE/INITIALS]
☐
Complete Advanced Training
EMPLOYEE
Role-specific certifications, advanced tool training, specialization courses
Due: Day 60
Completed: [DATE/INITIALS]
Role-specific certifications, advanced tool training, specialization courses
Due: Day 60
Completed: [DATE/INITIALS]
☐
60-Day Performance Review
MANAGER
Formal assessment of goal progress, strengths, development areas
Due: Day 60
Completed: [DATE/INITIALS]
Formal assessment of goal progress, strengths, development areas
Due: Day 60
Completed: [DATE/INITIALS]
🎯 90 DAYS (End of Probation)
☐
Demonstrate Full Role Competency
EMPLOYEE
Perform all core job functions independently and effectively
Due: Day 90
Completed: [DATE/INITIALS]
Perform all core job functions independently and effectively
Due: Day 90
Completed: [DATE/INITIALS]
☐
Meet 90-Day Goals
EMPLOYEE
Achieve objectives set during onboarding planning
Due: Day 90
Completed: [DATE/INITIALS]
Achieve objectives set during onboarding planning
Due: Day 90
Completed: [DATE/INITIALS]
☐
Propose Process Improvements
EMPLOYEE
Identify opportunities for optimization based on fresh perspective
Due: Day 90
Completed: [DATE/INITIALS]
Identify opportunities for optimization based on fresh perspective
Due: Day 90
Completed: [DATE/INITIALS]
☐
90-Day Performance Review
MANAGER
Comprehensive evaluation of performance, cultural fit, career trajectory
Due: Day 90
Completed: [DATE/INITIALS]
Comprehensive evaluation of performance, cultural fit, career trajectory
Due: Day 90
Completed: [DATE/INITIALS]
☐
Complete Probation Assessment
HR
Document probation completion, confirm continued employment
Due: Day 90
Completed: [DATE/INITIALS]
Document probation completion, confirm continued employment
Due: Day 90
Completed: [DATE/INITIALS]
☐
Set Annual Goals
MANAGER
Establish objectives for next 12 months, discuss career development
Due: Day 90
Completed: [DATE/INITIALS]
Establish objectives for next 12 months, discuss career development
Due: Day 90
Completed: [DATE/INITIALS]
☐
Celebrate Onboarding Completion!
MANAGER
Recognize successful onboarding, welcome as fully integrated team member
Due: Day 90
Completed: [DATE/INITIALS]
Recognize successful onboarding, welcome as fully integrated team member
Due: Day 90
Completed: [DATE/INITIALS]
ONBOARDING FEEDBACK
Employee Feedback (Day 90)
What went well during your onboarding?
[EMPLOYEE FEEDBACK]
What could be improved?
[EMPLOYEE FEEDBACK]
Did you feel prepared to succeed in your role?
[YES/NO - COMMENTS]
Manager Assessment
Overall Onboarding Success Rating: [1-5]
Comments:
[MANAGER COMMENTS]
ACKNOWLEDGMENT
By signing below, all parties acknowledge that the onboarding process has been completed successfully.
EMPLOYEE:
Signature: [SIGNATURE]
Printed Name: [FULL NAME]
Date: [DATE]
MANAGER:
Signature: [SIGNATURE]
Printed Name: [FULL NAME]
Date: [DATE]
HR REPRESENTATIVE:
Signature: [SIGNATURE]
Printed Name: [FULL NAME]
Date: [DATE]
