New Employee IT Onboarding Checklist

Welcome to the Team

This checklist ensures every new employee is fully set up and secure from day one. IT administrators and new hires should work through this together.

Before the Start Date (IT Admin)

• ☐ Create Active Directory / Microsoft 365 account with the company email format
• ☐ Assign the correct Microsoft 365 licence (Business Standard, E3, etc.)
• ☐ Add the new user to relevant security groups, Teams channels, and shared mailboxes
• ☐ Prepare the device (laptop/desktop) — image or reset to clean state
• ☐ Install required software: Office 365, VPN client, antivirus, line-of-business apps
• ☐ Set up email signature template
• ☐ Order any hardware (docking station, monitors, headset)

Day 1 — Account Setup (with New Employee)

• ☐ Sign in to Windows with company credentials — change temporary password immediately
• ☐ Set up Microsoft Authenticator app for MFA: aka.ms/mfasetup
• ☐ Sign in to Outlook and confirm email is flowing
• ☐ Sign in to Microsoft Teams — join all relevant channels
• ☐ Sign in to OneDrive — confirm sync is working
• ☐ Set up VPN client and confirm connection
• ☐ Test access to all required shared drives / file servers
• ☐ Install and activate any additional software from the approved software list

Day 1 — Security Training

• ☐ Review the company's Acceptable Use Policy (AUP)
• ☐ Complete phishing awareness training
• ☐ Set up a password manager with a strong master password
• ☐ Enable screen lock (Windows: Win+L, Mac: Control+Command+Q) and set auto-lock to 5 minutes
• ☐ Explain what to do if they suspect a phishing email or malware infection

Week 1 — Verify Everything Is Working

• ☐ Test printing on relevant office printers
• ☐ Confirm video conferencing (Teams / Zoom) with camera and microphone
• ☐ Test remote access / VPN from outside the office
• ☐ Confirm access to all line-of-business applications
• ☐ Walk through how to submit an IT support ticket
• ☐ Add IT support contact to phone: (470) 210-1470

Offboarding (When an Employee Leaves)

• ☐ Disable the Microsoft 365 account immediately (do not delete — keep for 30 days)
• ☐ Revoke all active sessions and MFA devices
• ☐ Remove from all shared mailboxes, Teams, and security groups
• ☐ Wipe and re-image the returned device
• ☐ Change any shared passwords the employee knew
• ☐ Back up mailbox data per company retention policy