Employee Onboarding Checklist: The Complete 2026 Guide

I still remember the anxiety I felt before my first day at my first real job. Would I know where to go? What to bring? Who to talk to?

Fast forward to when I was running Simpo, and I was on the other side. A new hire showed up for their first day, and I realized I had no plan. No checklist. No onboarding materials. Just me scrambling to figure out where they should sit and what computer to give them.

It was a disaster.

I'm Yuval, founder and CEO of Glitter AI. After running two startups and hiring dozens of people, I've learned that great employee onboarding isn't about making a good first impression. It's about setting people up to actually succeed in their role.

Here's the thing: a proper onboarding checklist isn't just an HR nicety. It's the difference between someone who's productive in a month versus someone who's still confused six months in.

Let me share the complete employee onboarding checklist I wish I'd had from day one.

Before Day 1: Pre-Onboarding Checklist

The onboarding process actually starts before your new hire walks through the door. This is where you set the tone and prevent that first-day scramble.

Immediately After Offer Acceptance

Send a welcome email with:

• Official start date and time
• First day logistics (where to go, what to bring, dress code)
• Point of contact for questions
• Any paperwork they can complete in advance

I learned this the hard way. One of our early hires at Simpo showed up two hours late because I never told them what time to arrive. Embarrassing.

Complete administrative setup:

• Create email account and company credentials
• Order equipment (laptop, monitor, accessories)
• Set up desk or workspace
• Add to relevant communication channels (Slack, Teams, etc.)
• Prepare access badges or building entry credentials

Prepare onboarding documentation:

• Employment paperwork (I-9, W-4, direct deposit forms)
• Benefits enrollment materials
• Company handbook and policies
• Training materials for their role
• Any compliance or security training required

One Week Before Start Date

Confirm logistics:

• Email the new hire with final details
• Confirm IT setup is complete
• Test all login credentials
• Verify workspace is ready

Prepare the team:

• Announce the new hire to the team
• Assign an onboarding buddy or mentor
• Block time on calendars for introduction meetings
• Prepare any team welcome gifts or materials

Create the first week schedule:

• Map out day-by-day activities
• Schedule key introductions and meetings
• Plan training sessions
• Block focus time for self-paced learning

Here's a template for the first week I use:

Day 1: Orientation, IT setup, team introductions Day 2: Role-specific training begins, shadow team members Day 3: Continue training, first small task or project Day 4: Meet with manager for role expectations discussion Day 5: Wrap up first week, check-in meeting

First Day Checklist

The first day sets the tone for everything that follows. Make it count.

Morning (First 2-3 Hours)

Welcome and orientation:

• Greet the new hire personally (don't make them wander around looking for someone)
• Office tour (restrooms, kitchen, emergency exits)
• Introduce to immediate team members
• Explain company culture and values

I try to do the office tour myself when possible. It gives me face time with new hires and shows them the CEO cares about their experience.

IT and administrative setup:

• Help them log into computer and email
• Set up phone and communication tools
• Review IT policies and security requirements
• Complete any outstanding paperwork

Provide essential resources:

• Company org chart
• Team directory with photos and roles
• List of key contacts and who to ask for what
• Employee handbook and company policies

Afternoon

Role overview meeting with manager:

• Discuss job responsibilities and expectations
• Review 30/60/90 day goals
• Explain how success is measured
• Answer questions about the role

Initial training begins:

• Overview of systems and tools they'll use
• Access to relevant documentation
• Introduction to key processes
• First learning modules or training videos

End of day check-in:

• Quick meeting to see how they're feeling
• Address any concerns or questions
• Preview tomorrow's schedule
• Send home with clear action items

The biggest mistake I made early on? Overwhelming new hires with information. Now I pace things and check in frequently to make sure they're not drowning.

First Week Checklist

The first week is about building foundation and context.

Daily Check-Ins

Meet with the new hire every single day:

• How are they feeling?
• What questions have come up?
• Are they getting what they need?
• Any technical issues or blockers?

These don't need to be long. 15-minute daily check-ins prevent small issues from becoming big problems.

Key First Week Activities

Complete essential training:

• Company-wide orientation (mission, values, culture)
• Department-specific training
• Compliance training (harassment prevention, data security, etc.)
• Tools and systems training

Shadow team members:

• Observe experienced employees doing similar work
• Ask questions in real contexts
• See how processes actually work in practice
• Build relationships with colleagues

This is where process documentation becomes critical. Instead of having senior employees spend hours explaining things, point new hires to clear, visual guides they can reference.

Assign first small tasks:

• Give them real work, but keep it low-stakes
• Provide clear instructions and expected outcomes
• Make sure they know who to ask for help
• Review their work and provide constructive feedback

Schedule key meetings:

• One-on-ones with team members
• Introduction to cross-functional partners
• Overview meetings with other departments
• Lunch with their onboarding buddy

End of Week Review

Friday check-in should cover:

• What went well this week?
• What was confusing or unclear?
• What questions remain unanswered?
• How supported do they feel?
• Preview of week two

I like to do this as a casual conversation, maybe over coffee. It creates psychological safety for them to be honest.

30-60-90 Day Onboarding Checklist

The first three months are where new hires either gain confidence or start looking for other jobs.

30-Day Checklist

By the end of month one, new hires should:

Understand the company:

• Mission, vision, and values
• How the business makes money
• Key products or services
• Major company initiatives and goals
• Organizational structure

Be functional in their role:

• Completed all required training
• Have access to all necessary systems
• Understand their core responsibilities
• Know who to go to for different types of questions
• Completed at least one meaningful project or task

Be integrated into the team:

• Know all immediate team members by name
• Understand how their role fits into the larger team
• Attended relevant team meetings
• Connected with their onboarding buddy regularly
• Started building working relationships

30-day manager check-in:

• Review progress against initial goals
• Provide feedback on performance so far
• Address any concerns or challenges
• Set clear expectations for month two
• Gather feedback on the onboarding process itself

60-Day Checklist

By the end of month two, new hires should:

Be contributing independently:

• Handle routine tasks without constant supervision
• Know where to find information they need
• Understand workflows and standard processes
• Contribute in team meetings
• Start taking ownership of projects

Expand their knowledge:

• Cross-training on related processes
• Deeper understanding of their function
• Learn about adjacent teams and how to collaborate
• Understand how their work impacts customers or other departments

Begin specializing:

• Start focusing on areas of the role that fit their strengths
• Take on more complex or challenging work
• Develop expertise in specific tools or processes
• Identify areas for professional development

60-day review:

• Formal performance discussion
• Review accomplishments and challenges
• Adjust goals if needed
• Discuss career development interests
• Plan for increased responsibility

90-Day Checklist

By the end of month three, new hires should:

Be fully productive:

• Operating at expected performance level
• Minimal supervision needed for routine work
• Proactively identifying and solving problems
• Contributing ideas for improvements
• Mentoring even newer employees

Understand the bigger picture:

• How company strategy affects their work
• Industry context and competitive landscape
• Cross-functional dependencies
• Long-term company goals and their role in achieving them

Be engaged and committed:

• Connected to the company mission
• Invested in their team's success
• Participating in company culture
• Thinking long-term about their career here

90-day formal review:

• Comprehensive performance evaluation
• Discussion of probation period completion (if applicable)
• Set goals for the next quarter
• Create professional development plan
• Celebrate successes

The 90-day mark is critical. If someone isn't clicking by then, something in your onboarding checklist process needs fixing.

Documentation Needed for Effective Onboarding

Here's what drove me nuts at Simpo: we'd explain the same things over and over to each new hire. Same questions, same answers, repeated endlessly.

Create these core onboarding documents:

Company overview:

• Mission, vision, values
• Company history and milestones
• Products and services
• Customer base and market
• Organizational structure

Administrative guides:

• Benefits enrollment process
• PTO and leave policies
• Expense reporting
• Payroll and pay schedules
• IT support and helpdesk

Role-specific documentation:

• Job description and expectations
• Standard operating procedures for core tasks
• Process flows and workflows
• Tools and systems guides
• Templates and examples

Cultural and practical info:

• Office norms and etiquette
• Communication preferences (email vs. Slack vs. meetings)
• Meeting culture and calendar norms
• How decisions get made
• Unwritten rules new people should know

Check out our guide on how to create SOPs employees actually follow for tips on making documentation people will use.

Creating Self-Service Onboarding Materials

Here's what changed everything for me: making onboarding materials self-service.

Instead of having managers repeat the same training over and over, create resources new hires can consume at their own pace.

Types of Self-Service Materials

Video training:

• Screen recordings showing how to use key tools
• Recorded presentations on company/department overviews
• Process walkthroughs with voiceover
• Welcome messages from leadership

Written guides:

• Step-by-step instructions with screenshots
• FAQs for common questions
• Quick reference guides
• Troubleshooting documentation

Interactive learning:

• Knowledge checks or quizzes
• Practice scenarios or exercises
• Sandbox environments to experiment safely
• Hands-on projects with feedback

Just-in-time resources:

• Searchable knowledge base
• Process documentation accessible when needed
• Templates and checklists
• Contact lists for specific questions

This is actually why I built Glitter AI. I wanted to capture training documentation without spending hours writing and formatting. Now I just record myself doing something once, and new hires can follow the guide with screenshots and step-by-step instructions.

The beauty of self-service materials? They scale. Whether you're onboarding one person or ten, the effort is the same.

Role-Specific Onboarding Variations

Not every role needs the same onboarding process. Here's how I think about customizing.

Technical Roles (Engineers, Developers)

Additional focus areas:

• Development environment setup
• Code review processes and standards
• Architecture and technical documentation
• Testing and deployment procedures
• Access to repos and development tools
• Technical onboarding buddy from the engineering team

Unique first tasks:

• Fix a small bug or documentation issue
• Review existing code to understand style
• Set up local development environment
• Make first pull request within first week

Sales and Customer-Facing Roles

Additional focus areas:

• Product training (deep dive on features and benefits)
• Sales methodology and process
• CRM and sales tools training
• Customer personas and use cases
• Competitive landscape
• Pitch and demo practice

Unique first tasks:

• Shadow experienced sales calls
• Role-play scenarios
• Product certification or assessment
• Listen to recorded customer calls

Operations and Administrative Roles

Additional focus areas:

• Systems and tools specific to function
• Workflows and approval processes
• Key stakeholders and who owns what
• Compliance and regulatory requirements
• Standard operating procedures for routine tasks

Unique first tasks:

• Process a sample transaction end-to-end
• Shadow multiple team members
• Review and update documentation
• Handle low-stakes real work with oversight

Management and Leadership Roles

Additional focus areas:

• Team dynamics and history
• Performance management processes
• Budget and resource allocation
• Strategic initiatives and priorities
• Stakeholder mapping

Unique first tasks:

• One-on-ones with all direct reports
• Review team metrics and performance data
• Understand current challenges and opportunities
• Create 30-60-90 day plan for the team

The key is identifying what's universal for all new hires versus what's specific to the role.

Measuring Onboarding Success

How do you know if your onboarding is actually working? Here are the metrics I track.

Quantitative Metrics

Time to productivity:

• How long until new hires can complete core tasks independently?
• When do they hit expected performance levels?
• How quickly do they close their first sale, ship their first feature, etc.?

Retention rates:

• What percentage of new hires are still here after 90 days? 6 months? 1 year?
• Are certain roles or departments seeing higher turnover?

Training completion:

• Are new hires completing required training on schedule?
• How long does it take to finish onboarding curriculum?
• Are there bottlenecks or modules people struggle with?

Manager time investment:

• How many hours do managers spend onboarding new hires?
• Is this decreasing as documentation improves?

Qualitative Feedback

New hire surveys:

• How prepared did you feel on day one?
• What part of onboarding was most valuable?
• What was confusing or overwhelming?
• What do you wish you'd known sooner?
• How supported did you feel?

Manager feedback:

• Is the onboarding process giving them the structure they need?
• Are new hires arriving at checkpoints prepared?
• What gaps exist in the current process?

30-60-90 day check-ins:

• Regular touchpoints to assess experience
• Identify issues while they're still addressable
• Gather specific suggestions for improvement

I send an anonymous survey at the 30-day mark and again at 90 days. The feedback has been invaluable for refining our process.

What Good Looks Like

Signs your onboarding is working:

• New hires report feeling welcomed and supported
• They're productive faster than previous cohorts
• They know where to find answers to questions
• They feel confident in their role
• Retention rates are high
• Managers aren't overwhelmed by onboarding demands

Red flags:

• Frequent questions about the same topics (gaps in documentation)
• New hires still confused about basics after 30 days
• High early turnover
• Managers spending excessive time re-explaining things
• New hires feeling isolated or unclear about expectations

Common Onboarding Mistakes (And How to Avoid Them)

Let me share the mistakes I've made so you don't have to.

Mistake 1: Information Overload

What it looks like: Dumping everything on new hires in the first week. Eight hours of presentations on day one. Hundreds of documents to read.

The problem: Humans can't absorb that much information at once. Most of it goes in one ear and out the other.

The fix: Pace information delivery. Introduce concepts when they're relevant. Create just-in-time resources instead of front-loading everything.

Mistake 2: No Clear Structure

What it looks like: "Just shadow people for a few weeks and figure it out." No schedule, no clear milestones, no expectations.

The problem: New hires feel lost and anxious. They don't know what they should be learning or if they're on track.

The fix: Create a detailed onboarding schedule with clear learning objectives for each week. Set explicit 30-60-90 day goals.

Mistake 3: Outdated or Missing Documentation

What it looks like: Handing new hires materials that reference old systems, processes that have changed, or tools you no longer use.

The problem: Erodes trust. If the official documentation is wrong, new hires learn to ignore documentation and just ask people instead.

The fix: Assign ownership for keeping onboarding materials current. Review and update at least quarterly. Get feedback from recent hires on what was outdated.

Mistake 4: One-Size-Fits-All Approach

What it looks like: Every new hire gets exactly the same onboarding, regardless of role, experience level, or background.

The problem: Wastes time on irrelevant content. Doesn't address role-specific needs. Experienced hires feel patronized.

The fix: Create modular onboarding with core universal content plus role-specific tracks. Adjust based on experience level.

Mistake 5: Focusing Only on Tasks, Not Culture

What it looks like: All training is about what to do and how to use systems. Nothing about team dynamics, company values, or how to be successful here.

The problem: New hires might learn the mechanics but miss the unwritten rules about how things really work.

The fix: Explicitly teach culture. Explain how decisions get made, what behaviors are valued, what success looks like beyond metrics.

Mistake 6: Set It and Forget It

What it looks like: Creating onboarding materials once and never updating them. Not gathering feedback or measuring effectiveness.

The problem: The business changes but onboarding stays static. Missed opportunities to improve.

The fix: Treat onboarding as a living process. Collect feedback from every new hire. Review metrics quarterly. Continuously refine.

I still cringe thinking about our early onboarding at Simpo. We made every single one of these mistakes. But each mistake taught me something that made the process better.

Building Your Onboarding Checklist: Where to Start

Feeling overwhelmed? Here's how to build an effective onboarding process from scratch.

Step 1: Document Your Current State

Map out what happens now:

• What do you tell new hires on day one?
• What training do they receive and when?
• What materials do you have (even if they're informal)?
• Who's involved in onboarding?
• What's working? What's not?

Just write it all down. Even a messy starting point is better than nothing.

Step 2: Define Success Criteria

What should new hires be able to do:

• By end of day one?
• By end of week one?
• At 30 days?
• At 60 days?
• At 90 days?

Be specific. "Understand the product" is vague. "Complete product certification quiz with 90% accuracy" is measurable.

Step 3: Create the Core Checklist

Start with the universal stuff:

• Pre-boarding logistics
• First day activities
• First week schedule
• 30-60-90 day milestones

Use the checklists in this guide as a starting point and customize for your company.

Step 4: Build Essential Documentation

Prioritize these materials:

1. First day orientation guide
2. How to access key systems and tools
3. Who to ask for what (contact guide)
4. Training manuals for core processes
5. Company overview and culture guide

Don't aim for perfection. A basic guide that exists is better than a perfect guide you haven't created yet.

Step 5: Assign Ownership

Clarify who owns what:

• Who coordinates overall onboarding?
• Who owns specific training modules?
• Who keeps documentation updated?
• Who checks in with new hires?
• Who gathers and acts on feedback?

At small companies, this might all be one person. That's fine. Just make it explicit.

Step 6: Test and Refine

Run your new process with the next hire:

• Follow the checklist exactly
• Note what works and what doesn't
• Ask the new hire for honest feedback
• Update based on what you learn

Every new hire makes your onboarding better if you're paying attention.

Final Thoughts

Here's what I wish I'd understood earlier: great onboarding isn't about impressing new hires. It's about setting them up to succeed.

The companies with the best retention, the highest performance, and the strongest cultures? They nail onboarding.

They make new hires feel welcomed. They provide clear expectations. They give people the resources and support they need to learn. They measure what's working and continuously improve.

Most importantly, they don't treat onboarding as a one-week event. It's a 90-day journey that starts before day one and continues well into month three.

Your onboarding checklist doesn't need to be perfect. It needs to be clear, comprehensive, and actually used.

Start with the basics in this guide. Customize for your company and roles. Gather feedback and improve it over time.

And remember: every hour you invest in great onboarding saves you dozens of hours down the road in confusion, re-training, and preventable turnover.

Your future self (and your new hires) will thank you.

Frequently Asked Questions

What should be included in an employee onboarding checklist?

An effective employee onboarding checklist should include pre-boarding tasks (IT setup, workspace preparation), first day activities (orientation, introductions, admin paperwork), first week training (company overview, tools training, initial tasks), and 30-60-90 day milestones. Include both administrative items and role-specific training, and assign clear ownership for each task.

How long should the employee onboarding process take?

Most companies use a 90-day onboarding period, though new hires should be functional in their core role within 30 days. The first day covers basics and orientation, the first week includes essential training, and months 2-3 focus on increasing independence and expertise. Technical or senior roles may need longer onboarding periods.

What's the difference between orientation and onboarding?

Orientation is typically a one-time event covering company basics, paperwork, and administrative setup. Onboarding is the comprehensive 90-day process of integrating new hires into the company culture, training them on their role, and helping them become productive team members. Orientation is a small part of the larger onboarding journey.

Who should be responsible for employee onboarding?

Onboarding is a shared responsibility. HR typically coordinates logistics and administrative tasks. The direct manager owns role-specific training and performance expectations. An onboarding buddy helps with day-to-day questions and cultural integration. IT handles system access and equipment. The key is clearly defining who owns each piece.

How can I measure if my onboarding process is effective?

Track time to productivity (how quickly new hires can work independently), retention rates at 90 days and beyond, training completion rates, and new hire satisfaction scores. Gather feedback through surveys at 30, 60, and 90 days. Strong onboarding shows up in faster productivity, higher engagement, and better retention compared to industry benchmarks.

Should remote employees have a different onboarding checklist?

Remote onboarding requires the same core elements but with additional focus on virtual connection, technology setup, and communication norms. Include extra check-ins to prevent isolation, virtual team introductions, clear remote work policies, and over-communicate expectations since casual in-person questions aren't possible. The 30-60-90 day framework still applies.

What are the most common onboarding mistakes to avoid?

The biggest mistakes are information overload on day one, lack of clear structure or expectations, outdated documentation, one-size-fits-all approaches that ignore role differences, focusing only on tasks without teaching culture, and treating onboarding as a one-week event instead of a 90-day process. Also avoid 'set it and forget it'—successful onboarding requires continuous improvement.

How do I create self-service onboarding materials efficiently?

Start by recording yourself or experienced employees performing common tasks while explaining the process. Turn these recordings into step-by-step guides with screenshots using tools like Glitter AI. Create searchable documentation that new hires can access when needed, rather than scheduling live training for everything. Build a core library of FAQs, process guides, and video tutorials that scale as you grow.