# New Hire Onboarding Checklist **VantagePoint Networks** --- | Field | Value | |--------------------|--------------------------------------------| | Document ID | VPN-HR-ON-001 | | Version | 1.0 | | Classification | Internal | | Author | | | Approved By | | | Effective Date | | | Review Date | | | Organisation | | --- ## How to Use This Checklist This checklist covers the complete onboarding process from offer acceptance through the first 90 days. Each section is assigned to a responsible party. Mark items as complete using the checkboxes. Customise before distributing. --- ## New Hire Information | Field | Value | |--------------------------|------------------------------------| | Employee Name | | | Job Title | | | Department | | | Line Manager | | | Start Date | | | Work Location | | | Employment Type | | | Onboarding Buddy | | | HR Contact | | | IT Contact | | --- ## Phase 1: Pre-Arrival (Before Start Date) **Responsible: HR / Line Manager / IT** ### HR Administration - [ ] Offer letter signed and returned - [ ] Employment contract executed - [ ] Right to work documentation verified and copied - [ ] Background check completed and cleared - [ ] References received and verified - [ ] Employee added to HR system () - [ ] Payroll set up with correct bank details, tax code, and pension enrolment - [ ] Benefits enrolment pack sent (health, dental, pension, life insurance) - [ ] Emergency contact details collected - [ ] Employee handbook sent (version ) - [ ] Company policies acknowledgement form sent - [ ] NDA / confidentiality agreement signed - [ ] Intellectual property assignment agreement signed - [ ] Data processing consent form signed (GDPR) - [ ] Parking permit arranged (if applicable) - [ ] Building access card / fob ordered ### IT Setup - [ ] User account created in Active Directory / identity provider () - [ ] Email account created () - [ ] Username assigned: - [ ] Temporary password generated and stored securely - [ ] MFA token / app configured for first login - [ ] Security group memberships assigned (see Access Matrix below) - [ ] Distribution list memberships configured - [ ] VPN account created (if remote/hybrid) - [ ] account created (Teams/Slack) - [ ] account created - [ ] account created (if applicable) - [ ] Shared drive / SharePoint access provisioned - [ ] Software licences allocated (see Equipment Checklist below) - [ ] Phone extension / softphone configured - [ ] Voicemail set up with temporary greeting ### Equipment - [ ] Laptop ordered and configured (model: ) - [ ] Laptop encrypted with - [ ] EDR agent installed () - [ ] Standard software image deployed - [ ] Monitor(s) ordered (if office-based) - [ ] Keyboard and mouse ordered - [ ] Headset ordered (model: ) - [ ] Webcam ordered (if not built-in) - [ ] Docking station ordered (if applicable) - [ ] Mobile phone ordered (if role requires) - [ ] Mobile device management (MDM) enrolled - [ ] Equipment asset tags recorded in ### Workspace Preparation - [ ] Desk / workspace allocated and set up - [ ] Chair adjusted to ergonomic standards - [ ] Nameplate or desk label prepared - [ ] Welcome pack prepared (company swag, stationery, welcome letter) - [ ] Desk phone configured (if applicable) - [ ] Printer access configured for nearest printer ### Line Manager Preparation - [ ] Onboarding buddy assigned and briefed - [ ] First week schedule prepared - [ ] Team notified of new hire and start date - [ ] Initial project or task identified for first week - [ ] 30/60/90-day objectives drafted - [ ] Recurring 1:1 meeting scheduled in calendar - [ ] Welcome lunch or team introduction arranged - [ ] Mentor assigned (if applicable) --- ## Phase 2: Day 1 **Responsible: HR / Line Manager / IT / Buddy** ### Arrival and Welcome - [ ] New hire greeted at reception by or - [ ] Building access card / fob issued and tested - [ ] Office tour completed: - [ ] Reception and main entrance - [ ] Department area and assigned desk - [ ] Meeting rooms and booking process - [ ] Kitchen / break room - [ ] Toilets - [ ] Fire exits and assembly point - [ ] First aid station and first aiders - [ ] Print / copy room - [ ] Post room / deliveries - [ ] Parking (if applicable) - [ ] Introduced to immediate team members - [ ] Introduced to key contacts (see Key Contacts table below) - [ ] Welcome pack distributed ### HR Day 1 Tasks - [ ] ID badge photo taken and badge issued - [ ] Remaining paperwork completed and signed - [ ] Benefits enrolment reviewed and questions answered - [ ] Expense policy and process explained - [ ] Time tracking system explained () - [ ] Leave / holiday booking process explained - [ ] Health and safety induction completed - [ ] Fire evacuation procedure explained - [ ] First aider and fire warden locations shared - [ ] DSE (Display Screen Equipment) assessment scheduled ### IT Day 1 Tasks - [ ] Laptop and equipment handed over - [ ] Equipment condition documented and signed for - [ ] First login completed with password change - [ ] MFA enrolled and verified - [ ] Email access confirmed - [ ] access confirmed - [ ] VPN access tested (if applicable) - [ ] Shared drives / cloud storage access confirmed - [ ] Printer setup completed - [ ] IT acceptable use policy reviewed - [ ] Password policy explained - [ ] IT support process explained (how to raise a ticket) - [ ] Security awareness basics covered: - [ ] Phishing recognition - [ ] Clean desk policy - [ ] Screen lock policy - [ ] Removable media policy - [ ] Reporting security incidents ### Line Manager Day 1 Tasks - [ ] One-on-one welcome meeting (30-60 minutes) - [ ] Team structure and reporting lines explained - [ ] Role and responsibilities discussed in detail - [ ] 30/60/90-day objectives shared and discussed - [ ] Key projects and priorities introduced - [ ] Regular meeting schedule confirmed (1:1s, team meetings) - [ ] Communication preferences discussed - [ ] Buddy introduction and buddy programme explained - [ ] Work hours and flexibility policy discussed - [ ] Performance review process overview --- ## Phase 3: Week 1 (Days 2-5) **Responsible: Line Manager / Buddy / Various Departments** ### Mandatory Training - [ ] Information security awareness training () - [ ] Data protection / GDPR training - [ ] Code of conduct training - [ ] Anti-bribery and corruption training - [ ] Equality, diversity, and inclusion training - [ ] Health and safety training (role-specific) - [ ] (if applicable) ### Technical Onboarding - [ ] Company technology stack overview - [ ] Development environment setup (if engineering role) - [ ] Access to code repositories (if engineering role) - [ ] CI/CD pipeline walkthrough (if engineering role) - [ ] Network architecture overview - [ ] Key systems and tools training: - [ ] - [ ] - [ ] - [ ] (if operations role) - [ ] (if customer-facing role) - [ ] Documentation locations and standards explained - [ ] Change management process overview - [ ] Incident response process overview (where to report, who to contact) ### Department Introductions - [ ] Meeting with department head - [ ] Meeting with key cross-functional stakeholders - [ ] Meeting with IT support team - [ ] Meeting with HR business partner - [ ] Meeting with finance contact (expenses, procurement) - [ ] Attend first team meeting - [ ] Attend first department meeting (if scheduled this week) ### Process and Policy Review - [ ] Company mission, vision, and values reviewed - [ ] Organisation chart reviewed - [ ] Department processes and workflows reviewed - [ ] Quality management system overview (if applicable) - [ ] Customer service standards reviewed (if customer-facing) - [ ] Escalation procedures explained - [ ] On-call procedures explained (if applicable) - [ ] Disaster recovery / business continuity overview --- ## Phase 4: Month 1 (Weeks 2-4) **Responsible: Line Manager / Buddy** ### Deepening Knowledge - [ ] Shadowed key team members on core tasks - [ ] Completed first independent task or deliverable - [ ] Attended customer meeting or call (if applicable) - [ ] Reviewed key project documentation - [ ] Familiarised with vendor and partner relationships - [ ] Completed role-specific technical training: - [ ] - [ ] - [ ] - [ ] Accessed and reviewed knowledge base / wiki articles - [ ] Completed any outstanding mandatory training modules ### Relationship Building - [ ] Introduction meetings completed with all key contacts - [ ] Regular buddy catch-ups occurring (minimum weekly) - [ ] Attended at least one company-wide event or all-hands - [ ] Joined relevant internal communities or interest groups - [ ] Connected with peers in similar roles across the organisation ### Month 1 Review - [ ] 30-day check-in meeting with Line Manager completed - [ ] Progress against 30-day objectives reviewed - [ ] Feedback provided (both ways -- manager to new hire and new hire to manager) - [ ] Any concerns or blockers identified and addressed - [ ] 60-day objectives confirmed and agreed - [ ] Training gaps identified and plan updated - [ ] Buddy feedback collected - [ ] HR check-in completed (how is the onboarding experience?) - [ ] DSE assessment completed and any adjustments made --- ## Phase 5: Month 3 (Weeks 5-12) **Responsible: Line Manager** ### Performance and Development - [ ] Contributing independently to team deliverables - [ ] Completed all mandatory training and certifications - [ ] Role-specific competencies demonstrated at expected level - [ ] Participated in at least one cross-team initiative - [ ] Identified areas for professional development - [ ] Personal development plan drafted - [ ] Access permissions reviewed and adjusted to actual needs (least privilege) ### 90-Day Review - [ ] 90-day review meeting with Line Manager completed - [ ] Progress against 30/60/90-day objectives fully reviewed - [ ] Probation status assessed: - [ ] Probation passed -- confirmed in role - [ ] Probation extended -- improvement plan created - [ ] Probation not passed -- HR process initiated - [ ] Annual objectives set for remainder of year - [ ] Performance review cycle and timeline explained - [ ] Career development discussion held - [ ] Salary review date confirmed (if applicable) - [ ] All onboarding documentation filed in HR system - [ ] Onboarding feedback survey completed by new hire - [ ] Onboarding checklist archived --- ## Access and Permissions Matrix Assign access based on role. Mark applicable items. | System / Resource | Read | Write | Admin | Role Groups | |--------------------------------|------|-------|-------|--------------------------------------| | Active Directory | x | | | All employees | | Email () | x | x | | All employees | | | x | x | | All employees | | VPN | x | | | Remote / hybrid workers | | Shared Drive -- Department | x | x | | Department members | | Shared Drive -- Company-wide | x | | | All employees | | | x | x | | IT, Engineering, Support | | | x | x | | Project team members | | | x | x | | Sales, Account Management, Support | | | x | | | IT Operations, Engineering | | | x | | | Security team only | | Code Repository | x | x | | Engineering team | | CI/CD Pipeline | x | | | Engineering team | | Production Servers | | | | Senior Engineering, Operations only | | Firewall Management | | | | Network Engineering, Security only | | | x | | | Self-service; HR for admin | | | | | | Finance team only | | Cloud Console () | x | | | Engineering, Operations (read-only) | **Note:** All access follows the principle of least privilege. Access is reviewed at 90 days and annually thereafter. --- ## Equipment Checklist | Item | Asset Tag | Serial Number | Condition | Issued Date | Signed | |---------------------------|-----------|---------------|-------------|-------------|--------| | Laptop | | | | | [ ] | | Monitor 1 | | | | | [ ] | | Monitor 2 | | | | | [ ] | | Docking Station | | | | | [ ] | | Keyboard | | | | | [ ] | | Mouse | | | | | [ ] | | Headset | | | | | [ ] | | Webcam | | | | | [ ] | | Mobile Phone | | | | | [ ] | | Building Access Card | | | | | [ ] | | Desk Key / Locker Key | | | | | [ ] | | Other: __________________ | | | | | [ ] | **Employee Acknowledgement:** I confirm receipt of the above equipment in the condition stated. I understand that this equipment remains the property of and must be returned upon termination of employment. Signature: ___________________________ Date: _______________ --- ## Training Resources | Training Topic | Platform / Method | Duration | Mandatory | Deadline | |---------------------------------------|-----------------------------|------------|-----------|---------------------| | Information Security Awareness | | 45 min | Yes | Day 5 | | Data Protection / GDPR | | 30 min | Yes | Day 5 | | Code of Conduct | | 20 min | Yes | Day 5 | | Anti-Bribery and Corruption | | 20 min | Yes | Day 5 | | Equality, Diversity, and Inclusion | | 30 min | Yes | Day 5 | | Health and Safety | In-person / | 30 min | Yes | Day 5 | | Fire Safety | In-person | 15 min | Yes | Day 1 | | Training | Self-paced / buddy | 60 min | Yes | Week 1 | | Training | Self-paced | 30 min | Recommended | Week 1 | | Change Management Process | | 30 min | Yes | Week 2 (IT roles) | | Incident Response Awareness | | 30 min | Yes | Week 2 (IT roles) | | | | | Yes | Month 1 | | | | | Yes | Month 1 | | | | | Optional | Month 3 | --- ## Key Contacts | Name | Role | Email | Phone Extension | When to Contact | |---------------------------|-------------------------------|----------------------------|-----------------|------------------------------------------| | | Line Manager | | | Day-to-day work, approvals, escalation | | | Onboarding Buddy | | | Informal questions, navigation, culture | | | HR Business Partner | | | HR policies, benefits, personal issues | | | IT Support | | | IT issues, access requests, equipment | | | Department Head | | | Department strategy, escalation | | | Finance Contact | | | Expenses, procurement, purchase orders | | | Facilities Manager | | | Building access, workspace, parking | | | Security Team | | | Security incidents, suspicious activity | | | Reception | | | Visitors, deliveries, general enquiries | | | IT Helpdesk | | | Logging IT tickets | --- ## Onboarding Feedback To be completed by the new hire at 90 days and returned to . | Question | Rating (1-5) | Comments | |-----------------------------------------------------------------------|--------------|----------| | How well were you prepared before your start date? | | | | How welcoming was your Day 1 experience? | | | | How effective was the IT setup process? | | | | How helpful was your onboarding buddy? | | | | How clear were your role expectations and objectives? | | | | How adequate was the training provided? | | | | How supported did you feel by your line manager? | | | | How well do you understand the company culture and values? | | | | How confident do you feel performing your role independently? | | | | Would you recommend as a place to work? | | | **Overall comments and suggestions for improvement:** _________________________________________________________ _________________________________________________________ _________________________________________________________ --- **Document End** *This document is the intellectual property of VantagePoint Networks. Unauthorised reproduction or distribution is prohibited.* *VantagePoint Networks -- Professional Network Security Solutions*