New Hire Checklist

A setup checklist covering the forms, accounts, equipment, and access a new employee needs to start work.

Published June 26, 2026

Printable PDF Onboarding HR New Hire IT Setup

Complete New Hire Paperwork

Collect the signed offer letter and employment agreement
Gather tax and payroll forms required for your region
Requirements vary by location; follow local laws and confirm with HR.
Set up direct deposit with verified bank details
Record emergency contact and personal information
Have the new hire sign policy and handbook acknowledgments
File all completed documents in the employee record securely

Create System Accounts

Create the company email account and mailbox
Set up a network or single sign-on login
Add the new hire to relevant team distribution lists
Provision accounts in core software and the HR system
Set a temporary password and require a reset at first login
Enforce multi-factor authentication from the start.
Add the employee to the company directory and org chart

Prepare Equipment

Order a laptop or desktop sized to the role's needs
Install and update required software and security tools
Provide a monitor, keyboard, mouse, and headset as needed
Issue a phone or SIM if the role requires one
Label and log all assigned equipment by serial number
An asset log makes future returns simple.
Test that all hardware powers on and connects before day one

Grant Access and Credentials

Assign role-based permissions to shared drives and folders
Grant access to project tools, dashboards, and databases
Issue building badges, keys, or door access codes
Set up parking, elevator, or facility access if needed
Add the new hire to required security and VPN groups
Document granted access for future audits and offboarding
Track access so it can be revoked cleanly later.

Set Up the Workspace

Assign a desk, office, or remote workspace stipend
Stock basic supplies like notebooks, pens, and chargers
Set up the chair, monitor, and ergonomics for comfort
Place a welcome note or starter kit at the desk
Confirm the workspace connects to network and printers
Provide a quick reference card for logins and IT support

Confirm First-Day Readiness

Verify all accounts, passwords, and access actually work
Run a test login on the new hire's primary device
Confirm payroll and benefits enrollment is in progress
Share the IT help desk contact and support hours
Notify HR, IT, and the manager that setup is complete
Do a final walkthrough of the desk and equipment
A quick check prevents day-one surprises.

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A new hire checklist is a setup list that covers the paperwork, system accounts, equipment, access, and workspace a new employee needs before they can do their job. It ensures every form is signed and every tool is ready on day one so the new hire is not left waiting.

This list focuses on the administrative and technical setup rather than the full onboarding journey. It is the behind-the-scenes work HR, IT, and facilities complete so a new employee can log in, badge in, and start contributing.

This printable checklist keeps HR and IT in sync, so no account, credential, or piece of equipment falls through the cracks.

Download the PDF, assign owners across departments, and check off each item as it is completed. The result is a new hire who arrives to a ready desk, working accounts, and complete paperwork.

FAQ

What paperwork does a new hire need to complete?

Typically a signed offer letter, tax and payroll forms, direct deposit details, emergency contacts, and policy acknowledgments. Required forms vary by location, so follow your local laws and confirm with HR.

What should IT set up for a new employee?

Email, network login, a configured laptop or desktop, access to core software, shared drives, and any role-specific tools. Group access by role so permissions stay consistent and easy to audit.

When should new hire setup be finished?

Aim to have paperwork, accounts, equipment, and access ready before the first day. A new hire who can log in and badge in immediately starts contributing faster and feels welcomed.

How is a new hire checklist different from onboarding?

This checklist covers the forms, accounts, equipment, and access setup. Onboarding is the broader program of training, introductions, and check-ins that follows once the basics are in place.

Can I print this new hire checklist?

Yes. Download the printable PDF, assign owners across HR, IT, and facilities, and check off each setup task so the new employee arrives to a ready workspace.