The Ultimate IT & Cybersecurity Onboarding Checklist for New Employees

Bringing a new employee into your organization isn’t just about orientation and paperwork. It’s also a critical time for implementing IT and cybersecurity best practices. The onboarding phase offers a key opportunity to reduce risk, improve productivity, and establish secure access from day one.

Whether your workforce is in-office, remote, or hybrid, this checklist will help ensure every new hire is properly—and securely—set up.

IT & Cybersecurity Onboarding Checklist

1. Provision Devices and Hardware

• Assign company-approved devices such as laptops, desktops, or mobile phones

• Install operating systems, required software, and company-standard configurations

• Enable full-disk encryption

• Log serial numbers and tag devices in your IT asset inventory system

2. Set Up Accounts and Access

• Create user accounts for email, collaboration tools, and internal systems

• Grant role-based access with the principle of least privilege

• Configure VPN access for remote or hybrid workers

• Set up business calendars, chat platforms and video conferencing tools

3. Enforce Strong Authentication

• Require complex passwords or passphrases

• Enable multi-factor authentication (MFA) across critical systems

• Configure single sign-on (SSO) if used by your organization

4. Install Endpoint Protection

• Deploy antivirus, anti-malware, and endpoint detection and response (EDR) tools

• Enable firewalls and web filtering

• Install remote monitoring and management (RMM) software for IT support

5. Provide Security Awareness Training

• Deliver training on phishing, social engineering, and secure browsing

• Share your acceptable use policy and data handling protocols

• Show employees how to recognize and report suspicious activity

6. Secure Cloud and Collaboration Tools

• Set file and folder sharing permissions

• Restrict access to unsanctioned third-party apps

• Configure data loss prevention (DLP) policies and email filters

7. Document and Track Everything

• Use a centralized system to log each onboarding step

• Track user licenses, device assignments, and permission levels

• Maintain an audit trail of access approvals

8. Prepare for Offboarding from Day One

• Plan ahead for account deactivation procedures

• Schedule device return protocols and remote wipe policies

• Coordinate with HR to streamline transitions and reduce risk

Best Practices to Strengthen Your Process

• Test access in advance: Verify logins, permissions, and software functionality before the employee’s first day

• Standardize workflows: Use templates or automation in your ticketing system to create consistent processes

• Communicate clearly: Keep HR, department heads, and IT in sync to avoid delays or oversights

A smooth and secure onboarding process protects your organization from day one while helping employees get up to speed quickly. By following this checklist, IT teams can reduce risks, improve operational efficiency, and build a stronger cybersecurity posture across the business.

Looking to streamline your IT onboarding process? Our team can help you design and implement a secure, scalable solution. Book a discovery meeting below.