HR Checklist for Hiring and Onboard

Hands-on Template for Managing Core Tasks to Undertake when Hiri

New Hire Name

About the Checklist

Checklist Sections

Instructions for HR Business

Partners

Instructions for Hiring

Managers
 HR Checklist for Hiring and Onboarding Remote Emplo
Hands-on Template for Managing Core Tasks to Undertake when Hiring and Onboarding New Employ

New Hire Position

This template is designed to provide you with everything that is needed for a simplified Virtual Hiring and Onboa
your internal hiring programs, to help you complete the essential steps that will get your new employee onboard

Hiring
Pre-Onboarding
Joining Day
Post-Onboarding

You can customize this checklist to plan new hire onboarding activities at your organization. Make it available to
process and hold them accountable for completing the required Hiring & Onboarding activities.

There are many logistical and strategic components to effectively integrate new hires into the organization. How
responsibilities and the lack of defined tasks and activities, this critical phase often does not receive the necessar
you or your team have taken steps to effectively onboard each new hire.
Onboarding Remote Employees
ertake when Hiring and Onboarding New Employees Virtually

Hire Date Hiring Manager Name

ng that is needed for a simplified Virtual Hiring and Onboarding process. This is a point of reference for
e essential steps that will get your new employee onboarded and productive as quickly as possible.

arding activities at your organization. Make it available to Hiring Managers to educate them on the
required Hiring & Onboarding activities.

effectively integrate new hires into the organization. However, due to unclear or shared
ties, this critical phase often does not receive the necessary attention. Use this checklist to ensure that
ard each new hire.
 Hiring Stage
Task

Prepare Performance-Based Job Description

Identify Sourcing Channels

Online/Offline Job Publishing

Screen & Shortlist Candidates

Prepare Your Candidates For The Interview

Assess Candidates

Candidate Communication Post-Interview

Assemble Candidate Documents Pre-Offer

Make An Offer & Close The Deal

 Hiring Stage
Additional information Owner

Leverage smart templates, AI-powered skill suggestion tools, and

automated approval workflows to help you create the job description

Make use of smart filtering & sourcing options from job boards, candidate
portal, vendors, employee referrals & internal job posting portal networks

Single-click action to post and receive applicants from social media, job
boards directly in ATS. A unified dashboard is required to interact with
multiple sources

Screen candidates by using match percentage and responses submitted for

quality questions. This reduces time spent on initial screening. Forward the
screened profiles to HR for quick shortlisting

Schedule and block calendars along with panel and candidates. Conduct
interviews on Video Communication Platform through the ATS

Assess & improve quality of hires with integrated candidate assessment

tools

Communicate with candidates through E-mails , WhatsApp, SMS or any

other quick communication platform to reduce follow-up time

Collection of necessary documents through candidate portal or WhatsApp.

Ensure the Recruitment team validates it before proceeding

Generate salary and offer, get approvals, send letter of intent and offer
letter to candidate duly
 STATUS KEY
Blue COMPLETED
Green IN PROGRESS
Yellow ON HOLD

Red NOT STARTED

Status Completion Date Check

 Pre-Onboa
Task

Digitally Process & Complete HR Paperwork

Request for New Starter Information

New Joinee Welcome Email & Gift Package

Employee Equipment & Asset Delivery

Address Employee Requirements for Remote Working

Send 1st day Instructions Mail Few Days Prior

Book Induction Sessions to Employee's Calendar

 Pre-Onboarding Stage
Additional information Owner

Offer letter and employment agreement (confirm start date & salary)

Background verification
Non-disclosure Agreement and Confidentiality Agreement (Agreed & Signed)

Gather information like Contact details, Education, Past Employers, etc.

Onboarding itinerary
Key contact details

Employee handbook / login details and access to preboarding intranet area

FAQs document
Laptop / PC
Cellphone
Tablet / mobile device
Others
WiFi / connectivity requirements
Workspace / workstation needs (shared office space / hotdesking/ equipment
needs)

Applications / tools for managing workload, accountability, time management

Instructions for setting up laptop/PC

Requested hours of work and itinerary

Login details for email / initial key systems

 STATUS KEY
Blue COMPLETED
Green IN PROGRESS
Yellow ON HOLD

Red NOT STARTED

Status Completion date Check

 Jo
Task

Celebrate the new hire's arrival

Prepare your new employee with meet-and-greets with key team

members via Zoom or other platforms. Encourage the new hire’s
teammates to welcome the new hire to the organization and be
available for questions once the new hire arrives

Send a Welcome Kit to the new hire. The welcome kit should include
the following:

Set up employee accounts for IT systems and applications for the new
employee
Assign a Mentor/Buddy to assist the new hire in acclimatizing to the
organization

Enroll new hire in centralized onboarding courses

Prepare workspace and make sure all necessary resources are present
and functioning
 Joining Day
Additional information Owner

Show the new hire that they are appreciated by putting out a special
introduction in org-wide groups, company-wide emails or a social
media mention

Schedule 1:1s

Prep new hire on who they will be meeting across departments

Introduce to dedicated sponsor or mentor or direct reportees

Company Overview including history, values, mission, leadership

Information unique to the new hire’s login access (e.g. other

equipment, office supplies, username and password, business cards,
planners, etc. )

Required Onboarding forms

Examples of work the new hire will be doing and/or information about
upcoming projects

All essential information, including guides, and rules

Candidate experience survey

Company email

CRM
Cloud storage account
Office 365

HR and Payroll system

Role-specific applications: consult with manager / supervisor

Assign Buddies who are high- performing and knowledgeable about the
organization. Provide Buddies with a list of possible activities to
undertake or questions to answer with the new hire

Centralized onboarding courses introduce the new hire to

organizational culture and processes.

Provide the new hire with a workstation, computer or remote

environment
Ensure access to recurring meetings and access to all resources
necessary to the job
Provide access to the learning environment, if you have one
 STATUS KEY
Blue COMPLETED
Green IN PROGRESS
Yellow ON HOLD
Red NOT STARTED

Status Completion Date Check

 Post-On
Task

Review processes, contacts and sources of information

necessary to the new hire’s job

Review Onboarding objectives and schedule with the new hire

Create a networking plan between the new hire and

appropriate individuals across the organization

Explain the job responsibilities and how they are related to

organizational goals

Respond to new hire concerns

Enroll the new hires for additonal trainings

Provide the new hire with a clear explanation of their first

assignment

Review performance objectives and provide an early informal

performance review
 Post-Onboarding Stage
Additional information Owner

This conversation should include introducing basic workflows; reviewing the names,
titles and basic background of immediate team members; and introducing the new hire
to online and offline places to find answers regarding their job

Ensure the new hire is prepared for the onboarding schedule for the first few months,
and address any questions the new hire may have

Build the networking plan which includes senior executives & peers of the new hire,
plus other department leaders throughout the first few weeks

Once the new hire has developed an understanding of their job responsibilities and
organizational structure, speak with the new hire regarding the impact that they have,
however indirectly, on organizational outcomes

Schedule a time to meet with the new hire on a weekly basis to review and address
concerns. Try to create an informal atmosphere to make the new hire feel more
comfortable

Training on core business processes, upskilling opportunities, internal and external

certifications, etc

The new hire should have simple assignments to complete, starting during the first
week. Arrange a meeting to go over steps to complete the first assignment

Provide the new hire with an overview document of the performance review process.
Walk through a sample performance review form that includes performance criteria,
how criteria are measured, how information will be presented to the new hire and
discussion points during the formal review
 STATUS KEY
Blue COMPLETED
Green IN PROGRESS
Yellow ON HOLD
Red NOT STARTED

Status Completion Date Check