VIRTUAL ONBOARDING CHECKLIST

EMPLOYEE INFORMATION

New Hire Name: ________________________________________
Position: _____________________________________________
Department: ___________________________________________
Manager: ______________________________________________
Start Date: ___________________________________________
Remote Work Location (City, State): ____________________
HR Coordinator: _______________________________________
IT Contact: ___________________________________________
Onboarding Buddy: _____________________________________

PRE-BOARDING (Before Start Date)

Offer and Documentation (2-4 Weeks Before Start)

HR Tasks:
☐ Offer letter sent and signed
☐ Background check completed
☐ Start date confirmed
☐ Welcome email sent with onboarding schedule
☐ New hire paperwork sent electronically:
☐ W-4 Tax Form
☐ State tax withholding form (for work state)
☐ I-9 Form (Part 1 completed by employee)
☐ Direct deposit form
☐ Emergency contact form
☐ Employee handbook acknowledgment
☐ Remote Work Agreement
☐ Equipment Agreement
☐ Confidentiality/NDA
☐ Arbitration agreement (if applicable)
☐ Policy acknowledgments

Compliance:
☐ I-9 verification method determined:
☐ E-Verify
☐ Authorized representative
☐ In-person at nearest office (if available)
☐ I-9 verification scheduled for within 3 business days of start
☐ State-required notices prepared

IT and Equipment (1-2 Weeks Before Start)

IT Tasks:
☐ Employee accounts created:
☐ Email
☐ Active Directory/SSO
☐ VPN access
☐ [Application 1]
☐ [Application 2]
☐ [Application 3]
☐ Equipment ordered and prepared:
☐ Laptop
☐ Monitor(s)
☐ Keyboard/mouse
☐ Headset
☐ Webcam
☐ Other: ______________
☐ Equipment shipped to employee's home
☐ Tracking number provided to employee
☐ Pre-configured with necessary software
☐ Welcome guide included with equipment

Equipment Shipping Details:
☐ Shipped date: ____________
☐ Carrier: _________________
☐ Tracking: ________________
☐ Expected arrival: _________
☐ Employee confirmed receipt: ☐ Yes ☐ Pending

Manager Preparation (1 Week Before Start)

Manager Tasks:
☐ Onboarding plan created
☐ First week schedule prepared
☐ First project/assignment identified
☐ Team notified of new hire
☐ Welcome meeting scheduled
☐ Onboarding buddy assigned
☐ Introduction meetings scheduled with key stakeholders
☐ Access to necessary files and resources requested

Communication and Welcome (Week Before Start)

☐ Final confirmation email sent with:
☐ Start time for first day
☐ Video call link for Day 1
☐ HR contact for questions
☐ Equipment delivery confirmation
☐ First day agenda
☐ Welcome card or gift sent (optional)
☐ Employee added to team chat/channel
☐ New hire announcement prepared (for Day 1)

FIRST DAY

Morning: Welcome and Setup (9:00 AM - 12:00 PM)

IT Setup (First Priority):
☐ Equipment unboxing (employee)
☐ IT support call scheduled: [Time]
☐ Laptop setup assistance:
☐ Power on and initial setup
☐ Log in with provided credentials
☐ Connect to Wi-Fi
☐ Install/configure VPN
☐ Test VPN connection
☐ Configure email
☐ Set up multi-factor authentication
☐ Install required applications
☐ Test video conferencing
☐ Test audio/video quality
☐ IT setup verified working

HR Welcome Session:
☐ Video call with HR scheduled: [Time]
☐ Welcome and introductions
☐ Review of onboarding schedule
☐ Company overview and mission
☐ Review of completed paperwork
☐ Answer questions about policies/benefits
☐ I-9 verification process confirmed

Documentation Review:
☐ Employee handbook overview
☐ Remote work policies reviewed
☐ Security policy overview
☐ Time tracking and attendance explained
☐ Benefits enrollment information provided:
☐ Enrollment deadline: [Date]
☐ Benefits portal access: [URL]
☐ Questions answered and documented

Afternoon: Manager and Team (1:00 PM - 5:00 PM)

Manager Welcome:
☐ One-on-one with manager: [Time]
☐ Welcome and relationship building
☐ Role and responsibilities discussion
☐ Expectations and goals overview
☐ Communication preferences discussed
☐ Meeting schedules shared
☐ First week priorities outlined

Team Introduction:
☐ Virtual team meeting: [Time]
☐ Introduce new hire to team
☐ Team members introduce themselves
☐ Team structure and roles explained
☐ Regular meeting schedule shared

Buddy Introduction:
☐ Virtual meeting with onboarding buddy: [Time]
☐ Buddy role explained
☐ Contact information exchanged
☐ Informal questions encouraged

End of Day 1:
☐ Check-in call with HR or manager
☐ Address any issues or questions
☐ Confirm Day 2 schedule
☐ Employee has all necessary access
☐ Employee can work tomorrow

FIRST WEEK (Days 2-5)

Day 2: Systems and Processes

Training:
☐ Core systems training:
☐ Email and calendar: [Time/Method]
☐ Communication tools (Slack/Teams): [Time/Method]
☐ Project management (Asana/Jira/etc.): [Time/Method]
☐ Time tracking: [Time/Method]
☐ Expense reporting: [Time/Method]

Compliance Training:
☐ Security awareness training: [Time/Link]
☐ Anti-harassment training: [Time/Link]
☐ Code of conduct training: [Time/Link]
☐ Remote work security training: [Time/Link]

I-9 Verification:
☐ I-9 verification completed: ☐ Yes ☐ In Progress
☐ Method used: ______________
☐ Documents verified
☐ Section 2 completed
☐ E-Verify case created (if applicable)

Day 3: Role-Specific Training

Department Orientation:
☐ Department structure and goals
☐ Key team processes
☐ Regular meetings overview
☐ Resources and documentation locations
☐ Key contacts and stakeholders

Job-Specific Training:
☐ Role-specific systems training
☐ Process and workflow training
☐ Documentation and standards review
☐ Quality expectations discussed

Meetings:
☐ Meet with key stakeholders:
☐ [Name/Role]: Completed ☐
☐ [Name/Role]: Completed ☐
☐ [Name/Role]: Completed ☐

Day 4: Integration and Culture

Culture and Company:
☐ Company history and values
☐ Virtual culture practices
☐ Employee resource groups introduced
☐ Social channels and activities explained

First Assignment:
☐ First project/task assigned
☐ Expectations and deadline communicated
☐ Resources provided
☐ Questions addressed

Buddy Check-In:
☐ Informal check-in with buddy
☐ Questions and concerns addressed
☐ Tips and advice shared

Day 5: Wrap-Up and Planning

Week 1 Review:
☐ One-on-one with manager
☐ Review of first week
☐ Questions and concerns addressed
☐ Feedback on onboarding
☐ Priorities for Week 2 set

HR Check-In:
☐ HR follow-up call
☐ Paperwork completion confirmed
☐ Benefits enrollment reminder
☐ Any issues addressed

Self-Assessment:
☐ Employee completes first week survey (optional)
☐ Access and setup issues identified
☐ Additional training needs noted

FIRST MONTH (Weeks 2-4)

Week 2

Training Continuation:
☐ Additional systems training
☐ Role-specific deep dives
☐ Shadow sessions with team members
☐ Documentation review

Work Integration:
☐ Contributing to team projects
☐ Attending regular team meetings
☐ Building relationships with colleagues
☐ Learning organizational processes

Check-Ins:
☐ Weekly one-on-one with manager
☐ Buddy check-in
☐ HR follow-up (if needed)

Week 3

Deepening Knowledge:
☐ Advanced training sessions
☐ Cross-functional introductions
☐ Process improvement discussions
☐ Increasing project involvement

Compliance Completion:
☐ All required training completed:
☐ Security: ☐ Completed [Date]
☐ Harassment: ☐ Completed [Date]
☐ Other: ☐ Completed [Date]
☐ All paperwork finalized
☐ Benefits enrollment completed: [Date]

Week 4

30-Day Review:
☐ Formal 30-day check-in with manager
☐ Performance discussion
☐ Goals and expectations review
☐ Feedback on onboarding process
☐ Questions and concerns addressed
☐ 30-60 day goals established

HR Review:
☐ HR 30-day follow-up
☐ Verify all onboarding complete
☐ Address any outstanding items
☐ Confirm employee satisfaction

FIRST 90 DAYS

60-Day Milestone

☐ Manager check-in
☐ Progress toward goals reviewed
☐ Any concerns addressed
☐ Increasing autonomy
☐ Building expertise

90-Day Review

☐ Formal 90-day performance review
☐ Probationary period evaluation (if applicable)
☐ Goal achievement review
☐ Development goals established
☐ Feedback collected from stakeholders
☐ Remote work arrangement confirmed
☐ Onboarding officially complete

ADMINISTRATIVE COMPLETION CHECKLIST

Documentation Complete

☐ All new hire paperwork received and filed
☐ I-9 completed and verified within 3 days
☐ W-4 and state tax forms on file
☐ Direct deposit established
☐ Emergency contact on file
☐ Remote Work Agreement signed
☐ Equipment Agreement signed
☐ All policy acknowledgments signed
☐ Employee handbook acknowledgment signed

System Access Complete

☐ All necessary system access granted
☐ Employee can perform all job functions
☐ VPN working correctly
☐ Video conferencing functional
☐ All applications accessible

Training Complete

☐ All required compliance training completed
☐ Role-specific training completed
☐ Security training completed
☐ Training records documented

Equipment

☐ All equipment received by employee
☐ Equipment Agreement signed
☐ Asset tags recorded
☐ Equipment functioning properly

Benefits

☐ Benefits enrollment completed
☐ Benefits elections documented
☐ Benefits start date confirmed
☐ Benefits cards/information provided

SIGN-OFF

Employee Confirmation

I confirm that I have completed onboarding and:
☐ Received all necessary equipment
☐ Have access to required systems
☐ Completed required training
☐ Understand my role and responsibilities
☐ Know who to contact for support

Employee Signature: _____________________ Date: __________

Manager Confirmation

I confirm that the employee has:
☐ Completed required onboarding activities
☐ Received necessary training
☐ Demonstrated readiness for independent work
☐ Been integrated into the team

Manager Signature: ______________________ Date: __________

HR Confirmation

I confirm that:
☐ All documentation is complete and compliant
☐ I-9 verification completed within required timeframe
☐ All training records are documented
☐ Employee is fully onboarded in HR systems

HR Signature: __________________________ Date: __________

APPENDIX A: KEY CONTACTS

APPENDIX B: IMPORTANT LINKS AND RESOURCES

APPENDIX C: 90-DAY ONBOARDING CALENDAR

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