IT onboarding is more than handing over a computer. Before a new employee starts, the company should know which accounts, devices, software and information the role needs. A clear process also makes access easier to review when the employee changes roles or leaves.
Start with a request from HR and the manager
Ask HR to provide the start date, job title, department and reporting manager. The manager should confirm the systems and information required for the role. Avoid copying every permission from the person who previously held the job: responsibilities may have changed, and that person may have had access that is no longer needed.
Prepare accounts, devices and software
Use a checklist to record the employee’s work email, collaboration tools, business applications, shared folders and any role-specific systems. Confirm that the company has an available computer, the right software licences and any accessories the role needs. Assign individual accounts where the service supports them, and grant only the access required for the work.
Keep a record of the account owner, approver and access level. Deliver initial sign-in details through a safe channel, and ask the employee to set their own password. Turn on multi-factor authentication where it is supported and required by company policy.
Use a first-day handover checklist
- Confirm the device is recorded, updated and assigned to the employee.
- Check that email, shared files, meetings and required business systems work.
- Explain how to report a lost device, suspicious message or access problem.
- Record which accounts and equipment were provided and who approved them.
Review access after the employee starts
Ask the manager and employee to confirm that the access is sufficient after the first few days. Remove access that is unnecessary and note any additional access with an approver. When someone changes roles or leaves, use a separate process to review or revoke access promptly; onboarding records make that handover easier.
For a broader view of company devices and their lifecycle, see our guide to managing employee devices in a small business. Microsoft also documents how administrators can add users and assign licences in Microsoft 365; the exact steps depend on your services and setup.
A repeatable onboarding checklist helps your team prepare access without granting more than the role requires. Connet One can discuss practical IT support processes for your business.