cloudthinker-ai New Employee IT Onboarding Checklist
IT onboarding workflow for {{ employee_name }} ({{ role }}, {{ department }}) Start Date: {{ start_date }} | Location: {{ location }} | Manager: {{ manager_name }}
Phase 1 — Pre-Arrival (5-3 business days before start)
Account Provisioning
- Create Active Directory / identity provider account
- Set up corporate email (Google Workspace / Microsoft 365)
- Generate temporary password and document securely
- Add to appropriate organizational unit / groups based on {{ department }}
- Configure email distribution lists for {{ department }}
- Create accounts for collaboration tools (Slack, Teams, Zoom)
Access Permissions
- Assign role-based access permissions for {{ role }}
- Set up VPN credentials (if {{ location }} is remote)
- Configure MFA/2FA enrollment invitation
- Grant access to department-specific applications
- Set up SSO for all provisioned SaaS applications
- Create ITSM portal account for submitting future requests
Hardware Preparation
- Allocate laptop/desktop from inventory (check asset management)
- Install standard OS image and apply latest patches
- Install required software stack for {{ role }}
- Configure device encryption (BitLocker / FileVault)
- Enroll device in MDM (Intune, Jamf, etc.)
- Prepare peripheral equipment (monitor, keyboard, mouse, headset)
- For remote: arrange shipping with tracking to {{ location }}
Phase 2 — Day 1 Setup
Device Handoff
- Hand off configured laptop/desktop to {{ employee_name }}
- Walk through initial login and password change
- Complete MFA/2FA enrollment
- Verify email access and calendar sync
- Test VPN connectivity (if applicable)
- Verify printing setup (if in-office)
Application Access Verification
- Confirm access to all provisioned SaaS apps
- Verify role-based permissions are correct
- Test file share / cloud storage access
- Verify collaboration tool access (Slack/Teams channels)
Security & Compliance
- Complete security awareness acknowledgment
- Review acceptable use policy
- Set up password manager enrollment
- Configure email signature per company template
Phase 3 — First Week
Training & Orientation
- Schedule IT orientation session (security policies, helpdesk process)
- Share IT self-service portal link and knowledge base
- Provide helpdesk contact information and escalation path
- Walk through password reset self-service process
Validation
- Confirm all applications functioning correctly
- Verify {{ employee_name }} can access all required resources
- Check in with {{ manager_name }} for any additional IT needs
- Close onboarding ticket in ITSM system
- Update asset management records with assignment
Counter-Rationalizations
| Shortcut | Counter | Why |
|---|---|---|
| "We can skip some steps for this case" | Adapt the workflow steps, don't skip them | Skipped steps are where incidents and oversights originate |
| "The user seems to already know what to do" | Complete all workflow phases with the user | The workflow catches blind spots that experience alone misses |
| "This is a minor case, full process is overkill" | Scale the process down, don't turn it off | Minor cases become major when unstructured; the process scales, not disappears |
| "I'll fill in the details later" | Complete each section before moving on | Deferred details are forgotten; real-time capture is more accurate |
| "The template output isn't necessary" | Always produce the structured output format | Structured output enables comparison, audit trails, and handoff to other teams |
Output Format
Generate a tracked checklist with:
- Summary header with employee details and completion percentage
- Phase-by-phase checklist with status indicators
- Blockers or pending items requiring attention
- ITSM ticket reference for tracking