Grove HR
New Employee Onboarding Checklist
A comprehensive guide to ensure a smooth start for every new team member
New Employee Name
Job Title
Department
Start Date
Manager
Buddy/Mentor
1
Pre-Arrival (Before Day 1)
1-2 weeks before
Send welcome email with start date, time, and location
Include dress code, parking info, and what to bring
HR
Prepare employment contract and paperwork
Ensure all documents are ready for signing on day one
HR
Set up workstation and equipment
Computer, monitor, phone, desk supplies, access cards
IT/Facilities
Create email account and system access
Email, Slack/Teams, required software, file access
IT
Notify team of new hire's start date
Send introduction to the team with background info
Manager
Assign onboarding buddy/mentor
Someone to help navigate the first weeks
Manager
2
First Day
Day 1
Welcome and greet the new employee
Warm welcome at reception, introduce to the team
Manager
Complete employment paperwork
Contract, tax forms, bank details, emergency contacts
HR
Office tour and introductions
Kitchen, toilets, meeting rooms, fire exits, key people
Buddy
Provide employee handbook
Review key policies: leave, expenses, code of conduct
HR
Set up IT equipment and accounts
Log in to all systems, configure email signature
IT
Health & Safety induction
Fire procedures, first aid, emergency contacts
H&S
Manager one-to-one meeting
Discuss role expectations, first week plan, questions
Manager
Team lunch or coffee
Informal meet and greet with immediate team
Team
3
First Week
Days 2-5
Complete mandatory training modules
GDPR, anti-harassment, security awareness
Employee
Role-specific training sessions
Systems, processes, tools relevant to the role
Manager
Introduction meetings with key stakeholders
Schedule meet-and-greets with cross-functional contacts
Manager
Review team documentation and resources
Wiki, shared drives, project documentation
Buddy
Daily check-in with manager or buddy
Quick 15-minute catch-up to answer questions
Manager/Buddy
End-of-week feedback session
How was the first week? Any concerns or blockers?
Manager
4
First Month
Weeks 2-4
Set 90-day goals and objectives
Clear, measurable goals aligned with team priorities
Manager
Begin working on first projects
Start contributing to real work with support
Employee
Weekly one-to-one meetings
Regular check-ins to discuss progress and provide feedback
Manager
30-day review meeting
Formal check-in on progress, feedback, and any concerns
HR/Manager
5
90-Day Review
End of Probation
Conduct formal 90-day performance review
Review goals, achievements, and areas for development
Manager
Confirm end of probation (if applicable)
Formal confirmation letter and updated terms
HR
Set longer-term development goals
Career development plan and training needs
Manager
Collect onboarding feedback
What worked well? What could be improved?
HR
Notes & Comments
Employee
Signature & Date
Manager
Signature & Date