Before a new employee starts, it’s important to prepare and be ready to welcome them. The onboarding process includes technical, professional, and administrative aspects, which means it requires collaboration between several teams.
While some elements are similar for every new hire (like setting up a workstation), others are specific to the role (such as access permissions), the department (for example, internal systems), and the direct manager.
Therefore, preparing for a new employee’s onboarding involves several people in the company, typically the hiring manager together with operations or office administration, IT, and HR, depending on the company’s size and stage. It’s best to start early to allow time for tasks that depend on each other.
Tip: Begin with IT tasks
Order the computer in advance so it’s ready on the first day with the right specs. In addition, make sure the administrative onboarding team and anyone involved in professional training are available.
Why is onboarding so important?
We’ve seen again and again that how someone starts often shapes how they perform later. Because starting a new job is often exciting and stressful. The goal is to reduce stress and surprises and focus on what really matters.
A well-planned onboarding process helps new employees get productive faster, understand how things work, and feel like they belong from day one. It also sends a strong signal about your company culture – that you’re organized, thoughtful, and value people’s time. This is the employee’s real first impression of the company, showing how organized it is and how prepared the team was to welcome them.
The opposite is equally true: when someone arrives to find no computer, no plan, and no one expecting them, it creates friction and slows everyone down. Practically speaking, anything not done properly at the start usually creates delays later. For example, joining a product session before access is granted wastes time for both the new hire and the person running the training, and pushes back the rest of the onboarding schedule.
Onboarding Checklist for New Employees: Before the First Workday
Operational and IT onboarding
Preparing the Work Environment
Hardware purchase
Computer
consider asking about size or type preferences – it helps create a warm welcoming experience, or create a company standard spac
- Monitor
- Additional charger for remote work
- Docking station
- Keyboard
- Web cam and headphone if needed
Software
Set a company email and username for relevant systems (zoom, slack, task management, AI and such).
Tips
It is recommended to document which permissions and accesses each new employee receives and where premium accounts/subscriptions are purchased.
Always register for services using a corporate email (e.g., [email protected]) to ensure financial and operational control.
Workstation Setup
Make sure the employee’s desk is clean and welcoming, with office supplies and a few company-branded items (SWAG) placed on it.
Arrange Employee Card/Key/Chip
Open a user for Tenbis/Cibus (if applicable)
Administrative Onboarding
Send Welcome Email / Call
Schedule arrival time and provide parking information if relevant.
Prepare a form collecting all necessary employee details (example template in the link), including bank account information, emergency contact, dietary restrictions, etc.
Professional Onboarding
Assign a mentor or buddy to guide the new employee during the initial period.
Prepare an onboarding agenda and send a schedule for the first few days, including training sessions and meetings with relevant departments.
• A generic onboarding document can be created and customized based on job roles.
• Involve a variety of colleagues in the onboarding sessions to help the new hire build connections across the company and get exposed to different perspectives.
• Share materials for independent learning or background reading before professional meetings or training sessions. For example, you can ask the new hire to review specific content in advance of a product, technology, or industry session. This helps them come prepared and makes the discussion more focused and productive.
Tips & Recommendations
Manage onboarding tasks using a project management tool like Trello/Monday or even a Google Sheet for tracking and documentation.
Inform the team before the new hire joins to avoid surprises.
Ensure that the new hire’s first day is not packed with meetings. The first day is already overwhelming – keep the schedule light and allow time to settle in.
During the first three to four days, block time with the buddy or hiring manager for open questions. This helps address broader topics, reduces uncertainty, and encourages proactive communication.
Consider sending the new hire a small welcome gift (e.g., sweets, flowers) before the first day or placing SWAG on their desk.
Onboarding Checklist for New Employees: First Day
Welcome & Introduction
Greet the employee personally and introduce them to the team.
Provide a tour of the office, including safety areas and emergency exits.
Administrative Onboarding
Sign tax and employment forms
e.g., Form 101 for Israeli employees + copy of ID and appendix) – Link to a suggested employment form and Form 101.
Submit the employee onboarding form
Add important dates to the calendar, such as onboarding milestones and the employee’s birthday.
If you’re using an HR system or other (like Buyme), create a user account.
Schedule a pension meeting or, if the employee prefers to continue with a previous agent, request the relevant transfer forms. It is the employer’s responsibility to ensure that pension contributions are deposited and that the employee has submitted all the required documents.
Tip: it is recommended to create a basic Company Handbook/Playbook
It is suggested to cover guidelines regarding the following topics in the handbook:
Leave & Sick Days
e.g., Is a medical certificate required? After how many days? Who approves short vacations? Who should be informed about long vacations? How is time off recorded? Can they carry days from one year to another? Is it possible to go into negative vacation days?
- Holidays
e.g., Is work required on holiday evenings? Are there mandatory company shutdowns?
- Meal Card Usage Guidelines
e.g., Can it be used during sick leave or vacations? Can they carry remaining budget to next month?
- Internal Communication Channels
- Explain Time Tracking & Reporting methods (excel, app and such)
- Cover other Company Benefits
Professional Onboarding
System Access & Tool Training
Ensure the employee has access to email, task management system, required software, and provide basic training on critical tools.
Meeting with the direct manager
Use this meeting to set expectations, review role objectives (high level), discuss short-term and long-term goals, and determine the frequency of 1:1 meetings.
Buddy’s Role
The “buddy” (a colleague helping the training and onboarding) aims to help the new hire gain a broader understanding of their role, company policies, and culture. In their conversations, the new hire will learn important things about the company that are not written in any guide. It ensures a smooth transition (a friendly face), encourages social integration (e.g., making sure the new employee doesn’t have lunch alone), and provides informal support.
Tips & Recommendations
Conduct a 90 day informal feedback session to assess the onboarding experience.
Identify areas for improvement in the onboarding process for future hires and make sure to implement them.
In addition, Encourage the new hire to suggest updates or additions to the onboarding materials. For example, share useful readings they found, flag mistakes, or create a document that could help others. This sends an important message: you’re part of the team, your voice matters, and we value initiative and continuous learning.
Disclaimer: This playbook is provided for general informational purposes only and does not constitute legal advice or create an attorney-client relationship. Employment laws vary by jurisdiction, and founders should consult a qualified employment attorney before acting on any hiring, termination, or other HR decisions discussed here.