New Employee Onboarding Guide

1. Introduction

1.1 Purpose

To provide a structured, standardized, and compliant onboarding process for the IT team to ensure new employees receive all required IT assets and system access without delay.

1.2 Scope

This document applies to all IT personnel responsible for:

Provisioning and configuring IT assets
Setting up logical, physical, and biometric access
Coordinating with HR to ensure a smooth onboarding experience

1.3 Key Terms

Onboarding: Preparing, configuring, and delivering IT essentials to new employees.
IT Assets: Laptops, desktops, peripherals, accessories, and licensed software.
Access Control: Includes physical (biometric/RFID) and logical access (domain, email, VPN, applications).

2. Roles and Responsibilities

Role	Responsibility
IT Support Engineer	Prepare end-user devices, install required software, and verify system functionality.
System Administrator	Create user accounts, assign licenses, and configure system and application access.
IT Coordinator	Coordinate with HR, manage onboarding timelines, prepare documentation, and ensure asset handover.

3. IT Onboarding Process Overview

3.1 Machine Preparation & Handover

Configure and fully test the assigned device (laptop or desktop).
Ensure BIOS settings, OS updates, drivers, and firmware are up-to-date.
Deliver the configured device to HR at least one day before the employee’s joining date.

3.2 Onboarding Kit Preparation

Prepare and package the following items:

Laptop/Desktop
Charger
Accessories (headset, mouse, keyboard, etc.)

Additional Requirements:

Pre-install required applications based on role/department.
Ensure all assets are properly tagged and labeled for tracking.

3.3 Server & Network Preparation

Create Active Directory (AD) user accounts and place them in the appropriate Organizational Unit (OU).
Provision Exchange/Outlook mailbox and assign Microsoft 365 licenses.
Configure shared drive access, folder permissions, and mapped drives.
Provide access to department-specific shared folders or systems.
If needed, provision Virtual Machines (e.g., RDS sessions) for the user.

3.4 Email Distribution Groups

Ensure the new employee is added to:

HF All email distribution list
Relevant team-specific groups
Shared mailboxes
Calendar permissions where applicable

3.5 Biometric Door Lock Access

Register the employee’s fingerprint or RFID card in the Access Control System.
Assign physical access based on job role and office location.

3.6 IT Connect – Day 1 (30-Minute Session)

Conduct a brief onboarding session (virtual or in-person) to:

Set up Outlook, Teams, VPN, and communication tools
Explain password policies and security guidelines
Provide credentials and help with first login
Introduce common applications and tools
Provide the IT onboarding guide and answer questions

3.7 IT Presence on Day 1

Ensure that at least one IT team member is:

Present in the office or available on-call
Ready to assist with login support, printer setup, and Wi-Fi connectivity

3.8 Asset Handover Documentation

Prepare the IT Asset Handover Form listing all issued equipment.
Obtain the employee's signature (physical or digital).
Store a copy with both IT and HR for compliance and audit purposes.