You hired someone new - congrats!
Now let’s talk about their tech setup... because nothing slows down a new hire faster than:
- Forgotten passwords
- Missing tools
- “Hey, can you give me access to that?”
Sound familiar? Here’s a simple, non-techy checklist to keep things secure, smooth, and stress-free, for both you and your new team member.
The New Hire IT Checklist
1. Device Setup
- Company laptop or desktop
- Antivirus and firewall installed
- Drive encryption turned on
- Remote wipe enabled (if using a laptop or mobile)
Why it matters: If a device is lost or stolen, you don’t want company data walking out with it.
2. Account & Access Setup
- Email address created
- Password manager setup
- MFA (multi-factor authentication) turned on for email, apps and cloud tools
- Access granted only to what they actually need
Why it matters: Limiting access = less risk. And MFA stops 99% of hacks before they start.
3. Tool Access & Licenses
- Microsoft 365 / Google Workspace license assigned
- Collaboration tools (Teams, Slack, Zoom) set up
- Project management platforms (Trello, Asana, etc.)
- Any industry-specific apps or portals
Why it matters: The faster they can communicate and collaborate, the faster they can contribute.
4. Wi‑Fi & VPN
- VPN access (especially for hybrid or remote workers)
- Instructions for secure Wi‑Fi usage (avoid public networks!)
- Guide on how to reach support if something breaks
Why it matters: Even small security gaps can become big issues.
5. Onboarding + Security Training
- Quick intro to phishing & social engineering
- Where to report suspicious emails
- Password best practices
- Policy doc for acceptable tech use
Why it matters: Training takes 15 minutes. Cleaning up after a breach takes 15 weeks.
Pro Tip: Create a Repeatable Process
Build this into a template or shared doc so you can use it again for every new hire. And if you don’t have an internal IT team? That’s exactly what we’re here for.
This isn’t about micromanaging - it’s about giving your new hire the tools to succeed and protecting your business while doing it.
Want a plug-and-play onboarding system that takes care of this for you?
Frequently Asked Questions (FAQ's)
What’s the most important item on this checklist?
Definitely setting up MFA. It’s the fastest and easiest way to stop 99% of common attacks.
Do I need a separate login for every platform?
Ideally, yes, but you can simplify things using a password manager or single sign-on tools.
What if we onboard freelancers or temps?
You should still use this checklist - just limit access and set up expiration dates for their accounts.
