The Only IT Onboarding Strategy Modern Organizations Need

What is IT Onboarding?

IT onboarding is the process of getting new employees set up with the tech, devices, processes, and systems they need to do their jobs effectively. 

The process includes (and isn’t limited to)

• Issuing hardware, activating user accounts, and installing necessary applications
• Granting secure network and VPN access
• Configuring password policies, MFA, antivirus, and device encryption
• Training on IT tools like collaboration platforms and ticketing systems, and IT support procedures

A strong IT onboarding sets the tone for an employee’s entire experience. 

Immediate access to the right tools like laptops, phones, etc, and working credentials isn’t just helpful for your organization’s productivity or employee experience. It also minimizes security risks like those associated with employees using their own devices for official work and shadow IT.

The Case for Better IT Onboarding

Better IT onboarding isn’t wishful thinking. It’s a need.

When laptops, credentials, and user accounts are all up and ready on Day 1, employees can hit the ground running without security gaps. 

However, in reality, many organizations run into the same challenges:

• Complex, failure-prone processes
• Last-minute runs to ship devices across regions
• Manual configuration of each device eats up time and resources
• Uneven training, where some teams leave new hires to figure it out alone

This is a familiar story in most industries and organizations, even at giants like Google:

Via Glassdoor

And apart from being a productivity killer, it’s also risky. Nearly 64% of new employees contemplate leaving their jobs in the first year due to poor onboarding experiences.

Tiffany E. Slater of TailorMade says, 

“Inaccessible onboarding technology and team members too busy to engage with the new hire make for a very bad first day of onboarding.  When passwords and usernames aren’t readily available, a computer or cell phone aren’t ready, and team members are too busy to introduce themselves or answer questions, onboarding becomes a chaotic, unorganized, unwelcoming experience for the new hire.”

Effective IT onboarding, on the other hand, pays off quickly. It:

• Reduces early turnover: 31% of employees quit within six months due to poor early experiences, according to Bamboo HR. Strong onboarding helps prevent this.
• Lowers security risks: Clean, least-privilege provisioning minimizes the chance of security leaks, which is a leading cause of data breaches.
• Improves IT efficiency: Standardized onboarding workflows free your IT teams from repetitive tasks, letting them focus on strategic projects instead of firefighting setup issues.
• Prevents shadow IT: Providing proper work tools from the start reduces employees’ reliance on unauthorized software.
• Scales hiring smoothly: You can onboard several hires at once without burning out or increasing pressure on your team.

Read More: 8 Key Steps to Automate the New Employee Onboarding Process

How to Create a Smooth IT Onboarding Process

We saw just how vital smooth IT onboarding is. 

But how do you set up a smooth IT onboarding workflow and overcome its many challenges? 

More often than not, poor onboarding happens because HR, IT, and procurement work in silos. 

Workwize, a hardware lifecycle management platform, helps connect them, automating device orders, account setups, and access so every hire is ready on Day 1.

Let’s see how you can build a strong IT onboarding process for your organization and how Worwkize helps.

1. Start with a checklist, even before day 1

Every smooth onboarding begins with a single checklist that everyone trusts. 

It covers the quiet work that happens before a new hire arrives, like creating the identity, preparing devices, lining up Single Sign-On (SSO) groups, and noting what the manager must do. 

But why does it matter? A good checklist speeds up the process and creates accountability by: 

• Keeping all the necessary steps in one place
• Showing the exact order of work and dependencies
• Allowing tasks to run in parallel and wired to automation.

And that’s just a few of the benefits.

Here’s a condensed but functional version of an IT onboarding checklist:

Pre-boarding Confirm start date, role, location, and manager in HRIS. (HR) Clear background check and complete the paperwork. (HR) Order and configure the device and enroll in a mobile device management (MDM) system via Workwize. (IT) Day 1  Create accounts in the knowledge base and assign the required training. (IT/HR) Give access to email, calendar, chat, and SSO to all listed apps. (IT) Confirm compliance posture and enable first sign-in on a managed device. (IT) Week 1 Confirm compulsory training completion. (IT) Open the support portal and resolve or log fixes for the next cohort. (IT)

2. Coordinate with the HR and managers on tools and devices

This is the most important step since you only begin onboarding preparations once HR confirms a new hire.

Establish an automated process to get notified about new hires and their potential start dates. Workwize helps here. It syncs seamlessly with your HRIS platform (Bamboo HR, Workday, and more), so everyone on your team is automatically notified about any new hires. You can then begin onboarding preparations immediately. 

Also, coordinate with the new hires’ reporting managers to align on the hardware (laptops, monitors, peripherals) and the software stack (apps, platforms, licenses) specific to the role. 

Alternatively, you can set up a simple matrix (e.g., Marketing, Sales, Engineering, Support) with standard hardware, software, and access needs for each role. 

To do this,

• 1. List role groups e.g., Marketing, Sales, Engineering, Support.
• 2. Define needs under three headings: Hardware, Software, Access.
• 3. Make a table with each role group’s standard setup.
• 4. Add an exceptions process for special requests.
• 5. Review quarterly to keep it updated.

Here’s how it can look:

This helps reduce the time to figure out what new hires need to hit the ground running.

3. Provision accounts and licenses, then fulfill the equipment

Once you know the new hire’s equipment needs, place the order.

We recommend using Workwize to procure IT equipment. Their centralized procurement system replaces the need to work with multiple vendors and manages shipping worldwide.

With Workwize, you can:

• Order equipment in 100+ countries from our network of global suppliers or your preferred vendor in 5-7 days.
• Choose from up to 40 types of equipment, including high-spec devices, and enjoy real-time shipment tracking.
• Get pre-configured and fully set up equipment with MDM integration.
• Your baseline apps, like your browser, VPN, password manager, and company tools, are installed before the box is even opened, with full compliance and serial number tracking built in.
• Request any custom/role-specific software to be loaded as per your requirement.
• Ship laptops with pre-configured bundles of accessories and branded welcome items to delight employees.
• Then, manage all your equipment through its lifecycle (even those procured out of Workwize) via a single interface.

When you automate device provisioning, you don’t need to manually install software or settings, nor coordinate with multiple vendors to get devices at your preferred rates.

All this translates into direct time savings and lighter loads for IT teams, especially when you have multiple hires joining from across the globe. 

However, you procure, remember to order equipment 5-7 days in advance so it’s there before the start date, along with clear first-sign-in steps. 

For onsite hires, you can have the desk set up, the machine imaged and tested, and a quick-start card ready. 

Tip: When onboarding global or remote employees, plan for variations in time zones and shipping logistics so devices arrive and setup calls happen without delays. 

4. Send a Day-1 access email

Now that your new hire has their equipment, you need to guide them on how to start using it, contact support, access self-service resources, documentation for company tools and policies, and more. 

A day-1 IT induction email consolidates all your important access details, including devices, apps, login, and setup steps 

It’s the starting point for a smooth IT onboarding. When you get it right, it

• Prevents “How do I log in?” tickets
• Confirms all accounts, licenses, and hardware are ready before the first day
• Gives role-specific instructions 

To simplify this process, prepare email templates for various stages, like a “Your laptop is on its way” email, a few days before the new hire joins. 

Here’s an example of a Day-1 IT induction email you could adapt:

Tip: Provide language-localized documentation for setup guides and security policies to make instructions clear for every hire.

Read More: 8 Virtual Onboarding Best Practices for IT Teams

5. Run a live IT orientation

You can do this right after the new hire receives their device. 

Host a 30–45-minute session to walk new hires through security policies, how to stay safe, and more.

Recent incidents are proof that it matters. Take the 2024 Snowflake breach, for example. Attackers used old, reused passwords to compromise thousands of customers' accounts. 

A clear Day-1 briefing helps your people set up security settings correctly, avoid phishing, and know where to report issues. 

During the training sessions, cover the essentials and do quick, hands-on checks:

• Access and authentication: SSO and MFA setup, password manager, and how to spot and report phishing
• Device health basics: Updates, disk encryption, screen lock
• Incident response: Where data can live (and where it can’t), plus secrets handling
• Help and support: What to do if a device is lost, stolen, or broken; how to secure data remotely (Workwize offers a self-service portal to request equipment repairs and replacements in case of mishaps).
• Safe network use: A fast tour of chat, email, VPN, and ticketing, followed by Q&A

Also discuss the basics of safe network use, such as connecting only to trusted, encrypted Wi-Fi, avoiding public hotspots without a VPN, and verifying corporate VPN status.

You can even supply them with a handbook to refer to after the orientation. If you want a public example, GitLab mandates a new-hire security orientation — the curriculum is visible.

 6. Use automation to scale the tedious parts

Automation helps free you from routine, time-consuming tasks to focus on those that move the needle.

It glues your tools together so that setup (or at least, parts of it) happens on time without your intervention. 

Thus, it makes sense to automate aspects of your onboarding workflow to accomplish more, faster.

As an example, your identity platform can handle account creation and group membership. Your device manager pushes the right profile and apps. Your SaaS management or ITSM tool assigns licenses and leaves an audit trail. 

In practice, this looks like rules and workflows across a few systems working in concert:

• Procurement: Workwize automates device ordering, shipping, and MDM enrollment as soon as a new hire is confirmed.
• Identity and access: Tools like Okta, Entra ID, Google Workspace apply groups and SSO policies as soon as a user exists.
• Devices: Intune, Jamf or Kandji enroll laptops and install apps even remotely.
• Apps and licenses: IT service management systems like ServiceNow grant the right bundles and record the change.

If you’re on Workwize, you don’t even need to bother about MDM enrollment or giving identity access. Workwize integrates seamlessly with your identity provider, MDM, and SaaS management tools, eliminating the need for manual hand-offs during onboarding. 

When Workwize adds a new user, it instantly creates their directory account, provisions devices, assigns apps, and logs every step for compliance. This lets you scale onboarding from a few to hundreds across regions without repetitive admin.

Reddit user u/XxDrizz shares how they've built a working onboarding workflow using Forms, Power Automate, and Intune:

Via Reddit

7.  Follow up with a week one check-in, and plan for the last day while you’re at it

Before the first week ends, schedule a 15-minute call or desk-side chat with each new hire. Ask whether sign-ins are smooth, which tools still feel foreign, and whether any permissions are missing. 

Note down the feedback so that fixes to common issues new hires face can become part of the strategy.

Ben Peterson of BambooHR also stresses the importance of these check-ins:

"If you aren't communicating what new hires are supposed to be doing and arming them with the tools to do it properly, you're setting them up to fail.”

8. Document and iterate

Finally, maintain a centralized knowledge base with all onboarding materials, such as SOPs, quick-start guides, troubleshooting steps, and FAQs, so new hires can find answers to common questions easily.

It’s also crucial to review feedback from new employees to identify any friction points during the onboarding. 

Use these insights to refine device configurations, adjust training content, or reassess your onboarding approach.

Treat onboarding as a living process. Keep it fresh and ensure you update your onboarding process regularly.

Read More: The new rules of employee onboarding in a hybrid world

Measuring Onboarding Success

Once your IT onboarding flow is in place, you need proof that it is working. 

To get that proof, you can track a handful of IT-specific KPIs that show speed, security, and reliability, and share them with HR and finance teams so that wins are visible beyond IT.

We recommend starting with these handful of KPIs:

• Time-to-setup: Measure the time taken from account creation to the first successful login. Automating identity governance cuts manual work by up to 60% and condenses multihour setups into minutes. 
• Week-1 IT Ticket Volume: Count the number of support tickets raised in the first seven days. Each one costs time and resources, so the fewer the tickets, the more efficient your onboarding.

• New-hire satisfaction (NPS): Ask for feedback on day 7. Surveys, engagement forms, star ratings, or direct feedback requests will reveal where hires experience friction and what areas need improvement.

• Security checklist completion: Aim for 100% MFA and device compliance by Day 1. Unsecured devices and credentials are a huge security risk.

• Cost per hire: To get this number, add up license, device, and labor spend. A high figure is not worrisome as long as you’re getting good enough ROI from the new hire.

Tracking these metrics lets you improve your onboarding flow further and makes iteration and scaling easier.

Good Onboarding Ends With Great Offboarding

Offboarding matters just as much as onboarding. 

The same workflows that grant access must later revoke it, cleanly and on time. Use the feedback you gather now to improve that reverse path.

Good offboarding practices include:

• Immediate access revocation for all systems, cloud services, and VPNs as soon as employment ends
• IT asset recovery and wiping before redeployment or disposal
• Removal from email groups, calendars, and shared drives to prevent accidental data exposure
• Exit interview IT checklist to confirm nothing has been missed

Workwize simplifies the employee offboarding process. It lets you: 

• Lock devices remotely with a single click, 
• Retrieve them from anywhere in the world, 
• Re-deploy them to new hires, or 
• Refurbish/dispose of them in an environmentally-compliant way.

The First Login has Lasting Impact. Make It Memorable With Workwize

So there we have it, IT onboarding in a nutshell.

A thoughtful, engaging onboarding relies on the little details — an extra charger in the box, the Wi-Fi key taped under the keyboard, a Slack call that spells everyone’s name correctly.

Miss these details, big or small, and your new hire will spend their day clueless, waiting for help. Nail these and they feel valued from the first interaction. 

Believe me, the onboarding investment is small, but the loyalty dividend sticks around far longer.

With Workwize, you can simplify IT onboarding and go from “The new hire from India doesn’t still have a laptop” to “Wow, the laptop reached them even before their start date”. Schedule a Workwize demo now to learn more.

FAQs

How long should a full IT onboarding process take?

While basic access should be ready by Day 1, a complete IT onboarding typically spans two to four weeks. This period covers system access, security training, tool familiarization, and early performance support. 

Stretch onboarding over several weeks so that employees can absorb information without overload.

How do you onboard contractors or temporary staff differently?

Contractors often need limited-time, project-specific access, so IT onboarding should focus on least-privilege provisioning, rapid setup, and clear offboarding dates. Skip unnecessary tools to avoid license waste, but ensure they still receive security training relevant to their work. 

3. What role does self-service play in IT onboarding?

Self-service portals and knowledge bases let new hires complete tasks like password resets, VPN configuration, or MFA enrollment without waiting for IT. This speeds up onboarding, reduces ticket volume, and allows IT teams to focus on complex issues.