IT Systems Onboarding Checklist for Professional Services
A detailed checklist for setting up a new employee with all required IT systems, accounts, access permissions, and technology training.
Designed to meet professional indemnity requirements, client confidentiality obligations, and industry body reporting standards.
Complete Checklist
- 1Create the user account in the company directory or identity management systemCritical
- 2Set up the business email account and configure on all required devicesCritical
- 3Provision access to the file sharing and document management system
- 4Grant access to the relevant business applications based on role requirementsCritical
- 5Set up the phone system extension or mobile phone if applicable
- 6Configure VPN access for remote work if the role requires it
- 7Add the employee to relevant email distribution lists and chat channels
- 8Set up multi-factor authentication on all accountsCritical
- 9Install required software and applications on the employee's computer
- 10Configure printer access and test printing functionality
- 11Provide training on the IT security policy and acceptable use guidelines
- 12Walk through the password management policy and help set initial passwords
- 13Demonstrate how to access IT support and log helpdesk tickets
- 14Update the IT asset register with all equipment and licences assigned
- 15Confirm the employee can access all required systems and resolve any issuesCritical
Frequently Asked Questions
How should system access be managed for employees in different roles?
Create role-based access templates that define the standard set of systems and permissions for each position. This speeds up provisioning and reduces the risk of granting inappropriate access. Review and update these templates whenever roles change. The hiring manager should approve the access request to confirm the right level of access for the role.
What should we do if a new employee's equipment is not ready by their start date?
Have a backup plan such as a pool laptop or temporary workstation that can be used while the permanent setup is prepared. Notify the employee in advance if there will be a delay. Prioritise email and core system access so they can start learning and completing administrative tasks while waiting for their full setup.
How do we ensure IT onboarding does not create security vulnerabilities?
Follow the principle of least privilege by granting only the access needed for the role. Enforce strong password policies and multi-factor authentication from day one. Conduct a brief security awareness briefing covering phishing, password management, and data handling. Document all access granted and review it during the probation review to remove any unnecessary permissions.
Need help implementing these checks into your daily operations?
Our team can build custom checklists integrated into your daily operations workflow.