Free Onboarding Checklist Generator
Generate a customized onboarding checklist for new hires. Filter by role, industry, and work arrangement. 200+ checklist items. Free for small businesses.
How to Use This Generator
Start by selecting which phases to include. Most businesses need all six phases for a complete 90-day onboarding. If you are hiring a seasonal worker or temporary employee, you might skip months two and three. Choose your role type to add role-specific items: a software engineer gets codebase access and dev environment setup, a restaurant hire gets food safety certification and POS training, a new manager gets team briefings and stakeholder introductions.
The industry compliance filter adds regulatory requirements on top of role-specific items. Healthcare adds HIPAA training and license verification. Construction adds OSHA orientation and PPE documentation. Finance adds AML training and regulatory compliance. These are separate from role items because compliance requirements are driven by your industry regardless of the specific role.
Organizations with a structured onboarding process see 82% better retention and over 70% higher productivity (Gallup). A checklist is the simplest form of that structure. Print it, share it with the manager and new hire, and check items off as they are completed.
Checklist Phases Explained
| Phase | Timeline | Items | Focus |
|---|---|---|---|
| Preboarding | Before Day 1 | 15-22 | Paperwork, equipment, accounts, team notification |
| First Day | Day 1 | 14-20 | Welcome, compliance, introductions, workspace setup |
| First Week | Days 2-5 | 12-18 | Training, processes, buddy check-ins, starter project |
| First Month | Days 8-30 | 8-12 | Goal setting, benefits enrollment, feedback, 30-day review |
| Second Month | Days 31-60 | 6-10 | Independence, collaboration, peer feedback, 60-day review |
| Third Month | Days 61-90 | 7-10 | Full ownership, 90-day review, development plan, onboarding close |
Customizing Your Checklist
The generated checklist is your starting point. Add your company's specific tool names, training materials, and contact information. Replace generic items like "train on core tools" with specifics: "complete Salesforce basic training module" or "set up QuickBooks access." The more specific each item is, the less likely it is to be skipped or done incorrectly.
Every item needs a clear owner. In small businesses, one person often fills multiple roles. That is fine, as long as the responsibility is explicit. When you build this checklist in FirstHR, items are automatically assigned and tracked with due dates and reminders so nothing falls through the cracks.
Review and update your checklist after every three to five hires. Ask the new hire and the manager what was missing, what was unnecessary, and what was confusing. The best checklists are living documents that get better with each use. For a more detailed view with time blocks and descriptions, see our Onboarding Workflow Generator.
Frequently Asked Questions
What should be on a new employee onboarding checklist?
Six phases: preboarding (offer letter, paperwork, equipment), first day (welcome, I-9, introductions), first week (training, processes, starter project), first month (goals, benefits, 30-day review), second month (independence, collaboration, 60-day review), and third month (full ownership, 90-day review, formal close). Each item has an owner: HR, manager, IT, or buddy.
How many items should an onboarding checklist have?
40 to 60 items for a standard checklist spread across 90 days. Preboarding and first day are the heaviest (10 to 15 items each). Later months have fewer items (5 to 8 each) focused on development and review. More than 80 items means you are including too much detail. Each item should be a specific action, not a vague reminder.
Who is responsible for the onboarding checklist?
The manager owns it overall, but items are split across roles. HR handles paperwork and compliance. IT handles equipment and access. The manager handles training, goals, and check-ins. The buddy handles day-to-day orientation. In companies under 15 employees, the owner often fills HR and IT roles. The key: every item has exactly one owner.
Should I customize the onboarding checklist by role?
Yes. The core items (paperwork, introductions, check-ins) stay the same. Role-specific items layer on top: dev environment for engineers, CRM training for salespeople, HIPAA compliance for healthcare workers. Customize once per role and reuse for every hire in that position.
How do I track onboarding checklist completion?
For your first few hires, a shared spreadsheet with checkboxes and dates works fine. Columns: task, owner, due date, completion date. Share with the manager, HR, and the new hire. As you grow past 10 to 15 employees, switch to an onboarding platform that automates assignment, tracking, and reminders.