Employee Pre-boarding Preparation (also known as employee preboarding) is the stage of the new hire onboarding process that covers activities between the offer acceptance and the employee’s first day on the job.
- The goal of preboarding is to set up everything so the first day and onboarding go smoothly
- From the new hire’s perspective, it reduces uncertainty and first-day anxiety
- From the company’s perspective, it covers HR/admin tasks and getting the workspace and equipment ready
- Includes preparing new-hire paperwork, arranging or purchasing work tools, and setting up the workplace
- Includes drafting, reviewing, and signing the employment agreement (offer letter and contract)
What needs to be ready by an employee’s first day (Day 1 readiness)?
Preparation should cover everything that must be completed by an employee’s first day. It includes all tasks from the moment a hiring decision is made until the employee’s start date. This is a cross-functional process involving HR, IT, Facilities, Finance/Payroll, and the Hiring Manager, not just HR alone.
Preparing documents and formal administration
- Prepare the offer letter, employment agreement, and other HR paperwork
- Collect personal details and payroll information (e.g., tax forms, direct deposit)
- Complete required compliance forms per applicable laws (e.g., I‑9/work eligibility, W‑4, payroll records)
- Provide internal policies, employee handbook, and guidelines for acknowledgment
- Collect signed forms, acknowledgments, and consents
Preparing the workspace and equipment
- Set up an office workstation or remote work setup
- Provide a laptop, phone, and other work devices
- Ensure required tools, software, or personal protective equipment (PPE) are ready
Role, responsibilities, and expectations (Clarity on what the employee will do)
- Define the job role and key tasks
- Outline initial priorities and performance expectations
- Clarify core responsibilities and decision-making authority
- Prepare a first task or starter agenda
Access, permissions, and security (Employee has access and can work safely)
- Create company email and user accounts
- Set up access to systems, apps, and tools; add to required groups
- Prepare passwords, ID/access badges, keys, or building access
- Configure basic security settings and policies (e.g., MFA, password policy)
Training and first-day information (Employee knows how to get started)
- Have intro training or onboarding materials ready
- Provide access to internal guides and documentation
- Schedule initial training or a job walkthrough
- Share clear information about the first days
Team and company orientation
- Place the new hire within the team and org structure
- Confirm assigned manager and primary contacts
- Assign a peer mentor/buddy (if helpful)
- Give a basic overview of how the company operates
- Inform future teammates about the new hire
- Prepare and send a welcome letter or email with instructions
Who prepares an employee’s onboarding in a company?
In small and mid-sized companies, several roles typically participate in onboarding:
- HR Manager, responsible for hiring paperwork, compliance, benefits setup, and the employment agreement
- Office Manager or coordinator responsible for issuing equipment, badges/keys, and building access
- Facilities Manager - prepares the workspace and office environment
- IT Specialist, who provides the computer and sets up accounts and access to company systems and apps
- Direct Supervisor of the employee, who introduces them to the team, role, and day-to-day processes
How to Create an Employee Onboarding Checklist in Aptien
- See how you can set up such a checklist for employee onboarding in Aptien.