IT Employee Onboarding
Efficient onboarding is vital to ensure new hires are equipped with the tools and information they need to become productive from day one. While HR handles the cultural and administrative aspects, IT departments are responsible for enabling access, provisioning hardware, and setting up the necessary systems. The IT Employee Onboarding Tracker by Stackby is designed to bring order, clarity, and collaboration to this process.
This fully customizable template enables IT and HR teams to work together in a centralized space—tracking assets, credentials, onboarding progress, and documentation for every new employee. Whether you're onboarding a single hire or managing multiple joiners across departments, this solution provides a structured and scalable approach.
Key Elements Tracked in the Template
1. New Hire Details
Start with the essential information: employee name, department, role, start date, manager, work location, and onboarding status. Use filters or grouping to organize hires by department or joining month.
2. Device & Asset Allocation
Keep a detailed log of IT hardware assigned to each employee—laptops, monitors, headsets, phones, and more. Track issue date, serial numbers, condition, expected return date, and return status for efficient asset management.
3. Access and Tools Setup
For each employee, list all required software and system credentials such as email, Slack, VPN, project management tools, and CRM platforms. Record the setup status, provisioning date, and the IT personnel responsible for each item.
4. Training and Orientation
Track mandatory onboarding sessions and technical training. Include training names, dates, trainers, completion status, and comments. This ensures new hires are equipped with the necessary knowledge for their roles.
5. Documentation and Acknowledgment
Ensure compliance by logging document submissions like NDAs, IT usage policies, data protection acknowledgments, and ID verification. Each entry includes submission date, file attachment, and approval status.
Template Capabilities and Views
Status-Based WorkflowsAssign onboarding stages such as “Pending IT Setup,” “Access Granted,” “Device Delivered,” and “Onboarding Complete.” View team-wide progress in a Kanban layout or Grid view.
Calendar & Timeline ViewsVisualize start dates, task deadlines, or asset return dates using calendar and timeline views. Ideal for planning ahead and avoiding last-minute issues.
Linked RecordsConnect employee records with asset allocation, system credentials, and training schedules using linked columns. This creates a relational structure that enhances visibility and data management.
Reminders and AutomationsUse Stackby’s automation features to set reminders for incomplete tasks or due dates for access setup and device returns, reducing manual follow-ups.
Attachment SupportUpload offer letters, signed documents, ID proofs, or onboarding guides directly to each record, making it easy to retrieve key documents in one place.
Benefits and Use Cases
Unified Workspace for IT and HRCoordinate across departments in a single platform to reduce gaps in communication and task handoffs during onboarding.
Improved AccountabilityAssign individual responsibilities and track the progress of each task, from issuing hardware to setting up accounts.
Standardized Onboarding ProcessDefine and follow a consistent onboarding process regardless of department, location, or role—ensuring all employees get what they need.
Remote Onboarding ReadySupport distributed teams by organizing shipping schedules, remote access setup, and virtual training in a central system.
Auditable Records and ComplianceMaintain accurate records for audits, IT policy adherence, and equipment accountability.
Who Should Use This Template?
IT Managers overseeing employee technology provisioning
HR and People Operations teams managing onboarding logistics
Startups and growing companies aiming to standardize their onboarding process
Remote-first organizations managing distributed hires
With the IT Employee Onboarding Tracker, your team can bring structure and visibility to one of the most critical moments in an employee’s journey. It’s more than just a task list—it’s your all-in-one workspace to ensure a successful and stress-free onboarding experience.
