Bringing on a new employee often happens quickly. Access needs to be granted, devices need to be ready, and the person needs to be productive as soon as possible.

That speed can create serious gaps if onboarding is not structured, documented, and repeatable. IT onboarding is not just about getting someone logged in—it is about giving the right access, at the right time, in a way that supports both productivity and security.

A strong onboarding process ensures new employees can work effectively without introducing unnecessary risk.

Onboarding Is More Than Creating a User Account

IT onboarding is often reduced to creating a user account and handing over a laptop. In reality, onboarding involves multiple systems, applications, and permissions.

A complete onboarding process typically includes:

• Identity and email setup
• Device provisioning
• Application and data access
• Security controls and policies
• Initial security awareness training

Without a documented process, onboarding becomes inconsistent and error-prone.

Every Organization Needs a Documented Onboarding Process

Every organization should have a documented onboarding and offboarding process, even if the company is small.

IT onboarding is only one part of the process. Other areas often involved include:

• Physical access such as badges or keys
• HR systems and payroll access
• Business application access
• Department-specific tools

When onboarding is not documented, access decisions are made ad hoc, increasing the risk of overprovisioning or missed steps.

Define Access by Role, Not by Person

Effective onboarding starts with defining what access each role requires.

Organizations should document:

• Core applications required for each role
• Data access levels
• Privileged or elevated permissions
• Temporary or conditional access

This is especially important for small and mid-sized businesses where employees often wear multiple hats and responsibilities evolve over time.

Automation Makes Onboarding Predictable

Manual onboarding is slow and inconsistent. Automation helps ensure onboarding is done the same way every time.

At Xvand, we develop a Management Console for our clients where onboarding templates can be created for different roles. These templates define:

• Identity and group membership
• Application access
• Security settings
• Device configuration

Using templates ensures that access is granted consistently according to the role, not based on memory or informal requests.

Initial Security Awareness Training Matters

New employees should be enrolled in security awareness training as part of onboarding, not months later.

Initial training should cover:

• Phishing awareness
• Password and MFA expectations
• Data handling basics
• Reporting suspicious activity

After initial onboarding training, new users should be enrolled in the organization’s regular security awareness training program.

For more on phishing awareness, see:
How to Spot Phishing Emails and Train Your Staff

Onboarding Connects Directly to Incident Response

How onboarding is handled directly affects how well an organization can respond to incidents.

If access is not clearly documented or standardized, it becomes difficult to determine:

• What systems a user can access
• What should be disabled during an incident
• Who has elevated privileges

For how access control fits into incident handling, see:
Incident Response Plan: What to Do When Something Goes Wrong

Onboarding and Offboarding Are Two Sides of the Same Process

Onboarding defines what access is granted. Offboarding defines how that access is removed.

Organizations that treat onboarding and offboarding as separate or unrelated processes often struggle with access sprawl and long-term risk.

For offboarding best practices, see:
IT Offboarding Checklist: How to Remove Access the Right Way

IT Onboarding Checklist (Quick Reference)

Every organization should create its own checklist. The items below are examples to consider when building one.

Identity and Access

• Create identity and email accounts
• Assign role-based access
• Enroll in MFA

Devices

• Provision and secure devices
• Apply baseline configurations
• Enable endpoint protection

Applications

• Grant access to required business applications
• Verify data access levels

Security Training

• Complete initial security awareness training
• Enroll in ongoing training programs

Documentation

• Record granted access
• Confirm onboarding completion

What Comes Next

Strong onboarding reduces risk, but it does not eliminate it.

Access must be removed when roles change or people leave, and organizations must be prepared to respond when credentials are compromised.

Continue with:

• IT Offboarding Checklist
• Incident Response Plan

Frequently Asked Questions

What is IT onboarding?

IT onboarding is the process of setting up devices, accounts, applications, and security controls so new employees can work productively and securely.

Why is IT onboarding important for security?

Poor onboarding often leads to excessive access, missing controls, and unclear permissions, which increases security risk over time.

Should security training be part of onboarding?

Yes. New employees should receive initial security awareness training during onboarding and be enrolled in ongoing training programs.

How does onboarding relate to offboarding?

Onboarding defines what access is granted. Offboarding ensures that access is removed when it is no longer needed.

About the Author

Andrey Sherman is the President of Xvand Technology, a Houston-based Managed Service Provider (MSP) with over 25 years of experience helping SMBs improve security, productivity, and innovation through technology.

Under his leadership, Xvand has built a reputation for its security-first approach, in-house development capabilities, and a commitment to treating technology as a business enabler, not just an expense.

Reviewed by the Xvand Technology Team.