Templates
Onboarding Checklist – & workplace-ready free
Free onboarding checklist template for Excel and Google Sheets. Onboarding tasks, owners, deadlines, and progress for new hires. Download now.
- 100% free
- Workplace-ready
- Excel & Google Sheets
What is an onboarding checklist and why do you need a template?
An onboarding checklist is a structured list so nothing important is missed when someone joins—from contract paperwork to first-week introductions. A consistent onboarding checklist template saves time and gives every new hire the same experience.
Strong onboarding improves retention and time-to-productivity. An Excel or Google Sheets template lets you standardise tasks, owners, and due dates without a full HRIS on day one.
Benefits at a glance
- No missed steps: Systematic coverage of HR, IT, and team tasks.
- Clear owners: Each line has a responsible person.
- Deadlines visible: Due dates for documents, training, and check-ins.
- Reusable: No reinventing the process per hire.
- Audit trail: Documentation for quality reviews and handovers.
Who it is for: SMEs, hospitality, retail, care, and any business hiring without a dedicated HR team. See our onboarding checklist hub for related resources.
Onboarding phases: before start, first week, first months
| Phase | Period | Typical tasks |
|---|---|---|
| Pre-boarding | Before day 1 | Contract, workspace, IT access, welcome email |
| First day | Day 1 | Welcome, tour, team intro, role basics |
| First week | Days 2-5 | Tool training, processes, buddy assignment, first feedback |
| First month | Weeks 2-4 | Deeper training, expectations, regular check-ins |
| First 3 months | Months 2-3 | Review meeting, goals, confirm role clarity |
The Ordio template includes starter tasks per phase. Adapt them to your industry—for example shift introductions with scheduling in hospitality, or time-tracking setup in operations teams.
Onboarding checklist in Excel: tasks, deadlines, and owners
An Excel onboarding checklist organises tasks in clear columns: what to do, category, owner, due date, and status.
Typical columns
- Task: e.g. sign contract, complete employee form, safety briefing
- Category: HR, IT, induction, training, feedback
- Owner: HR, line manager, IT, buddy, or the new hire
- Due date: When the task should be complete
- Status: Open, in progress, done
Pair the checklist with a job description template so role expectations match onboarding tasks. The Ordio file uses dropdowns for category and status. An onboarding checklist in Excel suits teams without dedicated HR software—you keep control and can edit anytime.
Create an onboarding checklist: step-by-step
Build your checklist systematically:
- Define phases: Pre-boarding, first day, first week, first month—as needed.
- List tasks: Collect steps per phase (documents, access, introductions, training).
- Assign owners: HR, manager, IT, buddy.
- Set deadlines: Realistic due dates relative to start date.
- Use the template: Download the Ordio onboarding checklist and paste your tasks.
- Improve: Add or remove items after each new hire based on feedback.
The template supplies structure—you add company-specific content.
Onboarding checklist template from Ordio
The Ordio onboarding checklist template is a free Excel file with guide, employee list, checklist, and overview sheets. Track new hires, deadlines, and open tasks in one place.
You get predefined categories, status dropdowns, and an overview of what is still open. Download free and start with the next hire—the layout stays lean so you focus on essentials.
Ideal for: Organisations with roughly 5-50 employees that want process without a heavy HR suite. Store completed documents in employee files. Combine with Ordio time tracking when you need operational hour records after onboarding.
Ordio + checklist: Time tracking and scheduling cover day-to-day operations; the checklist makes sure new hires get access, training, and introductions first.
Excel template: checklist, staff, and overview
| Sheet | Contents |
|---|---|
| Guide | How to use the file |
| Staff | Name, start date, role, owner |
| Checklist | Tasks, category, status, owner, due date |
| Overview | Progress per employee, open items |
Typical flow: Add the new hire on the staff sheet, copy the standard checklist, adjust dates and owners, then watch the overview for gaps.
- Status tracking: Open, in progress, done—with dropdowns.
- Owners: Clear assignment per task.
- Dates: Due dates for documents and training.
- Customisable: Add industry-specific steps.
Free to use in Excel or Google Sheets—no registration. Pair with your job description so role expectations and onboarding tasks stay aligned.
Onboard with Ordio
Save 5 hours per week on HR admin
Digital employee files
Documents stored securely and available anytime
Automated leave management
Manage leave requests, balances, and approvals digitally
Checklists & tasks
Structure onboarding, training, and tasks
GDPR-aligned
Data stored securely and compliantly
With Ordio:
See how Ordio streamlines HR admin
See digital employee files speed up processes · No obligation · 15 minutes
More free templates
Discover more Excel templates for planning, time tracking and HR.
Frequently asked questions about Onboarding Checklist – free & workplace-ready
What is an onboarding checklist?
An onboarding checklist is a structured tool that allows you to ensure that no important step will be forgotten when introducing new employees. It organizes tasks, deadlines and responsible persons - from signing the contract to full incorporation. The Ordio template helps you standardize the process.
Why is an onboarding checklist important?
With well done onboarding, new employees stay longer in the company and reach their full productivity faster. A checklist ensures a uniform approach, clear responsibilities and comprehensible documentation. You don't forget steps and save time with every new employee.
How do I create an onboarding checklist?
Define phases (pre-onboarding, first day, first week, first month), collect tasks per phase, ordne controllers and set deadlines. Ordio onboarding checklist delivers the Excel structure - you fill it with your company-specific content. Free and immediately usable.
What phases does onboarding have?
Typical phases: pre-onboarding (before the first day), first day ( greeting, tour), first week (tools, processes, Buddy), first month (training, check-ins), first 3 months (review, target definition). The Ordio template covers all phases with predefined tasks.
What's in a checklist?
Tasks (e.g. signing contract, setting up IT accesses, setting up time records), categories (administration, IT, training), responsible persons (HR, team leader, IT, Buddy), maturity data and status (off, in processing, Done). The Ordio template contains drop-down lists for uniform capture.
How long does onboarding last?
The incorporation typically takes 3 to 6 months - depending on the position and complexity. The first week is particularly important for the first impression. The Ordio checklist helps you to cover all phases and track progress.
What is the difference between onboarding and incorporation?
Onboarding covers the entire integration process - from signing the contract to full integration. Introduction is more relevant to the technical introduction of tasks and procedures. Both belong together; a checklist covers both aspects.
Who is responsible for onboarding?
HR often coordinates, team leaders and Buddy are responsible for the specific implementation. IT takes care of accesses. The Ordio template helps you to assign responsibilities per task - everyone knows what to do.
Can I download the onboarding checklist for free as Excel?
Yeah. Ordio onboarding checklist is available free of Download as Excel template. You download the template, engage employees and tasks, and follow progress. No registration required. The template contains sheets for staff, checklist and overview.