Free template
Free, ready-to-use IT onboarding SOP template for setting up new employee accounts, devices, and system access. Copy, customize, or create it in Folge with screenshots.
An IT Onboarding Standard Operating Procedure (SOP) is a documented process that IT teams follow to provision accounts, configure devices, set up system access, and ensure new employees have everything they need to be productive from Day 1.
This template covers the complete IT onboarding workflow — from receiving the new hire request through provisioning accounts, configuring hardware, granting application access, and conducting the IT orientation. It ensures nothing gets missed regardless of who handles the setup.
Standardize how new employee technology is provisioned across the organization
Scale your onboarding process as hiring increases without dropping quality
Ship and configure devices for remote employees with consistent setup procedures
Document access provisioning for SOC 2, ISO 27001, and other compliance audits
Purpose: To ensure every new employee receives consistent, complete IT setup — accounts, devices, access, and orientation
Scope: All IT staff handling new hire technology provisioning
Time Required: 2-4 hours per new hire (begin 3-5 days before start date)
Tools Needed: Active Directory / Google Workspace Admin, MDM (Intune, Jamf), Help Desk Software, Asset Management System
Action:
⚠️ Important: Begin setup at least 3-5 business days before the start date to allow time for shipping, procurement, and testing.
Expected Outcome: Onboarding ticket created with all requirements, hardware reserved or ordered
Action:
Expected Outcome: All user accounts created, groups assigned, MFA enabled
Action:
Expected Outcome: Device configured, enrolled in MDM, registered in asset system, and delivered or ready for pickup
Action:
Expected Outcome: All systems tested and verified working; any issues resolved
Action:
Expected Outcome: New hire has working access to all systems and understands IT policies and support channels
Action:
Expected Outcome: New hire is fully set up, ticket documented and closed, HR notified
Begin IT setup 3-5 days before the start date. Nothing kills a first impression like a new hire sitting at an empty desk with no login on Day 1.
Maintain a matrix mapping roles to required applications and permission levels. This eliminates guesswork and ensures consistent access provisioning.
Use provisioning scripts or SCIM to auto-create accounts in SaaS tools. Automate group membership based on department and role to reduce manual steps.
Always log into the device and test every account before giving it to the new hire. Five minutes of testing prevents hours of Day 1 troubleshooting.
Enable MFA immediately on all accounts. Cover phishing awareness and acceptable use policy during the IT orientation — don't defer security training.
Every account you create during onboarding needs to be revoked during offboarding. Maintain a checklist that mirrors both processes for consistency.
Stop copying and pasting templates. Create interactive, screenshot-based SOPs that your team will actually use.
Start 3-5 business days before the employee's first day. This gives enough time to order hardware if needed, create accounts, configure devices, test everything, and ship equipment for remote employees.
At minimum: email, chat/messaging (Slack or Teams), VPN, and any department-specific tools. Create a role-based access matrix that maps each job title to the specific applications and permission levels they need.
Ship pre-configured equipment with tracking, include printed setup instructions, schedule a video call for Day 1 IT orientation, and use remote MDM tools to manage the device. Test VPN connectivity and all applications during the video call.
Use Folge to capture your screen as you walk through each step — creating accounts in Active Directory, configuring devices, setting up applications. Folge takes screenshots automatically, and you can annotate them with instructions. Export as a PDF or HTML guide for your team.
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