Efficient onboarding is critical to a smooth start for new employees—especially when it comes to IT. From setting up devices to accessing key systems, internal IT documentation plays a crucial role in making the onboarding experience streamlined, consistent, and low-stress.
An effective internal knowledge base empowers new hires to complete basic IT setup tasks independently while reducing the number of repetitive tickets your helpdesk needs to manage. Below is a comprehensive IT documentation checklist tailored specifically for onboarding new employees.
Why IT Onboarding Documentation Matters
Without proper documentation, IT onboarding becomes a time-consuming, inconsistent, and error-prone process. When internal guides are unclear or missing, IT teams waste hours answering the same basic questions, and new employees lose productivity waiting for help.
A well-organized internal knowledge base:
- Reduces helpdesk ticket volume
- Speeds up new hire productivity
- Provides a consistent onboarding experience
- Enables self-service support
- Frees up IT staff to focus on higher-level tasks
IT Onboarding Documentation Checklist
Here’s what every IT team should include in their internal knowledge base to support employee onboarding:
1. Account Setup Guides
New employees typically need access to several core systems. Create step-by-step guides for:
- Signing into their corporate email account
- Activating multi-factor authentication (MFA)
- Setting up Single Sign-On (SSO)
- Logging into tools like Google Workspace, Microsoft 365, Slack, or Zoom
Tip: Include annotated screenshots to walk users through the process visually.
2. Device Setup Instructions
Provide documentation for:
- Setting up a new company-issued laptop or desktop
- Connecting to corporate Wi-Fi or VPN
- Installing company-required software or browser extensions
- Creating a secure local user profile (if applicable)
Pro Tip: Include separate guides for Mac, Windows, and Linux users where necessary.
3. Security Best Practices
Onboarding is a critical time to establish security expectations. Document:
- How to recognize phishing emails
- Password management guidelines (e.g., using a password manager)
- How to report security incidents or suspicious activity
- Policies for mobile device usage and data protection
4. Access to Shared Resources
New employees often need access to shared drives, folders, and collaboration tools. Include guides for:
- Accessing shared network drives or cloud folders
- Requesting access to internal systems
- Using collaboration tools (e.g., Microsoft Teams, Notion, or Trello)
5. Support Contact Information
Even with the best documentation, some users will need help. Create a guide that outlines:
- How to contact the IT helpdesk
- Service hours and response expectations
- Emergency procedures for system outages
6. IT Policies and Compliance Guidelines
Include reference documentation for:
- Acceptable use policies
- Data retention and backup policies
- BYOD (Bring Your Own Device) guidelines
- Remote work and device handling procedures
Bonus: Maintenance Tips
Creating documentation is only the beginning—make sure it stays useful:
- Review quarterly to ensure accuracy
- Add feedback links so employees can report outdated content
- Use common keywords to improve searchability
Simplify IT Onboarding with a Pre-Written Knowledge Base
Creating and maintaining documentation takes time—something most IT teams don’t have. That’s where tools like Kandbe come in. Kandbe offers a fully managed internal knowledge base loaded with professionally written IT support guides—ideal for onboarding, training, and day-to-day support.
Whether you’re a small business or a large enterprise, Kandbe helps IT teams deliver consistent onboarding experiences while reducing manual effort.
Need help building a more efficient IT onboarding experience?
Explore how Kandbe can help you launch a professional internal knowledge base in minutes.