When a new staff member joins your nonprofit, the last thing they should be doing is hunting for a Wi-Fi password or waiting three days for an email account to be created.

A smooth IT onboarding process shows your new hire that you value their time and that your organization is professional and organized.

The Pre-Arrival Checklist (Do these 48 hours before)

• Create the Primary Account: Set up their Google Workspace or Microsoft 365 account.
• Assign to Groups: Add them to the relevant email aliases (e.g., info@, team@) and calendar invites.
• Grant File Access: Add them to the specific Shared Drives they’ll need for their role.
• Prepare the Hardware: Ensure their laptop is updated, cleaned, and has the necessary software pre-installed.

The Day-One Session (The 15-Minute Walkthrough)

Don’t just hand them a laptop. Spend 15 minutes walking them through:

1. Security Basics: Help them set up their Multi-Factor Authentication (MFA) and introduce them to your password manager.
2. Where Things Live: Show them where the key folders are in the Shared Drive.
3. Communication Norms: Explain when to use Email vs. Slack/Chat vs. Phone.
4. How to Get Help: Give them the contact info for your IT support (hopefully us!).

The “Culture of Security”

Onboarding is the best time to set expectations. Let them know that data privacy and cybersecurity are part of everyone’s job in the mission.

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Let Us Handle the Onboarding

Tired of the manual setup every time you hire? We can automate your onboarding process so that accounts are created and permissions are granted with the click of a button. Reach out to learn more.