Remote Onboarding Is the New Standard
Before 2020, most small businesses onboarded new employees by having someone from IT physically sit at their desk, configure their laptop, and walk them through the company systems. Today, that process happens remotely for 95% of setups — and it is faster, more consistent, and fully documented.
Here is the step-by-step process we use at NetrixIT to get a new employee productive on day one, without anyone leaving their desk.
Step 1: Pre-Staging (Before Day One)
The key to smooth onboarding is doing as much as possible before the employee arrives. This means:
- Order and configure the laptop — If the company provides hardware, have it shipped directly to the employee. If it is a BYOD setup, send configuration instructions ahead of time.
- Create accounts — Email, VPN, file sharing, project management tools, communication platforms — create all accounts and set temporary passwords that expire on first login.
- Document the setup — Create a checklist of every account, every piece of software, and every configuration step. This becomes the onboarding template for future hires.
Step 2: Remote Access Setup
Once the employee has their laptop, the first connection is critical. We use screen sharing tools (like AnyDesk or TeamViewer) to walk them through the initial setup:
- Install and configure the VPN client
- Join the device to the company domain (or enroll in MDM for cloud-managed environments)
- Set up email in Outlook or the company mail client
- Install required software (Office 365, Slack, Zoom, etc.)
- Configure network drives and file sharing access
- Set up multi-factor authentication on all accounts
This entire process typically takes 30 to 60 minutes. The employee watches and asks questions, which makes the setup more transparent than the old "drop the laptop on their desk and hope it works" approach.
Step 3: Security Baseline
Every new device on the network should meet a minimum security standard before it gets access to company resources:
- Operating system is up to date with all security patches
- Antivirus/endpoint protection is installed and active
- Disk encryption (BitLocker or FileVault) is enabled
- Firewall is turned on
- Strong password or PIN is set for login
- Multi-factor authentication is enabled on email, VPN, and admin systems
Step 4: Documentation and Handoff
After the setup is complete, we provide the employee with a welcome document that includes:
- A summary of all accounts created and their purposes
- Instructions for common tasks (connecting to VPN, accessing shared files, submitting IT tickets)
- Security policies (password requirements, acceptable use, incident reporting)
- IT support contact information
This document lives in the company knowledge base so the employee can reference it anytime without having to submit a ticket.
Step 5: Follow-Up
Onboarding does not end when the laptop is configured. We check in on day two and day five to make sure everything is working smoothly, address any "how do I..." questions, and confirm the employee has everything they need.
This follow-up is where most companies drop the ball. They configure the machine and move on, leaving the new hire to figure out the nuances on their own. A quick 15-minute check-in saves hours of frustration down the road.
Want Help With Onboarding?
NetrixIT includes endpoint setup and configuration in our Standard and Premium plans. We handle the entire remote onboarding process — from pre-staging accounts to the day-one walkthrough to the follow-up check-in. Contact us to learn more.