New Hire Onboarding Pipeline Template
Stop losing onboarding tasks in email threads
This Instaboard pipeline lets you duplicate the pre-configured task cards for paperwork, laptop setup, and compliance tasks instead of rebuilding checklists. HR, IT, and managers stay aligned from offer acceptance through the 90-day review because due dates, attachments, and comments live on each card. The workspace covers first-week agendas, buddy check-ins, and ramp goals so every milestone stays visible. Apply labels like IT blocked, assign owners, and drag cards left→right as the hire advances. Everything the team needs lives on one board.
- Track every preboarding and compliance task without chasing email
- Assign HR, IT, and manager owners with due dates that stay visible
- Surface blockers instantly with labels like IT blocked or Waiting on new hire
- Keep agendas, SOPs, and review notes attached to the same card
Kick off in Get Started
Open Get Started and duplicate the Access Request or Preboarding Task card into Preboarding & Paperwork. Assign yourself or the owner responsible and set a due date that matches the start date. Attach the welcome kit or policy PDF so the card becomes the single source of truth. Apply Waiting on new hire if you need signatures from the employee. Move the card into the first stage once everything is confirmed.
Clear preboarding paperwork
Stay in Preboarding & Paperwork and open the cards from the filled example to confirm the attachments already waiting in the description. Duplicate the Preboarding Task template for every required form, set the due date earlier than Day 1, and tag Compliance when legal review is required. Use the comment thread to @mention the manager or new hire so clarifications stay in the card. After the uploads and sign-offs are done, drag each card into Systems & Access Setup.
Hand off to IT and buddy
Inside Systems & Access Setup, duplicate an Access Request card for every system the hire needs. Assign IT owners, add ticket links in attachments, and keep the status visible with the IT blocked label whenever something slips. Drop Buddy assigned on the introduction card and schedule the coffee chat that sits in this lane. Once laptop, SSO, and HRIS tasks are complete, move each card into First Week Orientation.
Run the first-week experiences
First Week Orientation holds agendas and shadowing sessions the new hire follows. Duplicate Ramp Goal for the key outcomes and add due dates to each meeting. Attach your orientation deck or Zoom links so the hire can jump straight from the card. Indent the buddy shadow task beneath the orientation card to keep related subtasks visually grouped without creating extra cards. Slide items into Role Ramp-Up when the week-one commitments are done.
Track ramp goals and 30/60/90 reviews
In Role Ramp-Up, duplicate Ramp Goal cards for early deliverables and assign them to the new hire with manager reviewers tagged. Add attachments like kickoff templates and mark Compliance on certification items that demand documentation. As milestones close, push cards into 30/60/90 Check-ins and log recap notes directly in the card description or comments on the Check-in Agenda card. Keep the First 90 days label on anything that still needs follow-up so nothing slips past the probation review.
Pro tip: Archive completed check-in cards monthly to keep the lane focused.
What’s inside
5 aligned stages
Preboarding & Paperwork → Systems & Access Setup → First Week Orientation → Role Ramp-Up → 30/60/90 Check-ins.
Reusable task cards
Duplicate Preboarding Task, Access Request, Ramp Goal, and Check-in Agenda templates for consistent handoffs.
Starter labels
Waiting on new hire, Manager review needed, IT blocked, Compliance, Buddy assigned, First 90 days — filter and triage quickly.
Demo tasks to copy
See examples with attached policy PDFs, onboarding agendas, and 90-day check-in notes so you can mirror the process.
Buddy collaboration lane
Indents and tags show how to pair buddies with shadowing sessions and coffee chats without extra tools.
Why this works
- Align HR, IT, and managers on one shared timeline
- Show blockers instantly with purposeful labels and due dates
- Keep onboarding agendas and SOPs bundled with the task
- Maintain momentum through 30/60/90 reviews without spreadsheets
FAQ
What if our onboarding timeline is shorter?
Rename or remove stages after loading the board; spacing stays tidy and the labels remain available for whatever remains.
Can we track equipment returns here?
Yes. Duplicate an Access Request card, note the hardware serial in the description, and keep it in Systems & Access Setup until the return is confirmed.
How do managers use the buddy lane?
Tag Buddy assigned on any card that needs support and @mention the buddy in comments so they get notified without extra tools.
Do we need to upload real documents?
Attach redacted examples or link to secure storage; keeping the attachment slot filled reminds the team where to grab the resource.