Organizing an HR onboarding checklist in Google Sheets offers flexibility and clarity. It makes it easier to track tasks and ensures no details slip through the cracks. Whether welcoming one new hire or an entire team, a well-structured checklist can keep your onboarding process smooth and consistent.
Why Should the HR Team Have an Onboarding Checklist?
An onboarding checklist is essential for HR teams because it ensures every process step is organized, consistent, and thorough.
It helps create a seamless experience for new hires by covering everything from pre-boarding tasks like paperwork and IT setup to post-onboarding follow-ups.
A well-crafted checklist reduces the risk of missing critical details, saves time by streamlining responsibilities, and fosters a positive first impression of the company.
Step 1: Open a New Google Sheet
Go to Google Sheets and create a blank spreadsheet. Title your document something clear, like “HR Onboarding Checklist.”
Step 2: Set Up Columns
Create headers to organize your checklist. Common columns might include:
- Checklist
- Task Name: A clear description of the task.
- Assigned To: The person responsible for completing it.
- Due Date: When the task needs to be finished.
- Status: Options like “Not Started,” “In Progress,” or “Completed.”
- Resources
- Notes: Space for extra details or comments.
Step 3: Plan What to Include
Outline the tasks and steps needed for onboarding. These might include:
- Pre-boarding tasks: Sending offer letters, gathering documents, setting up email accounts.
- First-day essentials: Office tours, introductions, workstation setup.
- Training schedules: Job-specific training, company policies, and tools.
- Follow-ups: Regular check-ins, feedback sessions, and evaluations.
You can add a new column beside the Task Name column and name it OUTLINE. This will be the place for your outline tasks. Then, you can use the dropdown option to automate the process.
Select the cells and click Insert > Dropdown, then add the options.
Step 4: Enter the Necessary Information
Under each column, list all the onboarding tasks you outlined earlier. For example:
Step 5: Track Near-Overdue Tasks
Add a column labeled Days Left next to the Due Date to track expiring tasks.
You can use the formula:
=DAYS(E6, TODAY())
Replace E16 with the due date cell. Drag the formula down for all rows. Now, you’ll see how many days are left for each task.
Step 6: Use Data Validation for Status
To make tracking easier, create a dropdown menu for the Status column. Highlight the Status column. Go to Insert > Dropdown. Then list down the options (Not Started, In Progress, Completed). Click Save. Now, your team can update the status of each task with a simple dropdown menu.
Apply filters to each column to sort or search tasks easily. For example, filter by “Status” to see which tasks are incomplete or sort by “Due Date” to focus on urgent items.
Step 8: Create Different Tabs for Detailed Information
Once your main tab is done, you can proceed with specialized tabs focused on different tasks. First, click the “+” icon at the bottom corner of your spreadsheet. Then, rename the new tabs depending on your preferences.
Here, I use the following tab names:
- Task Summary (Main tab)
- Pre-Boarding
- First-Day Essentials
- Training Schedule
- Follow-Up
- Resources
- Performance Evaluation
Step 9: Create Labels for Every Tab
Aside from the Task Summary, each tab should have labels personalized to each category. In this example, I’ll work on the Pre-Boarding tab.
For the Pre-Boarding tab, I’ll use the following columns:
- New Hire Information (Name, Job, Start Date, Hiring Manager, Resume)
- Pre-Boarding Task
- Status
- Assigned To
- Due Date
- Checkbox (for timestamp)
- Completion Date
- Remarks
Once your columns are all set, you can start entering information for each column, except for Status, Assigned To, Checkbox, and Completion Date. These columns will be automated using Google Sheet features.
Step 10: Automate Columns for Easier Data Entry
As I mentioned above, the Status, Assigned To, Checkbox, and Completion Date columns will be automated using Google Sheets’ smart features. Let’s start with the Dropdown feature.
Under the Status and Assigned To columns, you can use the dropdown menu to make data entry easier, especially if these columns require repetitive information.
Let’s start with the Status column. Select the cells where you want to add the dropdown menu and click Insert from the toolbar tab. Then, choose Dropdown. Once the sidebar is open, you can now add your options, such as In Progress, Not Started, and Completed.
You may repeat the process for the Assigned To column.
Now that your dropdowns are all set, you can use the checkboxes to help you automate the Completion Date column. To add checkboxes, select the cells where you want to put them, then click Insert > Checkbox.
To automatically put timestamps when these checkboxes are ticked, you can use the formula below under the Completion Date column:
=LAMBDA(d,if(L6=TRUE,d,””))(now())
You can repeat the process for the rest of the tabs and customize them depending on your requirements.
Once your checklist is ready, share it with everyone involved in onboarding. Use the Share button at the top right of Google Sheets to grant access. You can also adjust permissions to let team members update their assigned tasks.
Get the Free HR Onboarding Checklist
Get a copy of the free HR Onboarding Checklist template. I’ve already populated some cells as examples, but you can customize them.
Final Thoughts
An onboarding checklist isn’t just about ticking boxes; it’s about setting the tone for how your company values its people. Your effort to create a thoughtful, well-structured process reflects your commitment to a positive employee experience.
With Google Sheets, you have a simple yet powerful tool to organize this journey. Flexibility is key—adjust the checklist as your team and processes evolve. The goal is to make every new hire feel supported and empowered from day one.
Frequently Asked Questions
How can I use formulas to track onboarding progress?
You can use formulas like COUNTA to count completed tasks and COUNTIF to tally items based on their status. For example, =COUNTIF(Status Range, “Completed”) will show the total number of completed tasks, helping you monitor overall progress at a glance.
How can I create a summary of onboarding progress?
Use a pivot table to summarize tasks by status or department. Go to Data > Pivot Table, select your data range, and configure rows and columns to display information like total tasks per status or per team.
What formulas can help with task prioritization?
Use a combination of IF and TODAY formulas to prioritize tasks based on due dates. For example, =IF(Due Date-TODAY()<=3, “High Priority”, “Normal Priority”) flags tasks with deadlines approaching within three days.
