Virtual onboarding template: Build connection & clarity from day one

A structured virtual onboarding process is critical for integrating new hires effectively. Without it, employees face isolation, confusion about their role, and a slow start to productivity, which can impact long-term retention.

Our virtual onboarding template provides a clear framework to welcome new team members. It ensures they feel supported, informed, and connected from their first day, no matter where they are.

Key components of the virtual onboarding template

This template is designed to create an engaging experience for new hires, covering everything from pre-arrival logistics to 90-day goals.

1. Pre-boarding checklist (before day one)

Set the stage for success by preparing everything before the new hire's start date.

Send a welcome email with the first week's schedule.
Ship necessary equipment (laptop, monitor, accessories).
Set up all system access and accounts (email, Slack, internal tools).
Assign a buddy or mentor for the first month.
Share key reading materials (org chart, team bios, company values).

2. First-day agenda

Make the first day welcoming and structured to reduce anxiety.

9:00 AM: Welcome video call with manager.
10:00 AM: IT setup session to ensure all systems are working.
11:00 AM: Virtual coffee with the onboarding buddy.
1:00 PM: Team welcome lunch (virtual delivery gift card provided).
3:00 PM: Review of goals for the first week.

3. First-week plan

Build foundational knowledge and introduce key relationships.

Meet & greets: Schedule introductory calls with key team members and cross-functional partners.
Training modules: Complete essential compliance and company history training.
Project overview: Review the first starter project or initial tasks.
Friday wrap-up: A check-in with the manager to answer questions and provide feedback.

4. 30-60-90 day goals

Establish clear expectations and milestones for the first three months.

30-60-90 Day Plan

Timeframe	Key Goals Example	Success Metrics
30 days	Understand team processes and complete initial training.	Can navigate key tools; completes all required courses.
60 days	Contribute to an active project and build cross-functional relationships.	First task delivered; has met with 5+ people outside immediate team.
90 days	Own a small feature or project from start to finish.	Independent project completed successfully; receives positive peer feedback.

5. Ongoing connection and feedback

Foster a sense of belonging by providing channels for continuous improvement and virtual collaboration.

Schedule regular one-on-ones with your manager.
Encourage participation in virtual team socials and events.
Create a safe channel for new hires to give feedback on the onboarding process itself.

A roadmap for implementing virtual onboarding

Adopt this template in three continuous phases to ensure a smooth experience.

Phase 1: Prepare and pre-board

Lay the groundwork for a flawless arrival.

Confirm all logistics and tech are handled one week before the start date.
Share the detailed onboarding schedule with the new hire.

Phase 2: Engage and integrate

Execute the first-week plan with a focus on connection.

Facilitate all introductory meetings and maintain all relevant documentation.
Ensure the new hire has a clear understanding of their initial tasks.

Phase 3: Empower and evolve

Support growth and gather insights to refine the process.

Review progress against 30-60-90 day goals.
Solicit feedback to improve the onboarding template for future hires.

Why using a template is better than ad-hoc virtual onboarding

Simply sending a new hire a list of login links is not onboarding. Without a deliberate plan, remote employees can feel disconnected from the company culture, unsure of their responsibilities, and hesitant to ask questions.

This leads to slower ramp-up times and, often, early departure. The virtual onboarding template solves these challenges by:

Providing a clear structure: Eliminates ambiguity for the new hire, their manager, and the team.
Building human connection intentionally: Schedules meaningful interactions to combat isolation.
Setting clear expectations: Defines what success looks like at 30, 60, and 90 days.
Creating a repeatable process: Ensures every new hire receives a consistent and positive experience.
Demonstrating organizational care: Shows new team members they are valued from the very beginning.

Ready to create a remarkable first impression on remote hires?

A thoughtful virtual onboarding experience is your first opportunity to show a new employee your company's commitment to their success.

Turn the challenge of remote integration into an opportunity to build a more connected, engaged, and productive team from day one. The framework for a successful start is here - ready to welcome your next hire.