How to Welcome New Hires with ClickUp
Using ClickUp to welcome new hires helps you turn a stressful first week into a clear, guided experience. By combining tasks, docs, templates, and automation, you can standardize onboarding while still making it feel personal and engaging.
This how-to guide walks you through a complete onboarding workflow based on best practices for first days, first weeks, and first months on the job.
Why Use ClickUp for New Hire Onboarding?
New employees need clarity, confidence, and connection from day one. A scattered process, missing documents, and unclear expectations can quickly lead to frustration and disengagement.
Centralizing onboarding in ClickUp helps you:
- Organize every task, document, and training in one shared space
- Give new hires a clear checklist for their first 30–90 days
- Align managers, IT, HR, and teammates around a single plan
- Measure progress and improve the process over time
Instead of scrambling for emails and links, each new person gets a predictable, repeatable journey.
Step 1: Plan Your ClickUp Onboarding Space
Start by designing where and how onboarding will live in ClickUp. This foundation makes every next hire easier to bring on board.
Create a Dedicated ClickUp Space
Set up a space or folder exclusively for onboarding. Within that, create separate lists for different phases or categories, such as:
- Pre-boarding (before the first day)
- First day & first week
- Role-specific training
- Compliance and HR tasks
- First 30–90 days goals
Keeping these lists separate helps managers and HR see progress at a glance.
Define Clear Objectives for New Hires
Before building tasks, outline what success looks like after 30, 60, and 90 days. Use these questions to guide your plan:
- What tools and access must every new hire have?
- Which people and teams should they meet?
- What knowledge should they have about the company and product?
- Which outcomes show they are ramping successfully?
Translate these answers into specific, trackable tasks inside ClickUp.
Step 2: Build a Pre-Boarding Workflow in ClickUp
Pre-boarding takes care of logistics before the first day so new hires feel welcomed and prepared rather than overwhelmed.
Set Up a Pre-Boarding Checklist
Create a reusable checklist or task template in ClickUp covering items such as:
- Send welcome email and calendar invite for day one
- Collect paperwork and required documents
- Request equipment and software access from IT
- Share company handbook and key policies
- Provide overview of benefits and payroll setup
Assign each task to the right owner (HR, IT, manager) with deadlines that fall before the new hire’s start date.
Automate Repetitive Pre-Boarding Steps
Use automation features in ClickUp to streamline common steps. For example, you can:
- Trigger an onboarding task list when a new employee record is created
- Automatically assign tasks to IT or HR based on task type
- Send reminders before due dates so nothing is missed
This reduces manual work and ensures every new person follows the same reliable path.
Step 3: Design the First-Day Experience in ClickUp
The first day sets the tone for the entire employee experience. A structured plan in ClickUp helps new hires feel supported from the moment they log in.
Create a First-Day ClickUp Welcome Task
Build a task or checklist called something like “Welcome to Your First Day” and assign it directly to the new hire. Include:
- A friendly welcome note from their manager
- A schedule for the day with meeting links
- Links to essential docs and internal tools
- Short videos or slides that introduce the company
Using subtasks keeps everything scannable, so the new hire can complete items one by one without confusion.
Introduce the Team with ClickUp Docs
Create a simple team guide using Docs connected to your ClickUp onboarding space. Include:
- Photos and short bios for each teammate
- Roles, responsibilities, and how they work together
- Preferred communication channels for the team
- Links to recurring meetings or rituals
Attach this doc to the first-day task and encourage the new hire to add notes or questions.
Step 4: Map the First Week and First Month in ClickUp
Beyond the first day, consistency matters. A clear schedule of learning and milestones inside ClickUp keeps momentum going during the crucial ramp-up period.
Build a Week-One Task List
Create a “Week One” list in ClickUp that includes:
- Orientation and company overview sessions
- Product or service deep-dive trainings
- Shadowing calls or demos with experienced teammates
- Intro meetings with cross-functional partners
- Time to review documentation and ask questions
Use due dates and priorities to guide the order in which tasks should be completed.
Set 30–60–90 Day Milestones
In the same ClickUp space, create tasks or goals for the first 30, 60, and 90 days. For each milestone, specify:
- Skills the new hire should demonstrate
- Key projects or deliverables
- Metrics or quality standards
- Support they will receive from their manager
Review these milestones during regular 1:1 meetings and update task statuses to reflect progress.
Step 5: Use ClickUp to Foster Connection and Support
Onboarding is not just tasks and paperwork. New hires also need relationships, feedback, and psychological safety. Your ClickUp setup can reinforce this human side of work.
Create a Buddy or Mentor Task
Assign each new hire a buddy and create a dedicated task in ClickUp that includes:
- Initial meet-and-greet with the buddy
- Weekly check-ins for the first month
- Guided topics to discuss (culture, tools, unwritten norms)
- A space for questions and useful links
Keeping this documented encourages consistent, intentional support during the early days.
Schedule Feedback Touchpoints in ClickUp
Use recurring tasks or reminders to prompt managers to ask for feedback about the onboarding experience. Suggested checkpoints include:
- End of week one
- End of month one
- End of the 90-day period
Capture insights directly in ClickUp so HR and leadership can refine the onboarding process over time.
Step 6: Standardize and Improve with ClickUp Templates
Once your workflow is in place, turn it into reusable templates so every new employee gets the same high-quality experience.
Create a Master Onboarding Template
Design a master list or folder in ClickUp containing the complete onboarding structure:
- Pre-boarding tasks for HR and IT
- First-day checklist for the new hire
- Week-one learning and meetings
- Role-specific training tasks
- 30–60–90 day goals and reviews
Save this as a template and use it each time you add a new team member. Adjust details like role, manager, and specific projects as needed.
Review and Optimize Regularly
After each onboarding cycle, review how it went. Inside ClickUp, look for:
- Tasks that are frequently delayed or skipped
- Steps that cause confusion or duplicate work
- Feedback from new hires and managers on what helped most
Update your templates based on these insights so the process steadily improves rather than staying static.
Additional Resources for Better Onboarding
For a deeper breakdown of welcoming new team members, review the original guide that inspired this workflow on the ClickUp blog: how to welcome new hires.
If you want expert help building or refining your ClickUp onboarding system, you can also explore implementation and consulting services at Consultevo.
Putting Your ClickUp Onboarding System into Action
With a dedicated onboarding space, clear checklists, and thoughtful automation, you can make every new hire’s first 90 days predictable, welcoming, and productive. Start small by mapping your current steps into ClickUp, then refine the process over time based on real feedback from your newest teammates.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.
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