Kodavara Guide
ClickUp New Hire Onboarding: The Same Great First 90 Days for Every Hire
ClickUp can run employee onboarding from a template: a task set per role, checklists for accounts and equipment, due dates relative to the start date, and reminders for 30, 60 and 90 day check-ins. HR information can sit in private locations. This guide shows the configuration we build.
Last reviewed October 2026. ClickUp changes often, so check ClickUp's help center for the latest. Written by Kodavara, an independent ClickUp Partner. Not published or endorsed by ClickUp.
What ClickUp Does Today
What You Can Do Natively
Start with the features available on your ClickUp plan.
Role Templates
A task, List or Folder template saves subtasks, assignees and dates, so each hire starts from the same plan.
Checklists and Subtasks
Checklists track accounts, equipment, training and introductions, owned by the right people.
Automations
An automation can apply a template when a hire is added, and others react when a due date arrives to remind a manager.
Docs and Forms
Docs hold the handbook and role guides, and a Form collects new hire details.
Where It Falls Short
The Gaps People Run Into
If these are your problem, keep reading.
- Templates do not carry every setting in every case, so test how dates and assignees behave when you apply one.
- Employee information is sensitive, so keep it in private locations and check your obligations.
- ClickUp does not create email accounts or order laptops. Those steps are tasks that point to other systems.
- Automation allowances depend on your plan, so reminders should be lean.
- Onboarding stalls when managers do not own their part, so ownership is part of the design.
Worked Example
Example: A 90-Day Plan
A typical onboarding. Values are illustrative.
| When | What Happens | Owner |
|---|---|---|
| Before day 1 | Accounts, equipment and welcome email | IT and HR |
| Day 1 | Welcome, tour and first tasks | Manager |
| Week 1 | Training modules and introductions | Manager and buddy |
| Day 30 | Check-in and feedback | Manager |
| Day 60 and 90 | Check-ins and goal review | Manager and HR |
Sample data for illustration.
The Configuration
The Configuration: What We Build and Monitor
Designed around your roles, teams and the tools new hires need.
| Layer | What We Build | What We Watch |
|---|---|---|
| Role Templates | A template per role or team with checklists, owners and relative dates | Templates that no longer match the job |
| Trigger | A Form or status change that starts onboarding and applies the template | Hires with no onboarding |
| Ownership | An owner for each task: HR, IT, manager or buddy | Tasks with no owner |
| Check-Ins | Reminders at 30, 60 and 90 days that notify managers | Missed check-ins |
| Private HR Space | A private structure for personal information, shared with named staff | Access creep |
| Reporting | A dashboard of hires in progress, overdue tasks and time to complete | Hires falling behind |
How Kodavara Consulting Does It
Set It Up Once
We build the onboarding plan with HR, IT and managers and test it with a real hire.
Map the First 90 Days
We list tasks, owners and check-ins per role.
Build Templates and Trigger
We build the templates and what starts them.
Set Privacy
We build the private HR structure.
Test With a Real Hire
We run a live onboarding and fix gaps.
Roll Out and Train
We train managers and HR.
FAQ
Common Questions
Not here? Ask us.
Can ClickUp run employee onboarding?
Yes. Templates, checklists, reminders and a private HR space cover the workflow.
Can onboarding start automatically?
Yes, an automation can apply a template when a hire is added. We test how dates and assignees behave.
Can I schedule 30, 60 and 90 day check-ins?
Yes, with due dates and automations that react when a due date arrives.
Is employee data private?
Keep it in private locations shared with named staff, and check your obligations with advisers.
How is this different from client onboarding?
See our client onboarding guide. The structure is similar, the owners and privacy differ.
Can you set this up for HR?
Yes. We design, build and train. See also our user and seat management guide.
Keep Reading
Related Guides
Recruiting Pipeline
Build a recruiting pipeline in ClickUp: candidate stages, application Form, private spaces and hiring reports.
Read the Guide →GuideClient Onboarding
Build a repeatable client onboarding workflow in ClickUp: intake form, project template, tasks, handoff and client updates.
Read the Guide →GuideTeam Rollout
A practical plan to roll ClickUp out to a team or company: roles and permissions, pilot, training, templates and the first 90 days of adoption.
Read the Guide →ServiceKodavara Consulting
The Kodavara service behind this guide: what we assess, configure and hand over.
Learn More →Want Help Setting This Up?
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