Onboarding checklist software that closes its own loops
Stop chasing the laptop, the badge, the system access, the welcome email, the first-day lunch. CrewBase ships with a real onboarding engine — per-task owner, deadline, evidence upload, completion tracking — so the new hire's day-one experience isn't held together by sticky notes.
Free 14-day trial · No credit card required · Set up in under 10 minutes
Why onboarding fails at 30 employees
Onboarding scales linearly with hires but the existing process scales sub-linearly. Three breaks always show up first.
No single source of who-does-what
IT provisions the laptop. HR sets up payroll. Finance handles the corporate card. Each runs their own checklist. The new hire's first day, something is missing — usually the thing IT was supposed to do but didn't.
Deadlines drift
'Send welcome email two days before start' and 'Set up Slack' are great rules — but only if someone actively tracks them. Spreadsheet checklists fail at the moment a task slips and nobody notices.
Evidence isn't captured
Task done. But did they actually sign the NDA? Where's the file? Three months later when an auditor asks for proof, it's a hunt through email.
Per-task workflow
Each task knows its owner, deadline, and proof
The onboarding engine isn't a generic todo list. Each task on a hire's checklist has a specific owner (HR, IT, Finance, the hiring manager, or the new hire themselves), a deadline relative to start date, an optional file attachment for evidence, and a completion record signed by who marked it done.
- Per-task owner — HR / IT / Finance / Manager / Employee themselves
- Deadline as days-before/after-start (auto-calculated per hire)
- Required evidence upload (signed NDA, IT setup screenshot, etc.)
- Completion timestamp + signed by — full audit trail
Progress tracking
See every hire's onboarding at a glance
Admin dashboard shows every active onboarding with a progress bar. Click in to see which tasks are overdue, who's blocking, what's pending. Filter by department, hire date, or completion status. Stop discovering on day one that the laptop wasn't ordered.
- Progress bar per hire — done / total tasks
- Filter by hire date, department, or stalled status
- Drill into individual checklist to see who owns each task
- Email reminders fire automatically as deadlines approach
Customizable templates
Templates per role, not one-size-fits-all
The default install ships a 26-task onboarding template covering most generic-knowledge-worker hires. Admins customize per role: a sales hire gets the CRM access task, an engineer gets the GitHub task, a warehouse hire gets the safety training task. Templates clone forward — last quarter's edits inform the next quarter.
- Default 26-task template covers laptop, accounts, paperwork, intro meetings
- Per-role customization — Engineer / Sales / Operations / etc.
- Tasks can require attachments, assigned owners, conditional triggers
- Edit templates as you learn — every new hire benefits
Offboarding mirror
What gets onboarded gets offboarded
The same engine runs offboarding in reverse — laptop returned, accounts disabled, final paycheck calculated, exit interview scheduled. Offboarding is where compliance bites if it's missed; CrewBase's append-only audit log makes 'we de-provisioned this employee on this date' provable.
- Default offboarding template (19 tasks)
- Audit-trailed proof of account de-provisioning
- Last-day reminders + post-departure follow-ups
- Asset return tracking (laptop, badge, keys)
Common questions about onboarding checklist software
Is this a separate product or part of the request system?
Same product, different request engine. Most CrewBase request types use an approval engine (submit → manager approves). Onboarding (and offboarding) use a checklist engine — instead of one approval, the request has a list of tasks each owned by different people. Same audit trail, same role model, different workflow shape.
Can the new hire complete some tasks themselves?
Yes. Tasks can be owned by the new hire — examples: 'Read the employee handbook,' 'Acknowledge the code of conduct,' 'Complete I-9 paperwork,' 'Set up direct deposit.' The hire sees their own tasks in their portal and marks them done with optional evidence (signed PDF, screenshot, etc.).
What if a task is dependent on another task?
Today, tasks are sequenced by deadline (relative to start date) but not strictly dependency-ordered. So 'Set up Slack' could happen before 'IT provisions laptop' — there's no automatic block. For most small-business onboarding, the deadline ordering is enough; if you have hard dependencies, name them in the task description and rely on the owner to coordinate. Strict dependency edges are on the roadmap.
Does this integrate with our HR system?
Today: no direct integration. The workflow is: hire is created in your HRIS (Gusto/BambooHR/etc.) → admin starts an onboarding in CrewBase referencing that hire → checklist runs → on completion, mark them active in your HRIS. The benefit of CrewBase being separate is the request engine + audit trail; the cost is the hand-off. Direct integration with the major HRIS providers is roadmap.
Can we use this for partial onboarding (e.g. promotions)?
Yes — the checklist engine doesn't care whether it's a brand-new hire or an internal mobility. Build a 'Promotion onboarding' template (Update title in HRIS, expand permissions, schedule onboarding to new role's responsibilities, etc.) and run it like any other onboarding. Same audit trail, same dashboard.
What's the difference between this and Trello / Asana / Notion?
Generic project tools assume one project shape. Onboarding has structure: it always has a start date, a hire, role-specific tasks, deadlines relative to start date, evidence requirements, completion-tracked compliance, and a signed audit trail at the end. CrewBase is built around that structure; Trello/Asana would model it but you'd be reinventing the database every time.
Day one experience starts on day minus seven
Free 14-day trial. Default 26-task template. Customize as you go.
14-day free trial · Set up in under 10 minutes · Cancel any time