Onboarding SOP for New Employees: A Complete Guide

Did you know that companies lose up to 33% of a new hire’s salary if the employee quits within the first year?

One of the top reasons this happens is poor onboarding, and what usually goes wrong is:

• The process is unstructured and chaotic, without a formal procedure or even a checklist
• The information overload: the newcomers are bombarded with tons of documents, passwords and policies on day one, get overwhelmed, and can't take it all in properly
• ...or, the opposite happenes: with insufficient training and a lackluster setup, 32% find onboarding confusing and 22% describe it as disorganized

Lack of support, misdirected blame for delays, frustration: around 20% of new hires quit within their first 45 days, and on average, it costs anywhere from 90–200% of the employee's annual salary to replace them.

Now that we have your attention, we'd like to introduce Standard Operating Procedures for Onboarding (or simply onboarding SOPs) as an easy fix that will help you keep all your new staff for about $12.50 (or less).

An onboarding SOP is the foundation for a smooth transition, confident first days, and long-term success for your employees and your business. It's a company playbook that lays out every key step in a clear, organized format. From sending the offer letter and completing background checks, to setting up their equipment, granting tool access, and walking them through your company policies and culture: everything is documented, consistent, and easy to follow.

We wrote this extensive and easy-to-follow guide to help you create a rock-solid onboarding SOP for all your departments' new employees. You'll learn what an onboarding SOP is (and isn't), what kind of information you need to put in one, and how to piece it together without breaking your budget or brain.

Defining the onboarding SOP

An onboarding SOP (Standard Operating Procedure) is a clear, structured document that outlines the exact steps your organization follows to welcome and integrate new employees into the company. It's not a generic checklist or a vague welcome email, but a repeatable, step-by-step guide that ensures every new hire receives a smooth, consistent, and effective introduction to your organization.

An employee onboarding SOP acts as a roadmap for both the employee and the team responsible for their integration. It removes guesswork, reduces human error, and ensures that nothing important is overlooked, whether you're hiring one person or fifty.

A well-made employee onboarding SOP typically includes:

• Preboarding tasks – preparing offer letters, signing the contract and NDA, completing tax forms, and ordering necessary equipment and tool access
• First-day activities – welcoming the employee, giving them an office tour, setting up computer systems, and introducing them to team members
• Training schedules – job-specific training, hands-on guidance, product knowledge, company policies, and compliance expectations
• Compliance steps – completion of legal documents, background checks, system access protocols, and security awareness
• Milestone tracking – setting and reviewing 30-60-90 day goals, creating the forms for capturing feedback, and agreeing on methods and cadence of performance evaluations

What an onboarding SOP isn’t

To create an excellent SOP for employee onboarding, you need to learn what SOPs aren't. Otherwise, you risk creating a process document that's either unnecessarily detailed and overwhelming or one that lacks purpose or critical information.

When we discuss the way SOPs are built, maintained and intended, it's important to clear up that:

• It’s not a one-size-fits-all plan that works for every role without customization
• It’s not a static document to be written once and forgotten; onboarding processes adapt along your tools, team structure, and business priorities
• It’s not meant only for HR managers, department heads, and team members play a crucial role in executing the SOP

Onboarding SOPs are also frequently mistaken for several items used in the onboarding process:

• Not the same as an onboarding checklist – A checklist is a simple task list (e.g., “Set up Slack,” “Send welcome email”). It outlines the what, but not the how, when, or who. A good onboarding SOP provides itemized instructions for how each task should be completed, who’s responsible, and when it should happen. The SOP transforms a basic list into a repeatable, actionable process that promotes efficiency and accountability.
• Not a job description – A job description outlines a position’s responsibilities, required qualifications, and expectations. It’s useful for hiring, but once a candidate becomes a new hire, the onboarding SOP details how to guide them through their first days, systems, training, and goals to ensure a smooth transition into the role.
• Not an employee handbook – The employee handbook is a static resource that houses your company’s policies, mission, and workplace rules. It’s important for reference, but it doesn’t walk a person through their first week. The onboarding SOP, on the other hand, is an active process document built to support real-time execution of onboarding steps, across departments and roles.
• Not an onboarding plan – A plan offers a general schedule or timeline for bringing someone on board. It might include weekly goals or meetings. But it lacks the structure and detail of an onboarding SOP, which breaks every phase of the employee onboarding process into clear, documented steps that can be repeated and improved over time.

In short, an onboarding SOP is not a policy book, a task list, or a high-level outline. It’s a complete process guide that ties together planning, execution, and ownership that helps every new employee starts their journey with clarity, consistency, and full support.

How onboarding SOPs delight HRs and new hires

"You sound way too eager about a SOP, it's not that deep."

Well, it can save a workplace for dozens of people and a founder's company, so let us change your mind in a couple of minutes. 🧐

By creating and using onboarding SOPs, hiring managers can offload a huge, complex thought process into one document, go through it on autopilot, and eliminate stress from another area of work. New employees can focus on showcasing their skills and proving themselves great from day one. Company owners can invest in company development and employee benefits instead of employee churn.

Let's look into it from all the standpoints:

1. Reduce errors and inconsistencies. When onboarding procedures vary by department or person, it’s easy to miss critical steps, like sending tax forms, completing background checks, or granting system access. An onboarding SOP ensures every new hire follows the same structured path, no matter who’s managing the process.
2. Speed up training and productivity. Repeating instructions manually drains time from HR and team leads. With a clearly documented onboarding SOP, new hires can shorten the ramp-up period by following step-by-step guidance independently.
3. Improve new hire confidence and retention. Clear expectations reduce anxiety: when new employees know what to expect and what's required from them on their first day, with support available, they feel more secure and motivated. This builds engagement early on, and research shows that well-supported new hires are far more likely to stay with the company long-term.
4. Ensure compliance and reduce risk. Compliance tasks like signing contracts, completing legal paperwork, or finishing security training are time-sensitive and easy to overlook. An onboarding SOP centralizes these steps into a checklist that helps HR and legal teams reduce legal or operational risks tied to incomplete documentation.
5. Align expectations and responsibilities right away. A strong SOP sets the tone for communication and accountability. It outlines exactly what needs to happen, when, and who’s responsible. New employees understand their role, connect their tasks to larger company goals, and collaborate better with their team members.
6. Reduce the cost of bad hires. Hiring someone who isn’t a good fit is expensive, and keeping them for a long time is detrimental. An onboarding SOP will help you track performance, evaluate, and identify mismatches early on. The result: fewer surprises, better hiring outcomes, and lower turnover-related costs for the business.
7. Save time and money for HRs. With SOPs in place, HR professionals spend less time chasing follow-ups or repeatedly answering the same questions. Automating onboarding tasks and providing self-serve documentation frees up time for more strategic work like process improvement, recruitment planning, or team development.
8. Create a professional first impression. Your onboarding experience sets the tone for the entire employee journey. A polished SOP shows that your organization is organized, forward-thinking, and invested in employee success. It helps new hires feel valued and confident that they’ve joined a company that takes their growth seriously.

That's eight. We could go on, but we believe we have you on board by now. 😎

Now let's see how to create a SOP for new employees!

Key components every onboarding SOP should include

Below are the building blocks of an average SOP, fit for the majority of the workplaces. It's up to you to decide what's lacking and customize your SOPs to your unique workplace needs, processes and workflows.

1. A clear-cut SOP purpose and scope

Before you start writing your onboarding SOP, take a step back and ask yourself two simple questions:

1. Why are we making this?
2. Who is this for?

The "why" is the purpose that tells you what to put in the SOP, the goals; the "who" tells you how to adapt the SOP to its target audience.

Getting clear on the purpose and audience of your SOP from the beginning will save you a lot of time and confusion later. It’ll help you stay focused, write only what’s necessary, and make the whole process easier to follow for both your team and your new hires.

Without clarity, intent, and readers in mind, onboarding can easily turn into a messy list of random tasks that don’t actually help anyone feel prepared or confident.

Here’s what to define before you start writing:

State the objective of the SOP for onboarding process

Your SOP’s objective should be a short, actionable statement that explains the goal this document is designed to accomplish.

For example:

“This SOP outlines the onboarding process for all new marketing hires to ensure a consistent, engaging and productive experience during their first 90 days.”

The critical points are bolded: here you have the document design, the purpose, the audience and the time frame. Writing this clearly helps everyone involved (HRs, team leads, legal team and new employees) understand what a good outcome looks like.

Define who the SOP applies to

If you don't know who exactly you're writing this for, what they do and don't know and what they expect, you won't be able to create a good SOP for them.

Your onboarding SOP should clearly identify its audience. Does it apply to:

• Full-time employees only?
• Remote or hybrid workers?
• Interns or contractors?
• Specific teams (like engineering, marketing, or support)?

Here's an example of how to outline the target audience:

“This SOP applies to all remote, full-time customer success representatives in the EMEA region.”

All the bolded items reveal specifics precious for HRs, team leaders and other coworkers: what type of documents they need to sign, compliance details, their knowledge level, their working hours/timezones, and what countries they're covering.

Defining your audience precisely helps you tailor the SOP to the needs, responsibilities, and expectations of that particular group. It also makes scaling easier, as you can later develop SOP variations for other roles or locations.

Use the SMART method to define your goal

Any goal that you set should be:

• Specific
• Measurable
• Achievable
• Relevant
• Time-bound

Let's construct one SMART goal:

“Equip new support hires with all required access, documentation, and product knowledge to start resolving tier-1 tickets within 14 days.”

This approach transforms the SOP from a vague guideline into a focused tool that drives measurable outcomes. It also helps with future and outdated SOP reviews: you’ll know what’s working and where the onboarding SOP might need updating.

Interview stakeholders and recent hires

To create a SMART goal for the new employees, you need to consult the experienced team members, as they know what's reasonable to expect within specific time frame. Otherwise, you're detaching the SOP from reality and creating unusable resources.

Don’t guess what to include: ask the people who know. Speak with HR managers, department leads, and recent new hires to uncover:

• Common pain points or delays
• Confusing steps in the current onboarding workflow
• Tools or documents new employees didn’t receive on time
• Suggestions for improving the first week or first 30 days

This ensures your SOP covers real needs, not assumptions.

Take inventory of your current onboarding process

Before creating a new SOP for onboarding, you need to know what your existing process looks like. That means walking through everything that happens from the moment a new hire signs their offer letter to their first few weeks on the job.

Use a process documentation tool like MagicHow to capture the full workflow as it actually happens. You can record each step visually so you can spot:

• Where new hires get stuck or confused
• Any missing pieces like delayed equipment setup, unclear training steps, or forgotten tool access
• Tasks that don’t have a clear owner or deadline

This step helps you understand the full picture: what’s working, what’s not, and what needs to change. Once everything is mapped out, you’ll know exactly where your SOP should begin, where it should end, and what to include in between.

Customize your SOP by role, team, or locatio

There's no such thing as a one-size-fits-all SOP: not every new hire requires the exact same onboarding process.

A developer may need access to GitHub and code repositories, while a sales rep needs a CRM login and product pitch materials. A remote hire needs a virtual intro call and digital training links, while someone joining the office needs a desk setup and a physical building tour.

That’s why it’s important to either:

• Create separate SOPs for different roles, departments, or locations

, or

• Clearly label sections within one SOP based on the type of staff member it applies to

The goal here is to make sure each new employee gets an onboarding experience that’s relevant, focused, and easy to follow, no matter their role or where they’re located.

2. A detailed preboarding checklist

Preboarding is what happens after someone accepts a job but before they start. It includes things like sending the offer letter, setting up accounts, and getting their equipment ready. This makes their first day smoother and shows that the company is prepared and welcoming.

You can consider these activities as an integral part of the onboarding, or consider preboarding as a separate item; either way, you'll need a detailed preboarding checklist.

Preboarding checklist to copy and customize:

🗂 Documentation and HR setup

• Send a digital offer letter and get a signed copy returned
• Share NDA, tax forms, and employment agreement
• Add new hire to HRIS or payroll system

💻 Equipment and tool access

• Order and ship a laptop, accessories, and any role-specific equipment
• Set up company email and calendar access
• Provision access to tools (Slack, Zoom, Notion, CRM, etc.)
• Create an account in relevant internal platforms (intranet, LMS, project tools)

📧 Communication and welcome materials

• Send a welcome email with start date, dress code, schedule, and team info
• Share the onboarding agenda or handbook
• Introduce the assigned onboarding buddy or manager via email

📆 Calendar and scheduling

• Schedule first-day intro meetings with the manager and team
• Block time for orientation sessions, tool training, and admin onboarding

🎁 Optional extras to build excitement

• Mail welcome swag (t-shirt, mug, etc.)
• Share a “Meet the Team” video or company culture deck
• Provide links to company blog and social channels

You can use tools like MagicHow to document and automate these steps for consistency across hires.

3. Well-thought-out first-day agenda and introductions

Use your SOP for employee onboarding process to lay out a detailed, time-blocked schedule and make the experience welcoming, informative, and stress-free for your new hire. Here’s what to include on their first day:

1. Design a time-blocked schedule - Break the day into clear time slots (e.g., 9:00–10:00: IT setup, 10:00–11:00: team introductions) to reduce first-day anxiety and avoid downtime, so the onboarding process feel organized and purposeful.
2. Start with a warm welcome - It doesn't have to feel robotic even if it's entirely online! Begin with a friendly message from HR or a team leader. A short pre-recorded video from the CEO or department head adds a personal touch, especially valuable for remote onboarding. Live calls even better when there's distance between you and your new employees.
3. Schedule live or virtual team introductions - Plan a relaxed group intro, like a coffee chat, virtual lunch, or icebreaker game (e.g., “two truths and a lie”). These informal meetups make it easier for new hires to connect with remote team members.
4. Assign a team buddy or peer mentor - Pair each new employee with someone they can turn to for casual questions, help navigating the company culture, or understanding unwritten team norms. This task usually falls on the manager.
5. Provide a tools walkthrough, not just logins - Record a brief a 15–20 minute walkthrough on how each system (Slack, project management, knowledge base, etc.) is used in the team’s daily workflow, and where to go for tech support. With MagicHow, this can be done in two clicks and one shared link!
6. Include an orientation mini-tour - For in-office hires, give a quick tour of the space. For remote employees, provide a “digital tour” of your company’s workspace: shared drives, Slack channels, team dashboards, org chart, and support resources.
7. Set clear expectations for the upcoming days - Wrap up the day with a quick recap: what’s coming in week one, who the new hire will meet tomorrow, and where they can find help if needed.

Pro tip: Use MagicHow to create interactive, step-by-step walkthroughs for tools and common processes: ideal for async onboarding or distributed teams. Just go through the task once while MagicHow records it, and the tool will generate a clean, editable guide with screenshots.

You can then share it as a link, PDF, or embed it into your SOP.

4. Gather all training materials and documentation

Now, it's time to give new employees the access to all the tutorials, guides, materials and knowledge they need.

Centralizing and organizing will make learning more manageable and get them ready for productive work in a flash.

Here’s how to structure and deliver efficient onboarding materials:

Create a central training hub

Make it easy for new hires to find everything they need in one place. Link your LMS, internal knowledge base, and a SOP library from a single, accessible document or portal. Use clear categories based on priority and timing, for example:

• Day 1: Essential documents like logins, team introductions, and communication channels
• Week 1: Product overviews, company policies, and department-specific training
• Month 1: Deeper dives into role-specific workflows, performance goals, and long-term responsibilities

Break the learning materials into bite-sized modules

People learn better and don't end up overwhelmed when information is delivered in small, digestible pieces. Instead of handing over a 50-page written manual, use:

• 10–15 minute video tutorials
• Step-by-step guides with screenshots
• Live walkthroughs of tools and processes

Tools like MagicHow are perfect for this. You can quickly record a process, customize the guide, and share it with team members - no design or tech skills needed. This format is especially helpful for visual learners and async onboarding across global teams.

Offer both self-paced and live learning formats

Different employees absorb knowledge in different ways. Mix on-demand training with live interaction to keep the experience flexible and engaging:

• Self-paced: Pre-recorded sessions, interactive tutorials, or annotated walkthroughs
• Live: Scheduled Zoom calls, Q&A sessions, product deep-dives, and team-specific tool demos

A blended approach allows new hires to learn at their own speed while still having touchpoints with peers and managers. Just remember to communicate the deadlines clearly!

Add a “Start Here” pack for documentation

Help new employees get oriented fast with a clearly marked “Start Here” section that includes:

• Your company mission, values, and an overview of the team structure
• Role-specific standard operating procedures and checklists
• Communication guidelines (e.g., Slack norms, where to ask questions, when to book meetings)

Assign role-specific training paths

Different roles require different types of knowledge. Tailor the training experience by creating unique tracks for each department or job type.

For example:

• Developers: Coding standards, architecture diagrams, version control, and code review processes
• Marketers: Brand voice guides, campaign tracking dashboards, and editorial calendars
• Sales reps: CRM training, product demo scripts, and objection-handling templates

Customize your onboarding SOP so every employee learns exactly what they need to succeed in their specific position.

With MagicHow, you can create essential, nearly-universal SOP building blocksand customize them according to the role. You don't have to create the same tutorial repeatedly, just use the resources you already have!

Encourage active use of documentation

Teach new hires how to actually use the documentation. In your first week of onboarding, include a short training on:

• How to search and bookmark resources
• When and how to contribute to or update documents
• Who to ask if something seems outdated or missing

Track training progress and gather feedback

Don’t assume training is working - measure it.

Assign owners for each training module and track completion using tools like Trello, Asana, or MagicHow. Check in weekly during the first month to ask:

• What’s been helpful so far?
• Where are you stuck?
• Is anything missing or unclear?

This gives you a clear picture of how your employee onboarding process is performing and where the onboarding SOP can be improved.

5. Collect all HR and compliance policies

Scattered or incomplete HR policies can create major issues during the employee onboarding process, from delayed paperwork and legal risks to confusion about workplace expectations. When new hires don’t know where to find essential information, or worse, don’t receive it at all, it opens the door to compliance violations and misunderstandings.

That’s why your onboarding SOP should include a dedicated section for all HR, legal, and compliance-related documents. Instead of linking to various folders or sending one-off emails, collect and organize everything in one place. This ensures that every new employee, whether remote or in-office, receives the same consistent information and meets all security, legal, and organizational standards from day one.

Include these key documents in your SOP and customize as needed by role or region:

• Employment contract
• NDA (non-disclosure agreement)
• Non-compete or non-solicit agreements
• Code of conduct
• Workplace harassment and discrimination policies
• Data privacy and security protocols
• Health and safety guidelines
• Payroll and benefits enrollment forms
• Time-off policy and request procedures
• IT and acceptable use policy
• Social media and public communication guidelines
• Expense reimbursement policy
• Confidentiality and IP ownership terms

If your organization operates across different locations, make sure to adjust any location-specific legal or procedural documents accordingly. You should also note who’s responsible for collecting signed copies and where they should be store, whether that’s your HRI or a secure drive.

6. Performance expectations and goals

One of the most effective onboarding strategies is helping new employees understand what success looks like in their role.

When it's unclear or vague what exactly you expect, people may feel unsure, disconnected, or even anxious about whether they’re doing a good job. So, include a dedicated section for performance expectations and goals to make it easy for both the employee and their manager to stay aligned.

Including clear, measurable goals is one of the best practices for creating a successful onboarding program. Here’s how to communicate goals clearly in your SOP:

• Create a “Performance Expectations” section. Outline what the employee should accomplish in the first week, month, and quarter, and how.
• Tie goals directly to job responsibilities. For example, a sales hire might be expected to book 10 discovery calls by week three, while a support agent may need to resolve 20 customer tickets with a 90% satisfaction rating by the end of month one. These goals should reflect both team and company objectives.
• Use plain language and specific metrics. Avoid vague goals like “become familiar with the tools.” Instead, write “complete CRM training and submit your first campaign report using the dashboard.” This keeps things concrete and easy to track.
• Assign ownership and check-in points. Make it clear who’s responsible for reviewing progress, typically a direct manager or team lead. Include checkpoints in your onboarding program, such as a 30-day or 60-day review, to discuss what’s going well and what may need to be adjusted.
• Use onboarding technology to streamline tracking. Software like Trello, Notion, or MagicHow can help you organize and track goals visually. Assign tasks, set deadlines, and document progress so nothing's left behing.

30-60-90 day plan structure

A 30-60-90 day plan is a structured outline that breaks a new hire’s goals into three time-based phases: the first 30, 60, and 90 days. It helps employees focus on learning, contributing, and growing in stages- and is one of the best practices for effective onboarding program

Here's how to outline the 30-60-90 in your SOP to make onboarding more manageable and goal-drive:

• First 30 days: Learning and observation; understanding tools, processes, and team dynamics
• Day 31–60: Execution of smaller tasks; starting to contribute with support
• Day 61–90: Ownership of key responsibilities; demonstrating independence and making an impact.

Feedback loop and milestones

Feedback loops are ongoing check-ins between the new hire and their manager or team lead that create space for two-way communication. They help address what’s working and what doesn't, where support is needed, and how the onboarding program can improve.

When included in your onboarding SOP, feedback loops turn onboarding into a dynamic, evolving process.

Here’s how to set up meaningful feedback loops and milestones in your onboarding process:

• Set predefined check-in points
• Gather and offer feedback consistently
• Define clear and realistic milestones
• Document everything in the onboarding SOP

7. Support and points of contact

"Who ya gonna call?☎️

Ghostbusters!👻🚫"

Well, probably not those girls and guys.

New coworkers often struggle because they don’t know who to ask for what; to determine who they should reach out to:

• Map out key areas of onboarding (HR, tech, role-specific tasks, team culture)
• Assign individuals or teams based on their responsibilities and availability
• Confirm each point of contact is aware of their role in onboarding”

Recommended points of contact to include

Add their contact info (email address, Slack handle, calendar link) directly in the SOP, and keep it updated as team members change:

• “HR representative – for payroll, benefits, contracts, and official policies
• Hiring manager – for role-specific expectations and workload questions
• Direct team lead – for daily tasks and team alignment
• Peer onboarding buddy – for informal questions and team culture
• IT support contact – for hardware, accounts, and system issues
• Office manager or facilities contact – for in-office setup and logistics (if applicable)
• Diversity or culture officer – for inclusion resources and DEI policies
• Learning & development lead – for training resources and skills development
• Department admin or coordinator – for scheduling, meetings, and tools access

8. Organize the content logically and write in a simple, instructional tone

Write your onboarding SOP like you're guiding someone who’s never seen your company tools or workflows before.

Keep the tone clear, instructional, and jargon-free, use action verbs and structure tasks as short, step-by-step instructions: e.g., 1. Log into your Gmail account. 2. Open the onboarding email. 3. Click ‘Join’ to access the team folder.

Now, here’s where MagicHow simplifies everything:

• Open MagicHow and walk through each task you want to include. The tool automatically captures each step you take: mouse clicks, screen actions, and fields typed into, and converts them into visual, instructional guides.
• You can add descriptions, reorder steps, and remove sensitive info directly in the MagicHow editor.
• Once your guide is generated, embed the MagicHow link directly into your SOP document or intranet. For example, instead of writing out how to set up Slack, just include:
  View Slack Setup Guide →

If a process changes, you can update it once in MagicHow, and every team using the SOP will see the latest version automatically.

9. Review, test, and iterate

Even if you’ve put a lot of time into writing your onboarding SOP, it’s easy to miss things when you’re too close to the process. What looks clear to you might be confusing to someone seeing it for the first time. That’s why it’s so important to test your SOP before making it official.

Think of it like a dry run: you want to make sure everything makes sense, nothing’s missing, and new colleagues can actually follow the steps without getting stuck. Catching those small issues now saves everyone time and frustration later, making onboarding process way more helpthe ful and effective.

Here’s how to review and improve your SOP the right way:

Test it with a fresh set of eyes

Choose a recently hired employee or someone unfamiliar with the operating procedure to walk through the entire doc. Ask them to follow each step exactly as written, without help. Watch where they pause, get confused, or need clarification: these are the weak points that need work.

Collect actionable feedback

Use a shared Google Doc, feedback form, or collaborative tool to collect their input. Ask focused questions like:

• Were any steps unclear or missing?
• Did any tools or links not work?
• Was the order of tasks logical?

Encourage honesty. Your goal is to improve the operating procedure doc and onboarding, not defend it.

Revise based on real input

Update your SOP based on the feedback: reword unclear instructions, fix outdated steps, or add visuals to simplify more complex procedures. This is your chance to make the onboarding experience smoother and more intuitive for newcomers.

Set a recurring review schedule

The best practices in effective onboarding call for regular updates. Set a monthly, quarterly and annual calendar reminder to revisit the SOP and check for changes in.

Assign ownership for SOP maintenance

Choose someone to be responsible for keeping the SOP up to date. As your business, tools, or software shift, your onboarding process should adapt too. Even if it's a collaborative effort with permission levels, one person needs to be in charge.

When should a company create onboarding SOPs?

The best moment was ages ago. The second best, now!

All jokes aside, we've identified these moments as critical to have an SOP at your side, whether by writing new or updating the old:

• Workforce growth, as more people join the team
• Scaling teams or departments, whether they grow or shrink
• High employee turnover: if they keep leaving, it's high time you identified what's causing it and refurbish/produce new guides
• Remote onboarding and hybrid work environments depend on good SOPs!
• Launching a new role or department: new operations mean new workflows
• Frequent process or software updates
• Preparing for audits or certifications: when undergoing security, quality, or HR-related audits, established onboarding procedures help a business demonstrate compliance
• Hiring globally: as SOPs standardize onboarding across offices or countries, they'll help you establish a unified company culture and training process

FREE Onboarding SOP Template!

MagicHow has a dedicated free SOP template for onboarding: click here to get it!

MagicHow is perfect for creating onboarding SOPs

If you’re looking for a simple, fast way to build professional onboarding SOPs, MagicHow is exactly what you need.

Our AI-powered software documents processes as you perform them, without spending job hours writing or formatting.

Here’s how it works:

1. Install the MagicHow browser or desktop app
2. Hit “Record,” and go through your usual onboarding tasks. As you click through each step, MagicHow automatically takes screenshots and organizes them into a clean, easy-to-follow guide.
3. Stop recording when you're done, and that's it!

Once your process is captured, you can:

• Edit each step by adding titles, descriptions, or company branding
• Blur sensitive business data and crop images as needed
• Export your SOP as a PDF, share a link, or embed it in platforms like Notion, Confluence, or Webflow
• Organize and update multiple onboarding SOPs in one place

MagicHow has a new feature: MagicHow Training — you can set up the onboarding training so it’s broken down into several tasks, each with specific learning materials attached:

👉 Build your onboarding SOPs for FREE!

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