Onboarding Starts at Hiring: How to Prepare Remote Candidates

In today’s increasingly digital world, companies are hiring remote candidates more than ever. But while many organizations have nailed the logistics of remote hiring, they often fall short when it comes to preparing these new hires for success. The secret? Great onboarding doesn’t begin on Day One—it starts during the hiring process itself.

In this blog post, we’ll dive into how organizations can prepare remote candidates for smooth onboarding even before they sign their offer letter. You’ll learn actionable strategies, get insight into why early engagement matters, and see how this approach benefits both the company and the candidate.

Why Onboarding Remote Candidates Early Matters

Traditional onboarding usually begins after a new hire joins. But for remote candidates, the physical disconnect makes it more important to bridge gaps from the get-go. A poor start can lead to confusion, disengagement, or even premature turnover. On the other hand, a thoughtfully designed pre-boarding experience creates a strong first impression and builds a sense of belonging.

Benefits of Starting Onboarding Early

• Higher engagement levels from day one
• Faster ramp-up time due to early context and clarity
• Improved retention rates, especially in remote environments
• Better cultural alignment, reducing long-term friction

According to a study by SHRM, up to 20% of employee turnover happens within the first 45 days. For remote workers, this window can be even more precarious due to isolation and miscommunication [source].

Start with Transparent and Inclusive Hiring Practices

Great onboarding begins during the hiring phase—not after the contract is signed. Here's how to start strong:

1. Clearly Define Roles and Expectations

When interviewing remote candidates, set clear expectations around:

• Work hours and time zones
• Communication tools and cadence
• Performance metrics and KPIs
• Company culture and team dynamics

Transparency from the start prevents future misunderstandings and fosters trust.

2. Showcase Your Remote Culture

Culture is often invisible to remote employees. So, highlight it early:

• Share videos or testimonials from current remote team members
• Offer a virtual "office tour" or behind-the-scenes look
• Talk about your values and how they show up in day-to-day work

Not only does this help remote candidates self-select, but it also accelerates cultural alignment.

 Engage Candidates During the Offer-to-Onboarding Gap

That awkward period between offer acceptance and start date? It’s your golden window.

1. Send a Preboarding Welcome Kit

This could include:

• Company swag (shirt, mug, stickers)
• A personal welcome note from the team
• Tech equipment or setup guides
• A checklist of what to expect in Week 1

2. Assign a Preboarding Buddy

Assigning a current employee as a buddy gives the remote candidate someone to reach out to with informal questions—reducing first-day anxiety.

3. Share Helpful Resources in Advance

Email or Slack them:

• Onboarding schedule
• Team directory
• Slack etiquette or meeting norms

• FAQs about tools like Zoom, Notion, or Jira

Helping remote candidates get familiar before day one saves time and boosts confidence.

 Set the Foundation for Long-Term Success

The onboarding process shouldn’t be a one-week orientation. For remote candidates, it’s crucial to build a foundation that supports long-term engagement.

Key Steps to Include in Your Remote Onboarding Strategy

1. Schedule Virtual Introductions:
   Arrange informal one-on-ones with teammates or cross-functional partners during the first two weeks.
2. Create a 30-60-90 Day Plan:
   This gives remote candidates a roadmap to understand expectations, deliverables, and growth opportunities.
3. Use a Centralized Onboarding Platform:
   Keep documents, videos, FAQs, and task checklists in one place. Tools like GitLab’s remote onboarding handbook are a great example of best practices in action.
4. Regular Check-ins and Feedback Loops:
   Managers should schedule recurring one-on-ones to discuss goals, feedback, and roadblocks during the first few months.
5.  

 Real-World Example: Onboarding Success at Zapier

Zapier, a fully remote company, starts onboarding remote candidates before their start date. They send out customized welcome kits, provide detailed onboarding schedules, and even host pre-start Slack channels where new hires can mingle before joining.

This thoughtful approach has helped them maintain a high retention rate and a strong remote-first culture.

 Final Thoughts: Treat Hiring as the First Step of Onboarding

Companies that hire remote candidates must think beyond recruitment. By embedding onboarding into the hiring process, you create a seamless journey from applicant to thriving team member.

Remember: First impressions count—and for remote hires, they start even earlier.

Call to Action

If you’re serious about building a successful remote team, start onboarding your remote candidates during hiring. Don’t wait until Day One. Review your current hiring practices and identify areas where you can add clarity, support, and engagement.

Want to optimize your remote onboarding process? Subscribe to our newsletter for weekly insights or download our [Remote Hiring and Onboarding Checklist] to get started today!

FAQ: Onboarding Remote Candidates

Q1: When should onboarding for remote candidates begin?
A: Ideally, onboarding starts during the hiring process—right after the first interview. Early engagement helps remote candidates feel connected and prepared.

Q2: What are some key onboarding practices for remote candidates?
A: Clear communication, preboarding kits, onboarding buddies, 30-60-90 day plans, and regular check-ins are essential components.

Q3: How can companies communicate culture to remote candidates?
A: Share behind-the-scenes content, employee testimonials, and live virtual meet-and-greets to give a real sense of your company’s values.

Q4: Do remote candidates need different onboarding than in-office hires?
A: Yes. They require more intentional communication, clear expectations, and tools to navigate the virtual workspace confidently.

Q5: What tools help streamline onboarding for remote candidates?
A: Platforms like Notion, Trello, BambooHR, or custom-built portals can centralize onboarding tasks and reduce confusion.