How to Use a Microsoft Lists Onboarding Template for Multiple Employees
Question details
The user wants to track onboarding tasks for multiple new hires within a single Microsoft List instead of duplicating the entire template for each individual employee.
- Product
- Microsoft Lists
- Device & OS
- not provided
- Scenario
- Managing standard onboarding checklists for multiple employees simultaneously so administrators can track progress in one centralized location.
- Observed behavior
- The default onboarding template requires adaptation for scaling, often leading users to inefficiently create separate lists for each new hire.
Ensure you have 'Edit' or 'Full Control' permissions for the Microsoft List so you can add custom columns, modify views, and restructure the template data.
Customize a Single List with Employee-Specific Columns
Modify your existing Microsoft List by adding an Employee column, allowing you to track everyone's onboarding tasks in one unified space.
Instead of duplicating the entire list for each new hire, structure a single master list to handle multiple employees. By assigning each task row to a specific employee, administrators can view all data collectively while using filters to display individual checklists.
Open your Microsoft List and click 'Add column'. Choose 'Person or Group' or 'Text' to create an 'Employee Name' column.
Create additional necessary columns such as 'Employee ID', 'Assigned To' (for mentors or IT staff), 'Due Date', and 'Task Status'.
Input your standard set of onboarding tasks (e.g., the 20 tasks required for every hire). Assign the new employee's name to each of those task rows.
Click on the 'Employee Name' column header, select 'Filter by', and choose a specific employee to view only their checklist. You can save this as a custom view in the top-right corner.
Use Power Automate for Task Duplication
Automate the creation of standard onboarding tasks whenever a new employee is added to the system.
Track Employee Onboarding Easily with WPS Spreadsheet
If setting up Microsoft Lists views and Power Automate flows feels too complex, WPS Office provides a lightweight, highly compatible alternative. Use WPS Spreadsheet to effortlessly manage multiple employee onboarding checklists in a single, familiar interface.
- 1. Create a Tracker: Open WPS Spreadsheet and set up column headers for Employee Name, Task, Status, and Due Date.
- 2. Enter Tasks: Copy and paste your standard onboarding tasks for each new employee.
- 3. Filter and Sort: Use the Data tab to apply AutoFilters, letting you instantly sort checklists by individual employees or pending statuses.
Frequently Asked Questions
Can I restrict employees to only see their own onboarding tasks in Microsoft Lists?
Yes. If the tasks are created by the employee (or on their behalf via an app), you can go to List Settings > Advanced Settings, and under 'Item-level Permissions', select 'Read items that were created by the user'. Alternatively, you can build a Power Apps canvas that filters tasks based on the logged-in user.
Does the default Microsoft Lists onboarding template support multiple employees natively?
Out of the box, the default template is designed for tracking tasks generally. To track multiple employees in the same list, you must manually add an 'Employee' column and utilize custom views or grouping to separate the data.
How do administrators track overall progress across all employees?
By keeping all tasks in a single list, administrators can modify the view to group items by the 'Employee Name' column. This creates expandable headers for each employee, providing a clear, high-level overview of everyone's onboarding progress.
Is it better to use Microsoft Lists or Excel/Spreadsheets for onboarding?
Microsoft Lists is great if you need deep integration with SharePoint, Power Automate, and file attachments per task. Spreadsheets (like WPS Spreadsheet or Excel) are often better if you want a simple, highly customizable, and easy-to-manage checklist without configuring complex permissions and views.
