Onboarding is usually a checklist for the desk, not for the systems
Most onboarding plans cover the obvious: a laptop, a desk, an introduction to the team. Fewer cover the part that actually determines whether someone is productive in week one: which of the eight to twelve tools they will need, in what order, with what access level, and who is responsible for granting it.
What a real access checklist includes
Every tool the role actually needs, not the full company list, decided before day one, not requested app by app as the new hire gets stuck.
The right permission level per tool, since over-granting access is its own security problem and under-granting means asking IT again on day three.
A single point of ownership for account creation, so it is not quietly assumed someone else already did it.
A removal plan from day one, since an offboarding checklist nobody wrote in advance rarely gets written properly during an actual departure.
A short list of who to ask when something is missing, so the new hire is not the one figuring out the org chart from scratch.
The real cost of getting this wrong
A new hire who spends their first week requesting access to six different tools is not being slow, they are working through a process nobody designed. The cost shows up as a quieter first month, more interruptions for whoever they end up asking, and a first impression of the company that has nothing to do with the actual job.
A simpler version that works
Write the access checklist once per role, not once per person: what a new salesperson needs, what a new support agent needs, what a new engineer needs. Then onboarding an actual person becomes running through an existing list instead of reconstructing one from memory.
In Tootela, a new hire added through the HR module inherits the right access across CRM, mail, chat, and the rest of the workspace from one place, so the checklist above becomes one step instead of eight separate ones.