For a growing RIA or financial advisory firm, bringing on a new advisor is a major investment of time and resources. Their success is directly tied to your firm’s growth, and bringing them up to speed with your operations smoothly is crucial.
But too often, a clunky, disorganized technology setup gets in the way. A first week filled with login problems, incorrect permissions, and software access issues doesn’t just create a poor impression — it delays their productivity and undermines the very culture you’ve worked hard to build.
Fortunately, you can prevent that with the step-by-step IT onboarding framework in this guide. Following this process will ensure every new advisor is secure, compliant, and ready to make an impact from day one.
The hidden costs of a poor IT onboarding process
Many firms treat IT onboarding as a simple administrative checklist: create an email and assign a computer. But this view misses the critical impact technology has on a new hire’s ability to succeed and the risks a flawed process introduces. When onboarding is slow or incomplete, it creates ripple effects that touch every part of your business.
- You’re losing productivity – Every hour a new advisor spends waiting for passwords, struggling with software access, or trying to find the right files is an hour they aren’t focused on client service or revenue-generating activities. The cost of a slow start adds up quickly.
- You’re creating compliance risks – Improperly configured accounts are a security nightmare. Granting the wrong permissions can expose sensitive client data, directly violating SEC regulations and jeopardizing the trust you’ve built with your clients.
- You’re damaging your culture – A frustrating first week sends a clear message: we’re not prepared for you. This erodes a new hire’s excitement and confidence, turning a significant investment in talent into a disengaged employee before they’ve even begun.
The foolproof IT onboarding framework for RIAs
A successful onboarding experience follows a clear, three-phase plan. Structuring your process this way removes the guesswork and facilitates a seamless transition for every new team member.
Phase 1: Pre-boarding (the week before day one)
A great first day is decided the week before. Before your new hire walks through the door, you must have their entire tech environment built and tested.
Hardware procurement and setup – Order and configure their laptop, monitors, and any peripherals. Install core software, security tools, and endpoint protection before the machine ever leaves your control.
Account and access provisioning – Create all necessary user accounts, including email, Microsoft 365, customer relationship management (CRM), and the like. Set secure, temporary initial passwords and enable multifactor authentication on all accounts from the start.
Permissions and group policies – Assign the new advisor to the correct user groups based on their role, which ensures they can access the files and systems they need and are restricted from those they don’t.
Remote employee logistics – For advisors working remotely or on a hybrid basis, securely ship all equipment to arrive two to three days before their start date. Important: Include clear, simple instructions for unboxing and initial setup.
Phase 2: Day one
The first day should focus on empowerment and integration, not troubleshooting.
First login and system access – Personally walk the new hire through logging in to their primary systems. Guide them through changing all temporary passwords to unique, strong passwords.
Technology and security policy review – Provide and have them acknowledge key documents such as your acceptable use policy and security response plan policy to establish clear security expectations.
Introduction to IT support – Clearly explain how to get technical help, including who to contact and what the process is for submitting a ticket.
Core tools training – Schedule a brief session to cover essential productivity and communication tools, such as Microsoft Teams, email archiving, and secure file sharing.
Phase 3: The first week
The goal of the first week is to reinforce training and confirm that all systems are working as intended.
Scheduled IT check-in – Set a 15-minute call mid-week to answer any lingering tech questions. It’s a simple way to solve small issues before they become major roadblocks.
Cybersecurity training – Conduct a session on identifying and reporting phishing attempts and other common cyberthreats. This reinforces the security policies they acknowledged on day one.
Application-specific training – Confirm they have received or are scheduled for training on specialized RIA software, such as Orion, eMoney, Tamarac, or your firm’s specific CRM.
Finalize access – Review their permissions to verify that they have been granted all necessary access. Remove any temporary or setup-related permissions that are no longer needed.
The small firm dilemma: Executing flawlessly without an IT team
This checklist is comprehensive, but for a business leader already wearing multiple hats, executing it perfectly for every new hire is a daunting task. It takes focus away from strategic work and introduces the risk of missed steps.
The most successful small to mid-sized RIAs don’t try to manage this alone. They partner with an IT specialist who deeply understands the RIA technology and compliance landscape. An expert partner guarantees a smooth, professional, and secure process, allowing you to focus on integrating your new advisor into your firm’s culture and strategy.
Stop onboarding headaches for good
A structured, security-focused IT onboarding process is a foundational element of a scalable, compliant, and successful RIA firm. By following a clear checklist and prioritizing technology readiness from the start, you protect your firm from compliance risks and empower new advisors to contribute from their very first day.
Want to know how RIA WorkSpace can make things easier for you? Read the answers to the seven most common questions we get about our services, including how we handle employee onboarding.
Contact us today to get started!