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Cybersecurity in onboarding: from the biggest risk to the strongest line of defense
No company should neglect cybersecurity measures during onboarding today, as employees are easy prey for attackers during this phase. We show what companies and managers should pay attention to.
TL;DR: the most important points in brief
- New employees are the main target for cyberattacks because they are not yet familiar with the company’s guidelines and practices.
- Integrating cybersecurity from day one transforms a potential vulnerability into a strong “human firewall.”
- A secure onboarding process reduces costly security incidents and protects the company’s reputation.
- Key measures include mandatory training, the principle of least privilege, and multi-factor authentication.
- Investing in secure onboarding is a strategic decision that strengthens customer trust and the long-term resilience of the company.
The human factor as a gateway
Companies invest considerable sums in technical defense measures such as firewalls and antivirus software. Nevertheless, humans remain the biggest weak link in the security chain. According to a study by Verizon, 68% of all successful cyberattacks involved significant human involvement. Within this human component, new employees represent the weakest link. They lack context regarding internal processes, are unfamiliar with communication channels, and often want to prove themselves quickly and be helpful. This combination of ignorance and eagerness makes them an ideal target for attackers. This vulnerability is not a question of the new employee’s competence, but rather a structural weakness in the critical phase of onboarding. Attackers exploit this situation because they know that a new employee is less likely to question a request that appears to come from a supervisor.
Relevance for onboarding managers: more than just an IT task
Cybersecurity is no longer an isolated task for the IT department. It has become a core responsibility of human resources departments and managers. The onboarding process is the first and crucial opportunity to have a lasting impact on an employee’s security behavior. Anything that is neglected in the first few days and weeks is difficult to correct later on. A failure at this point undermines all subsequent security efforts and negates expensive technical investments. The responsibility therefore lies with those who shape the employee’s first experience in the company.
An onboarding process that neglects cybersecurity is not only incomplete, but also poses an active and predictable security risk. It is like an open door that paves the way for attackers to enter the company’s networks. Integrating security protocols from the outset is therefore not an option, but a strategic necessity for every modern company.
Why cybersecurity must be an integral part of onboarding
New employees are particularly attractive targets for cybercriminals because their psychological state makes them susceptible to manipulation. Attackers exploit this with targeted tactics. These include phishing and social engineering attacks in the form of fake welcome emails from HR, instructions for IT setup, or urgent requests from a new supervisor. Such attacks are highly effective because the new employee has no reference point for what normal internal communication looks like.
Particular attention is paid to what is known as business email compromise (BEC). Here, attackers pose as high-ranking executives to persuade employees to make unauthorized money transfers or disclose sensitive data. A new employee who wants to impress their supervisor is less likely to question such instructions critically or verify them through official channels.
Shaping the safety culture: The first few weeks are crucial
The first few days in a new job lay the foundation for all future work at the company. Integrating security training from the outset signals that security is a core corporate value and not just a tedious exercise in compliance. The goal is to make every employee part of the “human firewall.” A well-trained employee not only avoids clicking on a phishing link, but also proactively reports the incident. In doing so, they provide the security team with valuable information about current threats and actively contribute to the defense of the entire company.
Economic necessity: prevention instead of damage control
Investing in secure onboarding makes good business sense. The costs of a single successful cyberattack—in terms of financial losses, GDPR fines, and massive reputational damage—far exceed the costs of a comprehensive onboarding security program. In addition, a poorly structured onboarding process has been shown to lead to higher employee turnover. Secure and clear onboarding, on the other hand, reduces stress and uncertainty for new employees, which increases their job satisfaction and loyalty to the company. A professional onboarding process is therefore also a tool for employee retention and a competitive advantage in the battle for talent. It signals a mature and well-managed organization that takes the protection of its employees and assets seriously.
Typical risks and vulnerabilities when new employees join the company
Human error: A careless click with fatal consequences
The most common risk comes from untrained employees who fall for phishing emails, click on malicious links, or open infected attachments. This is usually not a sign of incompetence, but a direct result of a lack of training and awareness. A single wrong click can be enough to spread ransomware throughout the entire network or give attackers access to critical systems.
Access rights: The dangerous privilege of abundance
An often underestimated but extremely high risk is the incorrect assignment of access rights. In the rush to get a new employee up and running quickly, they are often granted more extensive permissions than are necessary for their job (“over-provisioning”). This fundamentally violates the principle of least privilege (PoLP), according to which a user should only be granted the minimum permissions required to perform their tasks. If excessive rights are assigned to a compromised account, the potential damage to the company is multiplied.
Password management: The weakest link in authentication
The handling of initial passwords for new employees has several critical weaknesses. These include the use of insecure, easy-to-guess default passwords such as “Welcome2025!”, the unencrypted transmission of these passwords via email or SMS, where they can be intercepted by third parties, and the failure to force employees to change their passwords when they log in for the first time. Without clear guidelines and the provision of tools such as password managers, employees also tend to use weak and reused passwords.
Data and device management: a lack of sensitivity to what is essential
New employees are often unable to properly assess the sensitivity of company data such as personal customer data or financial information. This leads to careless handling of this data. Further risks arise from the use of private devices (Bring Your Own Device – BYOD) without central security controls and the use of unsecured public Wi-Fi networks for work, which allows attackers to intercept data traffic.
The following matrix summarizes the key risks and assigns specific countermeasures to them in the onboarding process.
| Risk | Description | Critical Phase in Onboarding | Best Practice Countermeasure | Responsible |
| Phishing / Social Engineering | Employee clicks on a malicious link or shares sensitive data | Day 1–5 | Mandatory awareness training with phishing simulations | IT Security / HR |
| Excessive Permissions | Employee receives overly broad access rights | Pre-boarding / Day 1 | Implementation of role-based access control (RBAC) following the least privilege principle | IT / Supervisor |
| Compromised Initial Password | Temporary password is intercepted or not changed | Pre-boarding / Day 1 | Secure, separate delivery; enforce password change at first login | IT |
| Improper Handling of Data | Confidential data is shared or stored without proper protection | Week 1–2 | Training on data protection policies (GDPR) and secure data transfer tools | Data Protection Officer / HR |
| Use of Insecure Devices / Networks | Access to company data via personal devices or public Wi-Fi | Day 1 | Clear BYOD policy; provide VPN; configure company-owned devices | IT |
Best Practices: Implementing a Secure Onboarding Framework
An effective security concept during onboarding is based on a combination of training, clear processes, technical measures, and a strong security culture.
Mandatory IT Security Module: Knowledge as the First Line of Defense
A mandatory IT security training should be completed within the first 48 hours of starting work. What matters is not just the content but also how it is delivered. Passive presentations are ineffective. Instead, interactive formats like quizzes, realistic scenarios, and gamification should be used to boost engagement and ensure lasting learning. The goal is to give all employees a shared understanding of key threats and security practices. The training’s effectiveness depends on its relevance and interactivity; short, role-specific microlearning sessions and regular simulations work far better than one long, one-time session.
Hands-On Awareness Training: Detecting and Reporting Attacks
Security training should teach clear, action-oriented skills:
- Phishing detection: Employees need to recognize warning signs like suspicious sender addresses, urgent language, or links that don’t match the displayed text. Regular, unannounced phishing simulations are essential to test and strengthen this knowledge.
- Strong passwords: Teach how to create complex, unique passwords. The use of a company-provided password manager should be mandatory to prevent weak or reused passwords.
- Reporting process: Establish a simple, well-communicated process for reporting suspicious activity. A “no-blame” culture is crucial – employees must feel safe reporting incidents or even their own mistakes. Fast response is key to minimizing damage.
Strict Access Management: Least Privilege Principle
The foundation of technical security is strict access control. Permissions should be assigned based on predefined role profiles (Role-Based Access Control, RBAC), not individually. The default setting for any new employee should be “no access,” with each permission explicitly justified. Automating this process reduces human error. Regular access reviews ensure that unused permissions are promptly removed.
Essential Technical Security Measures
Some technical protections are non-negotiable:
- Multi-Factor Authentication (MFA): Required for all critical systems, especially cloud services and remote access. MFA adds a crucial extra layer of security even if a password is compromised.
- Virtual Private Network (VPN): All remote access to company networks must go through a secure VPN protected by MFA.
- Secure devices: Ideally, the company provides pre-configured, hardened devices. If Bring Your Own Device (BYOD) is allowed, strict device management policies must ensure compliance with company security standards.
Security Culture: Shared Responsibility
Ultimately, cybersecurity is about company culture. It must be seen as everyone’s responsibility – from management to interns. Leaders should set an example by visibly following security policies. A proven method is assigning a “security buddy” – an experienced colleague who helps new hires with security questions and builds confidence.
Strategic Benefits of Security-Focused Onboarding
Security-first onboarding provides more than just defense; it creates long-term strategic value:
Fewer incidents and lower costs
The clearest and most measurable benefit is a significant reduction in security incidents caused by new employees. Every prevented attack directly saves costs that would otherwise go toward incident response, data recovery, potential fines, and repairing reputational damage.
Faster, safer integration
A structured and secure onboarding process gives new employees clarity and guidance from day one. When the rules for handling IT systems and data are clear, they can focus on their tasks more quickly and confidently. They become productive faster because they spend less time worrying about insecure processes.
Stronger trust
A strong security concept builds trust on two levels. Internally, employees feel valued and safe when they see that the company takes their protection and the company’s security seriously. Externally, a high level of security has become a key factor for earning the trust of customers and business partners. With data breaches on the rise, a proven commitment to security is a powerful differentiator. Customers prefer companies they can trust with their data. High digital trust directly leads to greater customer loyalty and a positive brand image.
Sustainable, scalable security
Embedding security principles into onboarding builds a culture that grows with the company. This creates resilience and enables faster adoption of new technologies like cloud services. Secure onboarding is not just about protection today; it’s a foundation for future innovation.
Strategic Outlook: Investing in Resilience
Spending on secure onboarding should be seen as a strategic investment, not a cost. Companies that invest wisely are better protected, more efficient, more attractive to talent, and more trusted by customers – building a solid foundation for sustainable success in the digital age.
FAQs: Cybersecurity in Onboarding – Common Questions
Why are new employees such a big risk?
Because attackers exploit their lack of knowledge and willingness to help.
How much time should onboarding security training take?
An initial mandatory 60–90 minute module in the first days, followed by regular micro-learning.
Who is responsible for security in onboarding?
HR, IT, and the direct supervisor share responsibility.
Isn’t a firewall enough?
No, most attacks target people to bypass technical defenses.
What’s the most important first step?
Implement MFA and mandatory security awareness training for all new employees.
