Onboarding guide for new employee

To help new Aalto employees adapt quickly to Aalto and learn its ropes, below are provided guidance and links to specific areas of useful information. Please take a closer look!
Three students with bicycles in front of Väre building, Aalto University

We are very happy to have you onboard!

This page is compiled to help you with your onboarding and orientation to Aalto and to your new tasks. You can further discuss these with your unit HR and your own supervisor/manager.

Onboarding for eveyone: Here are initial topics

  • Employment contract: Sign your employment contract at HR Service Point when informed. Once the employment contract is signed and your personal information entered into our systems, on the next day you will be able to activate your Aalto account. 
  • Username and e-mail: You will get email about activating your Aalto account. You can get your username from the service where signing in takes place using your personal internet bank login or by visiting Aalto IT Servicedesk with your ID.
  • Bank account number: add it to Workday system on your first day of work! (earliest at 10 am)
  • Tax card: If you are a Finnish citizen or you have Finnish social security number the taxation information will come automatically to Aalto University payroll. Make sure to update your tax card if needed (in OmaVero online or in tax office). If are not a Finnish citizen and you have contract for less than 6 months, apply for tax card from tax authorities and then submit your tax card as soon as possible to [email protected] .
  • Keys and key card: You will get an ID card and key card/ tag which is used for entering buildings and work spaces. Collect an access token from lobby services and active it yourself in Please also check the below link. Make sure you keep your Aalto ID card and access token with you when you move around campus buildings and spaces!
  • Health check: Once your aalto email has been activated, your information will be sent to the occupational health service (Terveystalo) and an invitation to an initial check on your health will be activated. If you have exposure to occupational hazards in your work, a health check should be done within 1 month of starting your work.
  • Work station: Computer and mobile phone will be ordered for you. Get to know your work station and your tools. Ideally, these will be waiting for you on your first day at work.
  • Printing and copying: Collect your printing and copying card from IT Servicedesk.
  • Internal Communications & is the university website that compiles key information, topical issues, instructions, and sources of inspiration for your work. It is also the most important internal communication channel. Use search to find useful information and remember to log-in to find also internal news, events and services. For personnel page is a starting point for all staff – follow the page regularly and you will keep up to date on what’s happening and get support for your work. You will also receive the Personnel Newsletter to your email every second week. Aalto Social is the new internal social media where you can discuss topics of your interest and get to know other fellow Aaltonians. You will find it in Teams left bar behind the three dots (please pin) as well as a browser version - welcome along!

Onboarding checklist for new employee

Onboarding checklist for new employee for independent onboarding

People at Aalto Party

Activating an Aalto user ID

Every student and employee at Aalto University is provided with an Aalto University user ID (user account). With the user ID, you can log in to Aalto’s information systems and use the internal services of the university.

Two people working with computers

Personal details, bank account and tax card

Personal information and bank details are inserted into Workday. The tax cards of employees who are resident taxpayers are usually obtained directly from the Tax Administration.

Keltainen Aalto-kynä

Access rights, access tokens and key control on Otaniemi campus

On this page you will find instructions to access control, access to buildings and key control on Otaniemi campus.


Add or edit bank account information for salary payments

Employees add their personal bank account details in to Workday. Only bank accounts located outside of the SEPA area are submitted straight to the payroll services. A secure connection and a user identification via multifactor authentication is required, before you can access your bank account details.

Aalto people working. Photo: Unto Rautio

Identity card in Aalto University

In accordance with the principles of the open campus, the university staff members must use a Aalto visual identity card and a guest must use a visitor card when moving around the university premises.


Campus maps, addresses and opening hours in Otaniemi

Here you will also find restaurants, the map, the Aalto Space mobile app, access control - all practical information on one page! You can also visit the campus virtually.

Aalto-yliopisto / Unto Rautio
Virtual Campus Experience of Aalto University

During the first weeks it is a good idea to go through these

  1. Review your tasks and the goals of your job by discussing them with your supervisor.
  2. Go through the guidelines linked with your work, study the eLearnings for newcomers in Workday Learning.
  3. Get to know about your working hours, monitoring of working time, and payment of salaries. Below links to these topics.
  4. Get to know Aalto service entities available to you and contacts to them such as Finance services, Travel services, Human Resources (HR) services, Procurement services and others. If you are a researcher, go through this eLearning to find out more about services available to you.
  5. Get to know team work tool Microsoft Teams and virtual meeting tool Zoom
  6. Go through IT and data security matters, as well as the basic guidelines linked on the use of the required tools. Study there eLearnings on Information Security and Data Protection.
  7. Study the Aalto University Code of Conduct eLearning
  8. If you have been named an onboarding buddy, meet with the buddy.
  9. Meet with other employees of Aalto, invite them for coffee and lunch. Build your network!
  10. Learn the unique abbreviations of Aalto. Below link to the list.

During your onboarding period, your first months in your job, talk again to your supervisor -about your tasks, goals, and how you have succeeded in your work. You should also evaluate the success of the orientation process.

Information security at Aalto University

Remember your information security!

A person watching a phone

Internal training - Workday Learning (external link)

Develop your competences and search trainings with Workday Learning tool


Aalto service entities

Aalto services are organized into 11 centralized and three school-specific service entities providing support for high-quality research, education and impact.

Can of pens

Online meeting tools - Teams and Zoom

Teams and Zoom are tools for video conferencing, online meetings, chat, and mobile collaboration. Panopto is a software and media service that is designed to capture, edit, stream, and share video presentations and recorded lectures. You can not use Panopto for online meetings.


Code of Conduct - Values into practice

The Aalto University Code of Conduct is one way of putting our values and way of working — the foundation of our community culture — into practice

Kaksi henkilöä kampuksella.

Practical matters

Here some more practical links. You can just search for any needed information from main page with magnifying glass search tool.

For international staff

Are you thinking of moving to Finland to work at Aalto University - or are you already an international member of the Aalto community? The information below might provide interesting insight in the practicalities of living in Finland and working at Aalto.

Campus life (external link)

Here you can book spaces and objects for teaching, research and support activities.

Establishing a remote connection (VPN) to an Aalto network

A remote connection, or a VPN connection, enables users to use the services of Aalto University outside of the university's network.

Aerial photo of Väre in Otaniemi

IT Services

You can find up-to-date news, contact information, chat and instructions of frequently used IT services at IT-help hub: accounts, passwords, email, MFA, vpn, printing, teams, zoom, VDI and guidelines how to procure workstations and phones.

aalto it help en

Language and multicultural training in Workday Learning (external link)

You will find Language and multicultural training in Workday Learning -application

Workday Learning sovellus logo1

Wellbeing, benefits and services

  • Inexpensive lunch restaurants on the main campus
  • GP-level occupational health services
  • Versatile exercise services (Unisport)
  • Flexible working hours and way of working
  • Good possibilities to develop your own skills and knowledge
  • Aalto University Learning Centre - access to databases, order material directly to your desk

Staff training

Staff training is one way to develop expertise, together with on-the-job learning and peer learning. You will find upcoming training events in Workday Learning application.


UniSport - sports services

UniSport's exercise centres are located in Kluuvi, Porthania, Kumpula, Meilahti, Otaniemi and Töölö. They offer a wide variety of sports from Bodycombat to pilates, from floorball to flow yoga. All students and personnel as well as long-term visitors of Aalto are entitled to use sports services offered by UniSport.

Kuvassa ryhmä juttelevia asiakkaita UniSportin liikuntatiloissa. / kuvaaja Marjaana Malkamäki

Finland Works open online course introduces Finnish working life and career building

Aalto University launches a new open online course on Finnish working life.

A picture of a video shoot, where a smiling woman is sitting in front of a video camera and a director is watching the scene.

Campus restaurants and cafés

Information on Aalto University campus restaurants and cafés. Please check each restaurant’s and café’s own website for information on exceptional opening hours.

Three students sitting next to a wooden table, and studying. Two of them have laptops in front of them. Photo: Unto Rautio

Developing Equality, Diversity and Inclusion at Aalto University

We are committed to further developing our community into an equal, diverse and inclusive place to study, work and collaborate in. Our operating model stresses community engagement, accountability and proactive development.

Aalto  logo

Accessible Aalto

Aalto University strives towards being an accessible, safe and healthy university where research, teaching and services are accessible for all.

A happy student slides downhill a snowbank

My Dialogues

Aalto's guide to one-on-one meetings for academic and service personnel with their supervisors.

Two people having objective discussion

Social life and recreation

Having social networks helps you feel at home! Aalto University organises many events and other possibilities for international staff and their families to meet and mingle and thus hopefully settle in smoothly. Some examples are Experiencing Finland and Aalto Club events. In addition, we have collected tips and links for you to find the most suitable information.

Two women walking in the campus area and carrying an Aalto umbrella

Walk in my shoes

Inspired by the saying that you should walk a mile in someone’s shoes to understand them, the ‘Walk in my shoes’ series aims to share some of the experiences, thoughts, perspectives and challenges faced by another Aaltonian.

Walk in my shoes, illustration by Anna Muchenikova.


Events, seminars, exhibitions, parties and meetings: Our lively campus connects people in all sorts of activities. Many events are also online. Which would you attend?

Neljä ihmistä Alvarin aukiolla.

Aalto University Stories

Otaniemi stories present people in Otaniemi.

Three students sitting next to a wooden table, and studying. Two of them have laptops in front of them. Photo: Unto Rautio

Doctoral education networks

National and international networks for doctoral students and supervising professors

Aalto ELEC Project Gala 8.12.2016

Aallonhuiput (external link)

Aallonhuiput doctoral student association

Allonhuiput logo

Aalto University

Deepen your knowledge on Aalto.

Aalto Handbook

Here you will find information regarding Aalto University’s organisation, various operators, management processes, operational principles and the guiding rules and policies of our operations.

A logo. Photo: Mikko Raskinen


Aalto University is a foundation-based university and has six schools.

Aalto University's Learning Centre / Photo by Tuomas Uusheimo

Schools, departments and units

Scientific research, artistic activities and teaching are carried out at Aalto's six schools and their departments and units.


A living strategy for a world in motion

In our living strategy approach, our purpose, values, and way of working define our long-term direction while our choices are proactively and continuously re-evaluated.

An aerial view of the Aalto University campus at sunset/ Photo by Mika Huisman

Our purpose, values and way of working

Our purpose, values, and way of working define our long-term direction

A bridge by the sea, image shot from the air in the evening. Photo by Aalto University / Aleksi Poutanen

Code of Conduct - Values into practice

The Aalto University Code of Conduct is one way of putting our values and way of working — the foundation of our community culture — into practice

Kaksi henkilöä kampuksella.

Elements of University Level Steering -video (external link)

Ilkka Niemelä (President), Kristiina Mäkelä (Provost) and Marianna Bom (Chief Financial Officer) give an overview of the key elements of how Aalto University is steered.

Elements of university steering presented in a graphics, content is explained in the page content

Further onboarding links depending on your role

People discussing

Researcher onboarding

This page contains relevant topics for new researchers' onboarding to Aalto as new workplace. Onboarding and orientation are important when starting new work.

Professors celebrating

Working as a professor at Aalto

Topics concerning professors' work and onboarding such as: Tenure track, competence development, research, leadership, university, teaching and learning, financial matters, IT

Teacher's handbook illustration: person

Teacher onboarding

Welcome to teach at Aalto University! This page is designed to support your onboarding path as a teacher. Here you can find information on Aalto University's teaching and learning culture, practices of teaching as well as developing as a teacher.

Teacher’s Handbook

Other onboarding related articles

Erika Renedo Illarregi: I love being a design researcher and navigating a variety of emotional landscapes

'I came with a lot of energy and a lot of willingness to do different things and integrate, but also, the winter was coming. Even though I like new experiences, it was not always easy to arrive in the moment when every day was a little bit darker.'

Erika Renedo Illaregi, photo by Linda Lehtovirta
Human Resource (HR) services contact details

More information

HR Services

Human Resource Services support your work and managerial duties at Aalto. We are available to help at every stage of the employment relationship. On this page you can find links to employment related information and contact information of the HR Services.

People in Dipoli stairs

Onboarding to Aalto

All onboarding, orientation and induction related pages on guidelines, practices and support at Aalto.

People in front of Väre building
This service is provided by:

HR Services

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