Run new-hire onboarding tasks from offer to day 30
Accepting an offer starts a checklist that collects paperwork, orders equipment, requests access, schedules the first week and reminds the manager of their tasks. HR sees what is blocked. For growing companies where onboarding lives in a spreadsheet and a few memories.
Function: HR · Industry: Any industry
Run new-hire onboarding tasks from offer to day 30
6 steps
At a glance
- Trigger
- An offer is accepted and a start date is set.
- Typical inputs
- Offer details: role, start date, location, manager
- New-hire forms and identity documents
- Onboarding checklist by role
- Equipment and access catalog
- Systems it usually connects to
- BambooHR
- Workday
- Google Workspace
- Slack
- How the work splits
4 rules, 1 model, 1 person steps
How it runs, step by step
6 steps, each tagged by what does the work. Rules are fixed logic, a model reads or drafts, and a person decides.
- Rules Fixed logic in code
- Model AI reads or drafts, with a confidence score
- Person A named person decides
- 1
Create the plan
RulesA checklist is generated for the role and location, with owners and due dates counted back from the start date.
- 2
Collect the paperwork
RulesThe new hire receives forms to complete online, and reminders go out until each is done.
- 3
Check the documents
ModelA model checks uploaded documents for completeness and legibility, such as a missing signature or an expired ID, and lists the gap.
- 4
Request equipment and access
RulesTickets are opened for the laptop and for the accounts and groups the role needs, in time for the first day.
- 5
Welcome and meet
PersonThe manager runs the first-day meeting and the 30-day check-in, and HR reviews anything marked blocked.
- 6
Close out the checklist
RulesOpen items are escalated before day 5, and the plan closes when every task is signed off.
Where people approve
The decisions that stay with your team, whatever the confidence score says.
- HR verifies identity and right-to-work documents.
- IT approves access beyond the role's standard set.
- Managers confirm completion of their own tasks.
KPIs to track
What to measure, before and after. Targets come from your own baseline.
- 01Share of new hires with equipment and access ready on day one
- 02Onboarding tasks overdue by day 5
- 03Days to complete paperwork
- 04New-hire satisfaction in the first-month survey
Questions about this workflow
Does the model make any decisions about the new hire?
No. It reads documents to catch gaps and writes reminders. Right-to-work checks and other legal verifications stay with HR.
Can it work across several countries?
Checklists vary by country because the forms and legal steps vary. We build a variant per location and have your HR team own the legal content.
Which steps use rules, a model and a person?
Rules: create the plan; collect the paperwork; request equipment and access; close out the checklist. Model: check the documents. Person: welcome and meet. Rules are fixed logic in code. A model reads or drafts and reports its confidence. A named person decides.
What do we need to start?
Typically: offer details: role, start date, location, manager; new-hire forms and identity documents; onboarding checklist by role; equipment and access catalog. You also need read access to BambooHR, Workday, Google Workspace and Slack, or the equivalents you use. A workflow audit measures your volumes and past cases first, then gives a fixed price for the build, so you can decide with real numbers.