Automated Employee Onboarding Workflow

How It Works

When a new employee is added to your HR system, this automation kicks off a complete onboarding workflow that ensures nothing falls through the cracks.

Setup Steps

1. Connect Your HRIS: Link BambooHR or your HR system as the trigger source
2. Design Onboarding Workflow: Map out your onboarding process with all tasks and timelines
3. Configure Email Sequences: Create welcome emails and pre-first-day communications
4. Set Up Task Assignments: Automatically create tasks for:
   • IT (equipment setup, accounts)
   • Manager (1-on-1 schedule, team intro)
   • HR (paperwork, benefits)
   • Buddy/Mentor assignment
5. Create Slack Integration: Auto-add to channels, send welcome message
6. Build Progress Dashboard: Track onboarding completion

Automated Actions

Day -5 (Before Start)

• Welcome email sent
• Equipment order triggered
• Accounts created
• Manager notified

Day 1 (First Day)

• Welcome Slack message
• Team introduction email
• Building access granted
• First week calendar shared

Week 1

• Daily check-in reminders
• Training modules assigned
• Team lunch scheduled
• Progress tracked

Month 1

• 30-day review scheduled
• Feedback survey sent
• Documentation access granted

Benefits

• Consistent Experience: Every employee gets the same great onboarding
• Nothing Forgotten: Automated checklists ensure all steps completed
• Time Savings: HR saves 5-10 hours per new hire
• Better Retention: Great onboarding improves retention by 82%
• Visibility: Track onboarding progress in real-time

Workflow Components

Pre-Boarding (Before Day 1)

• Welcome email with company info
• IT equipment provisioning
• Access credentials setup
• First day schedule sharing

First Day

• Slack workspace invitation
• Team introductions
• Workspace tour checklist
• Initial training assignments

First Week

• Daily check-ins
• Tool setup tasks
• Team meeting introductions
• Buddy system activation

First Month

• Training completion tracking
• 30-day feedback collection
• Performance goal setting
• Culture integration activities

Customization Options

• Role-Specific Workflows: Different paths for engineering, sales, etc.
• Remote vs. Office: Separate processes for remote employees
• Compliance Tasks: Automatic regulatory compliance tracking
• Localization: Multi-language support for global teams
• Integration Depth: Connect to your existing tools

Metrics to Track

• Time to productivity
• Onboarding completion rate
• New hire satisfaction scores
• Task completion rates
• Equipment delivery timing

Use Cases

• Rapidly growing startups
• Companies with high turnover
• Distributed/remote teams
• Enterprise organizations
• Seasonal hiring businesses

Best Practices

• Get feedback from recent hires to improve
• Personalize where possible (use names, teams, etc.)
• Balance automation with human touch
• Update workflows quarterly
• Celebrate milestones (30/60/90 days)

Common Pitfalls to Avoid

• Over-automating personal interactions
• Forgetting timezone considerations
• Not testing the workflow before deploying
• Neglecting to update when processes change
• Missing feedback loops