New-employee onboarding workflow
A trigger-based onboarding workflow that creates tasks, sends documents and notifies the right people from signed offer to the end of week one.
- Business
- Fictional multi-location clinic group
- Status
- Concept project
01 · Business problem
The problem
Onboarding depends on one office manager remembering every step across locations. Accounts are late, forms are chased by hand and new staff ask the same questions.
Proposed approach
A signed offer triggers a defined sequence of tasks, documents and notifications. Access changes require approval, exceptions go to a named person, and progress is visible in one place.
02 · System architecture
How it fits together
- 01
Trigger
Signed offer in the HR or e-signature tool.
- 02
Orchestrator
Creates tasks, sends documents and schedules reminders.
- 03
Approvals
Account access and exceptions approved by a person.
- 04
Tracker
Shows progress for every new hire.
03 · Proposed workflow
Step by step
- 1
Offer signed
Workflow starts.
- 2
Prepare
Documents sent, accounts requested.
- 3
Day one
Welcome pack and checklist.
- 4
Week one
Check-ins and completion tracking.
04 · Workflow & timeline
See the onboarding workflow
How a signed offer turns into tasks, documents and notifications, with people approving the steps that matter.
- Trigger 1
Offer signed
Automatic
- Create onboarding record
- Generate welcome letter from template
- Send tax and banking forms for e-signature
Person approves: Manager confirms start date and role
- Trigger 2
Start date confirmed
Automatic
- Request accounts and equipment
- Schedule day-one orientation
- Notify team channel
Person approves: IT approves system access
- Trigger 3
Day one
Automatic
- Send day-one checklist
- Open the FAQ assistant for new-hire questions
- Assign required training
Person approves: Buddy check-in
- Trigger 4
Week one
Automatic
- Remind about outstanding forms
- Collect feedback survey
- Mark onboarding complete
Person approves: Manager review
Sample timeline · fictional new hire
Day −10
Offer signed. Welcome letter and forms sent (done)
Day −7
Accounts requested, awaiting IT approval (done)
Day −3
Exception: banking form not returned. Escalated to HR (exception)
Day 1
Orientation, checklist and FAQ assistant (current)
Day 3
Required training due (todo)
Day 5
Feedback survey and manager review (todo)
05 · Scope
Deliverables
- Onboarding journey map
- Automated tasks and reminders
- Welcome document templates
- Completion tracker
Likely production stack (proposed)
- E-signature webhook
- Google Workspace or Microsoft 365
- Task management tool
- Workflow automation platform
Results
No results reported. This is a concept project, not a live deployment, so there are no real measurements to share.
Want something like this for your business?
We’ll talk through how it would work with your tools, your data and your team, and be honest about whether it’s worth building.