Staff onboarding workflows

Purpose

1.1. Automate new staff onboarding, handling document collection, training assignments, account setups, compliance verification, mentorship pairing, and notification updates to streamline administration for acupuncture school staff.
1.2. Ensure that all processes follow industry accreditation and legal requirements for educational institutions in alternative medicine.

Trigger Conditions

2.1. New hire record added to HR system.
2.2. Signed offer letter uploaded in applicant tracking software.
2.3. HR submits manual onboarding form.
2.4. Data synchronization event from payroll or scheduling software.

Platform Variants

3.1. Google Workspace
- Feature/Setting: Admin SDK Directory API — auto-provision Gmail and Drive accounts for new staff; configure via JSON user object.

3.2. Microsoft 365
- Feature/Setting: Graph API 'Create user' — script to provision Outlook, Teams, OneDrive access for staff profiles.

3.3. DocuSign
- Feature/Setting: eSignature REST API — trigger staff contract signature requests and status monitoring using recipient event webhooks.

3.4. BambooHR
- Feature/Setting: Webhooks/API — pull new employee data, push to other platforms; sample config: trigger on ‘employee_add’.

3.5. Paychex
- Feature/Setting: Employee API — trigger payroll setup on record creation; API endpoint /employee/onboard.

3.6. Slack
- Feature/Setting: Conversations API — auto-invite to private onboarding channel; use method conversations.invite.

3.7. Zendesk
- Feature/Setting: Support API — auto-create onboarding support tickets; POST /api/v2/tickets.

3.8. Asana
- Feature/Setting: Tasks API — auto-generate onboarding checklist for every new staff; POST /tasks endpoint with template.

3.9. Trello
- Feature/Setting: Board automation — add new card to ‘Onboarding’ board for every row in staff spreadsheet; uses REST API cards POST.

3.10. Workday
- Feature/Setting: Staffing API — fetch new hires for provisioning in IT systems; Human Resources module trigger.

3.11. Salesforce
- Feature/Setting: Process Builder + REST API — automate case creation and assignment to HR for onboarding flow.

3.12. Zoom
- Feature/Setting: User API — auto-generate staff Zoom accounts via POST /users API when onboarding starts.

3.13. Calendly
- Feature/Setting: Scheduling API — auto-invite staff to required intro sessions; endpoint /scheduled_events POST.

3.14. Gusto
- Feature/Setting: Employees API — sync onboarding data to payroll and benefits; POST /employees.

3.15. SharePoint
- Feature/Setting: REST API — auto-create personnel folders, assign permissions; POST /_api/web/folders.

3.16. HelloSign
- Feature/Setting: Signature Request API — send legal/policy forms for signing during onboarding.

3.17. Moodle
- Feature/Setting: Users API — enroll new staff in training courses; core_user_create_users function.

3.18. Typeform
- Feature/Setting: Webhooks — auto-send staff info survey to new hires, monitor completion events.

3.19. Okta
- Feature/Setting: Users API — automatic identity and SSO provisioning for staff; POST /api/v1/users.

3.20. Freshdesk
- Feature/Setting: Ticket API — auto-assign onboarding query tickets to HR via POST /api/v2/tickets.

3.21. Dropbox
- Feature/Setting: Team API — auto-create/invite staff to shared onboarding resource folders.

3.22. Zoho People
- Feature/Setting: Onboarding API — automate employee document flow; POST /onboardingrequests.

Benefits

4.1. Eliminates manual errors by centralizing data and reducing duplicate entry.
4.2. Accelerates onboarding timelines, allowing staff to contribute sooner.
4.3. Ensures consistent compliance with accreditation and regulatory standards.
4.4. Improves transparency through automated status notifications and audit trails.
4.5. Reduces administrative workload and enables scalability in high-growth cycles.