Welcome and orientation messaging for new staff

Purpose

1. Deliver automated, consistent welcome and orientation communications to new staff joining adult foster care services.

2. Ensure timely provision of essential onboarding resources, guidelines, and contact information.

3. Enhance staff experience from day one, streamline HR workload, and reduce onboarding time.

4. Foster compliance by ensuring all new staff receive required documentation and introductions.

5. Enable team leads and HR to track communication delivery and completion statuses.

Trigger Conditions

1. New staff record created in HRIS or onboarding database.

2. Manual input of staff details into intake form.

3. Change of employee status from “candidate” to “hired.”

4. Scheduled onboarding date reached.

5. API webhook signal from applicant tracking system.

Platform Variants

1. Twilio SMS

• Feature/Setting: API SendMessage — configure recipient number, welcome text, orientation link, timed delivery.
  

2. SendGrid

• Feature/Setting: Mail Send API — JSON template for welcome email, subject, CC HR, PDF attachments.
  

3. Slack

• Feature/Setting: chat.postMessage API — send welcome message to new staff, mention manager, link to resources.
  

4. Microsoft Teams

• Feature/Setting: Teams Graph API sendActivityNotification — automated channel message, include orientation video link.
  

5. Gmail

• Feature/Setting: Gmail API users.messages.send — preformatted message, onboarding asset attachment.
  

6. Outlook

• Feature/Setting: Microsoft Graph API sendMail — formal welcome template, calendar invite to orientation session.
  

7. WhatsApp Business

• Feature/Setting: Cloud API sendMessage — scheduled automated greeting, onboarding checklist.
  

8. Discord

• Feature/Setting: createMessage endpoint — DMs with staff handbook, secure onboarding Q&A channel link.
  

9. Zoho Mail

• Feature/Setting: Email API sendMail — merge fields for personalized greetings, attach induction materials.
  

10. Freshdesk

• Feature/Setting: Ticket API createTicket — auto-generate ticket for new staff orientation task.
  

11. Intercom

• Feature/Setting: Conversations API — push automated chat message, FAQ delivery.
  

12. RingCentral

• Feature/Setting: SMS API — single or batch for instant welcoming texts.
  

13. Telegram Bot

• Feature/Setting: sendMessage method — scripted welcome, resource repository link.
  

14. Mailgun

• Feature/Setting: Messages API send — schedule onboarding emails, variable substitution for personal details.
  

15. Salesforce

• Feature/Setting: Process Builder / Flow — initiate email alert upon new employee creation.
  

16. HubSpot

• Feature/Setting: Workflow automation — trigger internal notification, assign onboarding checklist.
  

17. Asana

• Feature/Setting: Tasks API createTask — assign orientation task with checklist and due dates.
  

18. Monday.com

• Feature/Setting: Automations — notify new staff via email/SMS on item added to “New Hires” board.
  

19. BambooHR

• Feature/Setting: Webhook/API — start onboarding workflow, deliver welcome letter.
  

20. Workday

• Feature/Setting: Business Process Framework — automate notification delivery to new joiners.
  

21. Zoho People

• Feature/Setting: Automation/Email notification — configure triggers for welcome mail and orientation schedule.
  

22. Google Calendar

• Feature/Setting: Calendar API events.insert — send invitation with orientation meeting/agenda.
  

23. Notion

• Feature/Setting: API new page creation — push personalized onboarding doc link to new staff.
  

Benefits

1. Immediate and consistent new hire engagement.

2. Reduces HR administrative effort and manual follow-ups.

3. Improves new staff clarity, satisfaction, and confidence.

4. Ensures regulatory and procedural compliance on onboarding.

5. Enables progress monitoring and accountability for all stakeholders.