Onboarding process automation for new hires

Purpose

1. Automate onboarding of new hires in an electrical supply store, ensuring consistency and compliance.

2. Automates assignment of starter tasks, employee handbook distribution, IT provisioning, safety compliance procedures, and documentation collection.

3. Streamlines coordination between HR, IT, management, and warehouse for smoother onboarding and faster productivity.

4. Supports automated reminders for training, introductions, and checklist completion to enhance employee engagement and reduce manual workload.

Trigger Conditions

1. Automated trigger upon submission of new hire form in HR system.

2. Automation on receipt of offer acceptance email.

3. Triggered by manager’s input of employee details into the onboarding system.

4. Scheduled automation cycle for batch new hires.

Platform Variants

1. Microsoft Power Automate

• Flow Trigger: When a new record is added to the SharePoint employee list.
  
• Config: Use “Create Item” and “Send Email” actions for onboarding checklist automation.
  

2. Zapier

• App Trigger: New Row in Google Sheets (employees).
  
• Config: Multi-step automation — send Slack notification, create Trello cards, auto-send Gmail welcome.
  

3. ServiceNow

• API: Employee Onboarding Workflow.
  
• Config: Assign first-day tasks and automate document upload tasks using Flow Designer.
  

4. BambooHR

• API: Employee Add Webhook.
  
• Config: Automate updates to internal directory and generate onboarding task sequences.
  

5. Greenhouse

• API: New Hire webhook.
  
• Config: Trigger onboarding packet email and set up IT access tickets automatically.
  

6. Workday

• Integration: Onboarding event API.
  
• Config: Automate orientation events, badge requests, and payroll system registration.
  

7. Gusto

• API: New Hire event trigger.
  
• Config: Automated email invite to company portal; automates benefits signup workflow.
  

8. Slack

• Incoming Webhook: Employee joined channel.
  
• Config: Automated team introduction; onboarding checklist sent in DM.
  

9. Asana

• API: Task Create automation.
  
• Config: Auto-generate onboarding task list, assign to employee and supervisor.
  

10. Trello

• API: Card creation in Onboarding board.
  
• Config: Automated card creation for every onboarding action item.
  

11. PagerDuty

• API: Add user to on-call rotation.
  
• Config: Automate provisioning of support contacts for new hires in tech support roles.
  

12. DocuSign

• API: Template Send for onboarding forms.
  
• Config: Automate delivery and digital signature of contracts and NDAs.
  

13. Google Workspace Admin

• API: User Create.
  
• Config: Automated G Suite account and email provisioned for the new hire.
  

14. Okta

• API: User Lifecycle Management.
  
• Config: Automate provisioning into all store SaaS tools and local directory.
  

15. SendGrid

• API: Automated onboarding email campaigns.
  
• Config: Personalize onboarding journey with scheduled email welcomes and reminders.
  

16. Twilio

• API: Programmable SMS.
  
• Config: Automated SMS to notify hire of reporting instructions.
  

17. Monday.com

• API: Item Create in Onboarding Board.
  
• Config: Automated creation and assignment of onboarding tasks.
  

18. Jira Service Management

• API: Automation for new employee issue.
  
• Config: New hire onboarding ticket auto-generated for IT and facilities.
  

19. Salesforce

• API: Workflows triggered by new employee object.
  
• Config: Automate welcome message, case creation, and territory assignment.
  

20. Notion

• API: Add page in Employee Wiki.
  
• Config: Automated onboarding document generation and checklist per user.
  

21. Zoom

• API: Scheduled meeting create.
  
• Config: Automated invite to orientation webinar for each new hire.
  

22. Calendly

• API: Auto-schedule onboarding sessions.
  
• Config: Automate meeting slot selection for mandatory meet-and-greet.
  

Benefits

1. Automates repetitive tasks and reduces manual intervention for HR and management.

2. Ensures all new hires receive consistent, compliant onboarding experience.

3. Speeds up access provisioning and task tracking through end-to-end workflow automation.

4. Automated reminders and follow-ups reduce missed steps and improve process visibility.

5. Enhances employee satisfaction and manager oversight by eliminating onboarding friction with complete automation.