Onboarding workflow automation for new employees

Purpose

1. Automate onboarding workflow for new employees in a metal processing company, including document collection, account provisioning, compliance training, workspace setup, and notification handling.

2. Automatedly ensure all required employee data, compliance forms, safety certificates, and equipment requests are collected, routed, and tracked.

3. Automate account creation in core business systems and coordinate orientation schedules automatically across departments.

4. Automating internal communication and assigning equipment/software licenses, safety gear, and initial tasks.

5. Enable tracking of onboarding status for HR and relevant managers automatedly to ensure policy compliance and readiness.

Trigger Conditions

1. Automating triggers on submission of new hire data form or contract signature.

2. Automated detection of HRIS update (new employee record).

3. Email received to HR with employee onboarding subject line.

4. Automated files upload into a designated onboarding folder (e.g., scanned IDs, certifications).

Platform Variants

1. Microsoft 365

• Feature/Setting: Automated user account and mailbox creation via Azure AD “User provisioning” API.
• Sample: Set up automated flows in AD for new entries in HRIS.

2. Google Workspace

• Feature/Setting: Automated Google account provisioning via Admin SDK Directory API.
• Sample: Automate trigger when new employee row is added to Sheet.

3. BambooHR

• Feature/Setting: Automated onboarding checklists via Webhooks and API integration.
• Sample: Configure onboarding webhooks to trigger workflows in other systems.

4. Workday

• Feature/Setting: Workday Studio workflow API for automating onboarding tasks.
• Sample: Connect automated workflow to “Hire Employee” business process.

5. DocuSign

• Feature/Setting: Automated envelope sending for compliance documents using eSignature REST API.
• Sample: Auto-send NDA and safety policy forms after new hire record created.

6. Slack

• Feature/Setting: Automated welcome messages and channel invites via Slack Conversations API.
• Sample: Auto-invite new hire to #onboarding and #safety channels.

7. Trello

• Feature/Setting: Automated onboarding task board creation using Trello REST API.
• Sample: Automatically clone onboarding template board per new hire.

8. Monday.com

• Feature/Setting: Automated item creation and assignments via Monday GraphQL API.
• Sample: Trigger automations for onboarding status visual tracking.

9. Zoom

• Feature/Setting: Automated recurring orientation invites via Zoom API.
• Sample: Auto-register the new employee for weekly onboarding webinars.

10. SAP SuccessFactors

• Feature/Setting: Onboarding process automation through OData API.
• Sample: Update onboarding status and generate compliance reports.

11. ADP Workforce Now

• Feature/Setting: Automated payroll and HR system sync via ADP API.
• Sample: Trigger benefit enrollment flows upon HR system change.

12. ServiceNow

• Feature/Setting: Automated ticket/asset request creation using Service Catalog API.
• Sample: Auto-create workstation and PPE requests on onboarding.

13. Salesforce

• Feature/Setting: Automated onboarding data collection and workflow via Flow Builder.
• Sample: Route automated reminders and onboarding status updates.

14. Asana

• Feature/Setting: New project/task automation via Asana API.
• Sample: Auto-assign onboarding checklist to employee’s manager.

15. Calendly

• Feature/Setting: Automated scheduling of orientation meetings using Calendly API hooks.
• Sample: Auto-book intro session linked to employee’s joining date.

16. Zendesk

• Feature/Setting: Automated ticket creation for IT and facilities onboarding via Zendesk API.
• Sample: Trigger computer/account provisioning tickets for new hires.

17. Dropbox

• Feature/Setting: Automated new folder/doc sharing via Dropbox API.
• Sample: Send automated welcome pack and safety manual.

18. OneLogin

• Feature/Setting: Automated Single Sign-On account creation with OneLogin API.
• Sample: Auto-provision access rights based on role.

19. Greenhouse

• Feature/Setting: Automated onboarding stage initiation via Greenhouse API webhooks.
• Sample: Automate transition from candidate to active employee.

20. Okta

• Feature/Setting: Automated directory and app assignment using Okta Lifecycle Management API.
• Sample: Auto-assign required apps on onboarding event.

Benefits

1. Automates repetitive tasks, freeing HR and IT resources.

2. Automated error reduction, ensuring compliance by avoiding manual steps.

3. Real-time tracking and status updates through onboarding automation dashboards.

4. Enhances new hire experience via prompt communication and task assignment by automated systems.

5. Centralizes documentation, reporting, and compliance audit through automated tracking and logging.

6. Automatedly ensures all regulatory and industry onboarding requirements are completed.