Onboarding workflows for new employees

Purpose

1.1. Automate the entire onboarding process for new hires at an aluminum frames wholesale company, including document collection, equipment requests, account provisioning, training sequence, task assignments, and compliance confirmations.
1.2. Ensure each department (HR, IT, Facilities, Management) is seamlessly notified and receives actionable requests at the correct stage.
1.3. Provide tracked progress for stakeholders, minimize manual data entry, and reduce onboarding lead time from days to hours.
1.4. Ensure regulatory and safety policy acknowledgement specific to the building materials and aluminum frames industry.

Trigger Conditions

2.1. New employee details entered/submitted via HR portal or API.
2.2. Signed offer letter uploaded to central document management system.
2.3. Background check stage completed successfully.

Platform Variants

3.1. Microsoft Teams
• Feature/Setting: Automated channel creation and welcome message; Graph API ‘createTeam’ with JSON payload for role-based team.
3.2. Slack
• Feature/Setting: User invitation via ‘users.admin.invite’ API, onboarding DM with checklist using ‘chat.postMessage’.
3.3. GSuite (Google Workspace)
• Feature/Setting: User account and mailbox provisioning via Admin SDK Directory API 'users.insert'.
3.4. Okta
• Feature/Setting: Automated provisioning; SCIM API ‘/Users’ for account setup and group assignment.
3.5. BambooHR
• Feature/Setting: New hire record via ‘POST /employees’; onboarding checklist auto-assignment.
3.6. Workday
• Feature/Setting: ‘Hire Employee’ API integrate with onboarding task trigger, plus automated docs via Business Process Framework.
3.7. Jira
• Feature/Setting: Create onboarding tasks and sub-tasks via ‘POST /issue’ REST API.
3.8. Zendesk
• Feature/Setting: IT ticket creation using ‘POST /api/v2/tickets’ for equipment requests.
3.9. Trello
• Feature/Setting: Card creation in ‘Onboarding Board’ using 'POST /1/cards'.
3.10. Asana
• Feature/Setting: Task and project assignment via ‘POST /tasks’ and ‘POST /projects/{project_gid}/addTask’.
3.11. DocuSign
• Feature/Setting: Onboarding docs sent for e-signature via ‘POST /envelopes’.
3.12. Adobe Sign
• Feature/Setting: Document send-and-sign workflow using ‘POST /agreements’.
3.13. Smartsheet
• Feature/Setting: Row creation for onboarding checklist tracking via ‘POST /sheets/{sheetId}/rows’.
3.14. AirTable
• Feature/Setting: New record in “New Hires” base; use ‘POST /v0/{baseId}/{tableName}’.
3.15. Salesforce
• Feature/Setting: Employee onboarding object creation; REST API ‘/services/data/vXX.X/sobjects/Onboarding__c’.
3.16. Freshservice
• Feature/Setting: Automated IT asset request using ‘POST /api/v2/requests’.
3.17. ServiceNow
• Feature/Setting: Create onboarding workflow record using ‘POST /api/now/table/sc_request’.
3.18. SAP SuccessFactors
• Feature/Setting: Onboarding activity via OData ‘POST /OnboardingActivities’.
3.19. Notion
• Feature/Setting: Page/database creation for onboarding task tracking using ‘POST /v1/pages’.
3.20. Dropbox
• Feature/Setting: Auto-creation of welcome folder using ‘/files/create_folder_v2’ and pre-fill with policy PDFs.

Benefits

4.1. Zero manual handoff errors—every team is assigned tasks based on role and department.
4.2. Progress visibility for HR, IT, and management in real time.
4.3. Regulatory compliance is automated: every policy and form is delivered, acknowledged, and stored.
4.4. End-to-end onboarding in one unified workflow, with notifications and reminders auto-sent until closure.
4.5. Consistency for every new hire, regardless of location or role.
4.6. Analytics and time-to-hire metrics accessible for HR process optimization.