Automated onboarding process for new hires

Purpose

1.1. Automate the onboarding workflow for new hires in a car battery retail environment, ensuring prompt provisioning of accounts, mandatory compliance instructions, system access, and operation protocol, while enhancing data accuracy and eliminating manual errors.
1.2. Automated onboarding delivers company policy, HSE guidance, operational procedures, and first-day schedules automatically, boosting productivity and automating repetitive HR, IT, and legal tasks.
1.3. Automates the digital filing of personal data, training plan assignment, and hardware/software provisioning, streamlining handoffs across support, management, and IT staff.

Trigger Conditions

2.1. New employee record submitted to HRIS or ATS.
2.2. Automation triggered by e-signature completion or HR approval.
2.3. Triggered by calendar event, ticket creation, or ERP update marking "hire initiated."

Platform variants

3.1. Workday
• Function/API: Automated onboarding workflow, "Start Onboarding" event; configure onboarding template.
3.2. BambooHR
• Feature: New employee webhook, configure to push new hire to automation.
3.3. Lever
• API: POST /candidates/new, auto-launch onboarding upon status=“hired”.
3.4. Greenhouse
• Feature: Harvest API, “Onboarding Plan” endpoint; trigger automated provisioning.
3.5. Microsoft Teams
• Automation: Use Graph API /teams/send, auto-invite new hires to “Batteries Team” group.
3.6. Google Workspace
• Setting: Automated user creation via Directory API; provision G Suite access.
3.7. Okta
• Automation: User lifecycle management; automate group assignment post-hire.
3.8. Slack
• API: Conversations.invite method, automates welcome and setup channel invite.
3.9. DocuSign
• Function: Envelope automation, sends NDA/offer for e-signature instantly.
3.10. ServiceNow
• Workflow: Onboard employee flow, auto-open IT ticket for device setup.
3.11. Zendesk
• Action: Create ticket; automate support tool access and onboarding FAQs for new hires.
3.12. Twilio SMS
• Setting: Automated SMS to welcome and share Day 1 info with new staff.
3.13. SendGrid
• API: Automated send email notifications with onboarding steps and credentials.
3.14. HubSpot
• Workflow: Assign onboarding tasks, automate new hire journey via workflows.
3.15. Salesforce
• Process Builder: Automates record updates, triggers onboarding checklist assignment.
3.16. Jira
• Automation rule: Create onboarding issue; assign HR, IT, and supervisor tasks.
3.17. Asana
• Feature: Onboarding project template, use API to automate new hire task creation.
3.18. Trello
• Automation: Board automation to add new card for each new hire’s steps.
3.19. Gusto
• Feature: Automated document requests, payroll setup, and compliance forms dispatch.
3.20. OneLogin
• API: User provisioning automation, assign apps/access roles per onboarding policies.
3.21. Dropbox
• Automation: Auto-create folders, share company material on hire event.
3.22. Zoho People
• Workflow: Automates onboarding process, immediately updates records.

Benefits

4.1. Automates onboarding, reducing manual effort and accelerating new hire productivity.
4.2. Automated compliance, eliminating delays in legal and HSE documentation.
4.3. Ensures consistent onboarding experience, automating multi-team coordination.
4.4. Automated updates provide real-time status to HR, IT, management, and support.
4.5. Reduces errors, increases efficiency, scales onboarding as hiring volume grows.
4.6. Enhances automatable tracking of progress, documentation, and provisioning across all systems.
4.7. Allows automator-friendly reporting, analytics, and continuous onboarding optimization.