Onboarding protocol automation (documents, welcome emails)

Purpose

1.1. Automate the onboarding protocol for new hires in Alsatian cuisine restaurants, managing the seamless collection of documents, distribution of training materials, personalized welcome emails, scheduling, provisioning of access credentials, and initial policy acknowledgements.
1.2. Eliminate manual HR processes, minimize human error, ensure compliance, accelerate employee readiness, and elevate onboarding experience.
1.3. Centrally log onboarding status, trigger automated follow-up reminders, and synchronize records with core HR, payroll, and scheduling systems.

Trigger Conditions

2.1. Submission of new hire information into HR system or applicant tracking platform.
2.2. Manager action: Approval of job offer acceptance.
2.3. Automated calendar event at contract signature milestone.
2.4. Scheduled batch onboarding kickoff for multiple hires.

Platform Variants

3.1. Workday
- API: Hire/Onboarding Event; configure 'Onboarding Initiation' webhook for payload including employee personal and contract data.
3.2. Microsoft Power Automate
- Trigger: “When an item is created” in SharePoint employee lists, flow action for 'Send onboarding checklist'.
3.3. BambooHR
- Function: Employee Add API; call /employees POST with new hire data, auto-trigger onboarding task templates.
3.4. DocuSign
- API: Envelope Creation; auto-generate document request for ID, tax, and compliance forms.
3.5. Adobe Sign
- Workflow setting: Automated template selection and document routing for new hire documents upload.
3.6. Slack
- Events API: Auto-send welcome DM and channel invites using 'users.admin.invite' for staff groups.
3.7. Google Workspace
- Directory API: Auto-create Gmail, Drive resources; set calendar events using Apps Script.
3.8. Okta
- API: Create User endpoint; immediate app provisioning and access policy assignment post-creation.
3.9. Trello
- Automation: “Card is added to board” triggers checklist delivery and buddy assignment in onboarding board.
3.10. Asana
- Rule: Task auto-creation in 'Onboarding' project for document uploads and first-week tasks.
3.11. Zapier
- Zap: Ingest form data from web form, push to email and HRIS APIs for full onboarding cascade.
3.12. Twilio SendGrid
- API: /mail/send; configure onboarding email template with dynamic fields for personalized touch.
3.13. Mailchimp
- Automation: Journey trigger on new hire tag, delivering sequential onboarding and welcome messages.
3.14. Greenhouse
- Webhook: 'Candidate Hired' to send POST to onboarding pipeline.
3.15. Gusto
- API: Employee Hire Webhook kicks off doc collection, payroll info sync, and welcome kit generation.
3.16. Monday.com
- Automations: 'When item is created, assign onboarding tasks' through employee board.
3.17. AWS SES
- API: SendTemplatedEmail; set up triggers for welcome & compliance notifications.
3.18. Salesforce
- Process Builder: Entry criteria 'New Staff' record initiates checklist and record sync.
3.19. Notion
- Integration: Auto-generate new employee page with handbook, forms, and schedules.
3.20. Microsoft Teams
- Bot Framework: Automatic group welcome, channel assignment, and access permission push.
3.21. HubSpot
- Workflow Automation: New contact enrollment, onboarding email drip, and tasks.
3.22. Dropbox
- API: Auto-create onboarding folder, share with new hire, assign with expiry.
3.23. Atlassian Jira
- Rule: New user onboarding issue, progress tracked via workflow transitions.

Benefits

4.1. Dramatic time savings for HR managers and consistency in onboarding experience.
4.2. Secured compliance through verifiable document and policy acknowledgment trails.
4.3. Improved retention by making new staff feel valued and supported from day one.
4.4. Real-time progress visibility for HR and management, lowering risks of lapse or omission.
4.5. Seamless system interoperability, ensuring downstream operations (payroll, scheduling) are never delayed.