By use case: Employee onboarding
Employee onboarding automation, ready before day one.
When an offer is signed, accounts are requested, equipment is ordered, documents are collected and training is scheduled. When someone leaves, access is removed the same day.
- First workflow live
- Offer signed to new hire, usually inside the first sprint
- Usually owned by
- HR and people operations
- Built on
- BambooHR / Keka / HiBob, Google Workspace, Microsoft 365
- Judged on
- Day-one readiness and Documents complete
In short
Employee onboarding automation starts from a signed offer in your HR system. It creates the employee record, requests accounts and equipment from IT, collects contracts, tax and bank forms, assigns training and first-week tasks to the manager, and sends the new starter what to expect. Offboarding runs the same way in reverse, removing access on the leaving date.
Who this is for
The people who usually own employee onboarding.
- HR and people operations
- IT administrators
- Hiring managers
- Office and operations managers
Is this you?
If three of these sound like your week, this page is about your team.
- New starters wait for logins on their first day
- IT hears about hires at the last minute
- Forms are chased one email at a time
- You cannot prove when a leaver’s access was removed
- Onboarding quality depends on the manager
What it costs today
Where employee onboarding loses the hours.
Day one without a laptop or logins
IT hears about the new starter late, so the first morning is spent waiting for accounts.
Paperwork chased by email
Contracts, ID, tax and bank forms requested and filed by hand, with no clear view of what is missing.
Every manager onboards differently
Training and first-week plans depend on the manager, so some starters get a plan and some get a desk.
Leavers keep access
Offboarding is a list nobody owns, and accounts stay open weeks after someone has gone.
For people teams
Ready on day one. Removed on the last.
Show us your last hire and your last leaver. We will map every step and show which could run on their own.
Map your joiners and leavers
By company size
Employee onboarding at 10 people, and at 1,000.
- 1 to 10
The founder sets up each laptop and account, and remembers to remove them when someone leaves, mostly.
- 11 to 50
A checklist in a doc, forms by email, and IT told on the Friday before.
- 51 to 200
Several hires a month, different tools per team, and nobody sure which leavers still have access.
- 201 to 1,000
Multiple offices and entities, audits asking for proof of access removal, and onboarding owned by three teams.
What we build
What we build for employee onboarding teams.
- 01
Offer to employee record
A signed offer creates the employee in your HR system with role, team, start date and manager, entered once.
- 02
Accounts and equipment requests
Accounts requested or created by role in Google Workspace or Microsoft 365 and the tools that team uses, with equipment ordered through IT, each with an owner and due date.
- 03
Documents and training
Forms sent and tracked until complete, policies acknowledged, and a training plan for the role assigned with reminders.
- 04
Offboarding checklist
A leaving date triggers access removal, equipment return and final payroll steps, with a record that each was done.
The workflows
The employee onboarding workflows, and what sets each one off.
- 01 Offer signed to new hire
When offer signed
ThenEmployee record created, IT and manager notified
- 02 Account provisioning by role
When start date set
ThenAccounts created or requested for the role’s tools
- 03 New starter paperwork
When record created
ThenForms sent, tracked and reminded until complete
- 04 First-week plan
When one week before start
ThenTraining and tasks assigned, starter sent what to expect
- 05 Offboarding
When leaving date reached
ThenAccess removed, equipment return and payroll tasks created
The numbers we move
How a employee onboarding build is judged.
Every build has a number written into the blueprint. These are the ones employee onboarding builds are measured by, and how we measure them.
| Metric | Before | After | How it is measured |
|---|---|---|---|
| Day-one readiness | Laptop and logins late | Ready on the morning | Share of starters with accounts and equipment by start time |
| Documents complete | Chased for weeks | Complete before start | Starters with all forms received by day one |
| Access removal | Days or weeks after leaving | On the leaving date | Time from leaving date to last account disabled |
| HR time per hire | Hours of chasing | Exceptions only | Manual steps per hire, from the task log |
Built on
The tools you already run, where we can.
- B BambooHR
- K Keka
- H HiBob
-
Google Workspace -
Microsoft 365 -
Slack - JS Jira Service Management
-
Make -
n8n -
OpenAI -
Claude
Every tool we connect has its own page in the integrations directory.
Proof
Proof from builds like this.
- Customer story
Internal operations tool replacing SmartSuite
Roles enforced on the server and every login tied to a real, invited person, the access discipline that onboarding and offboarding depend on.
Read the story - Customer story
Property operations automations and agent fleet
Deterministic n8n workflows with human approval for anything risky, the same pattern we use for account creation and removal.
Read the story
How it starts
An audit of the employee onboarding work your team still does by hand.
One to two weeks. We map the workflows, put an hours-a-week figure on each, and give you a costed blueprint in order of payback. The audit is credited in full to the build.
- Week 1 to 2Audit. We sit with the people who do the work and map it.
- Week 3Blueprint. Fixed scope, fixed price, the first build chosen by payback.
- Week 4 onBuild in two-week sprints, working software every second Friday.
- After go-liveSixty days of hypercare, then a care plan or run it yourself.
What this does not do
So the scope is clear before the call.
- Recruitment and applicant tracking. We start from the signed offer.
- Running payroll. We feed your payroll provider; it stays the payroll system.
- Very occasional hiring, where a checklist is enough.
Terms, defined
Employee onboarding terms, in plain English.
- Provisioning
- Creating the accounts and access a person needs for their role.
- Deprovisioning
- Removing those accounts and access when the person leaves or changes role.
- Joiner, mover, leaver
- The three events that change what a person should have access to.
Questions
What people ask about employee onboarding automation.
Can it create accounts automatically?
For systems with an admin API, such as Google Workspace, Microsoft 365 and Slack, yes, by role. For anything sensitive, such as finance systems or admin rights, we create a request for a person to approve rather than granting it automatically.
What about offboarding?
It is part of the build, not an extra. The leaving date triggers access removal across connected systems, an equipment return task and the payroll steps, and records when each one was done so you can show it later.
Where is AI useful here?
Answering new starters’ questions from your handbook, checking that uploaded documents are the right ones, and drafting role-specific first-week plans for the manager to edit. Accounts, access and payroll stay rule-based.
What does it cost?
Workflow automation starts at $1,500, with the fixed price set after the $500 audit.
Reading
- Systems
How much should an AI agent be allowed to do?
An agent with an unscoped token dropped a production database and its backups in nine seconds. Our rule: read widely, write narrowly, cap spend, escalate.
- Operations
Who noticed when the workflow stopped?
Most automation failures are silent: the run shows green and nothing happens for weeks. How it happens in Zapier and n8n, its cost, and the four checks we add.
Related
- Function
HR and people
New starters have access on day one, leave is a message not a form, and the policy question is answered before it reaches HR.
- Function
IT
Joiners get access, leavers lose it, requests route themselves, and the automations the business runs on are documented and watched.
- Use case
Approval workflows
Requests reach the right approver, decisions take one click, and every step is on the record.
- Use case
Customer onboarding
The moment a contract is signed, the account is set up, the documents you need are requested, the team has its tasks and the customer has a welcome with clear next steps.
By use case: Invoice processing, Lead routing, Customer onboarding, Quote generation, Order to cash, Ticket triage, Document extraction, Approval workflows, Inventory sync, Weekly reporting, Client portals
Employee onboarding
Get the employee onboarding hours back.
Bring the one employee onboarding workflow your team still runs by hand. You leave the call with a yes or no on fit and the first thing we would build.
Book the call