Twenty to five hundred employees, a new hire every week and the same forms, emails and reminders every time.
You run onboarding from a spreadsheet checklist next to everything else.
Clinics, restaurants, construction, agencies — people start on Monday and the laptop arrives on Wednesday.
Accounts, licences and hardware requests arrive by email, late, and nobody tells you when someone leaves.
Numbers from onboarding research by Abode, allwhere and HiBob — the administrative load is where the hours go, and the first day is where new hires decide.
per new hire are spent on manually gathering onboarding data by 40% of HR managers.
Abode HR ↗of new hires did not have the tools they needed on day one; 31.5% had no equipment at all.
allwhere ↗administrative tasks sit inside a typical onboarding — out of 54 activities in total.
Abode HR ↗of employees leave within the first 45 days, and 16% seriously considered quitting in month one over a poor onboarding.
Abode HR ↗of new hires felt fully productive in their first week; without equipment, 67% took a month or longer.
allwhere ↗of employees say their company does a great job of onboarding.
HiBob, State of Employee Onboarding ↗Put your monthly volume into the calculator and see hours and dollars.
Employee onboarding automation is a workflow that takes a signed offer and does the administrative part of a new hire on its own: creating the profile in the HRIS and payroll, sending the W-4, direct deposit and policy forms for e-signature, opening the IT ticket, creating accounts, assigning the role checklist and training, and reminding everyone until each step is done. A typical onboarding has dozens of administrative tasks, and most of the time goes to re-keying data and chasing people rather than to anything that helps the new hire.
We build it around the tools you already use — BambooHR, Gusto, Rippling or ADP, DocuSign, Google Workspace or Microsoft 365, Okta, Slack, Asana or Notion — rather than a new platform. The offer webhook starts the run; a language model drafts the personal welcome email and summarizes 30/60/90-day survey answers for HR; code and API calls do the rest. Anything sensitive, such as access to finance systems or a non-standard hire, stops and waits for a person.
The new hire has an account, a laptop and a first-day schedule before they arrive, HR stops typing the same data three times, and the check-ins at 30, 60 and 90 days happen because the workflow sends them, not because someone remembered. Onboarding automation leaves the introductions, the development plan and every judgement about the person to the people who should make them.
The run path of one new hire. Each person travels it on their own timeline; anything sensitive or unusual stops and goes to HR or the manager.
Fires on the DocuSign or ATS webhook (Greenhouse and others) when the offer letter is signed; start date, role and manager come with it.
Creates the employee in BambooHR, Gusto, Rippling or ADP with the data from the offer — typed once, never again.
Sends W-4, direct deposit, NDA and policy acknowledgements as DocuSign or PandaDoc templates pre-filled from the profile.
Checks what has come back. Missing or inconsistent forms stay in the loop; complete packets move on.
Reminds the new hire every two days, escalates to HR a week before the start date and logs every step.
Creates the ticket in Jira Service Management or Freshservice with role, start date, location and the hardware kit for that role.
Creates the Google Workspace or Microsoft 365 account and assigns apps through Okta or SCIM by department.
Loads the checklist template for the department and role from Asana, Notion or the HRIS and assigns owners and due dates.
Enrols the person in the mandatory courses in TalentLMS and tracks completion against the checklist.
A week before the start, drafts a personal welcome with the first-day schedule, the buddy and practical details, for HR to send.
Adds the person to the right Slack channels and puts the team introductions and manager one-to-ones in Google Calendar.
Requests for finance, production or customer-data systems stop here and wait for the manager’s explicit approval.
Sends a short survey at 30, 60 and 90 days and reminds the manager to hold the check-in.
Turns the survey answers into a short note for HR, flagging anything that sounds like a risk of early leaving.
Typical minutes per new hire for HR, IT and the manager together. Your own numbers go into the calculator below.
Based on 2 h 45 min by hand and 15 min with the flow per item, from the table above.
The flow creates, sends, provisions and reminds. People keep the verification, the introductions and every judgement about the person.
Original documents are examined in person or by an authorized representative — the flow only prepares and files the form.
Introductions, the buddy, the first lunch and the culture are people’s work; the flow just puts them in the calendar.
The probation goals and the individual plan are written by the manager, not generated.
Contractors, foreign hires, relocations and special access are routed to HR with the context attached.
Survey summaries inform the manager; the decision is theirs.
Finance, production and customer data are granted only on explicit approval by the owner of that system.
Flip a switch to hand a step to the flow or take it back.
Benchmarks from allwhere, Abode and the HiBob onboarding report: every tool ready on day one, nothing re-keyed, and a check-in that actually happens at 30, 60 and 90 days.
We map the process as it runs today, count the minutes and agree what the flow must never do on its own.
A working flow on your real data, in a sandbox. You see every run and every exception.
Edge cases, approvals and alerts, then the switch-over — with the old way kept as a fallback.
Monitoring, fixes when a vendor changes a format, and a monthly report of hours saved.
Yes. The flow writes to Gusto, BambooHR, Rippling and ADP Workforce Now through their APIs, and to Paychex and Workday where the plan includes API access. Your HRIS stays the system of record; the workflow stops re-keying into it.
The account is created by API as soon as the start date is confirmed, apps are assigned through Okta or SCIM by department, and Slack channels and calendar invites are added the evening before. The IT ticket for hardware opens at the same time, so the laptop is there too.
No, and it should not be. The flow pre-fills Section 1, schedules the verification and files the completed form; the examination of original documents is done by a person or an authorized representative, as the rules require.
HR managers report hours of manual data gathering per person; the before-and-after table above shows where those minutes go. Put your hiring volume into the calculator to see the monthly figure for your team.
Yes — the same workflow runs in reverse: a termination date in the HRIS revokes Okta and Google Workspace access, opens the hardware-return ticket and notifies payroll, with a report of what was switched off.
The workflow runs in your own cloud or server, SSNs and bank details stay inside your HRIS and payroll system, and the flow only carries references, never copies. Access is via scoped API keys you can revoke at any time.
The opposite in practice: when forms, accounts and reminders handle themselves, the manager and the buddy have time for the person. The welcome email is drafted for a human to send, and the introductions stay a people job.
Describe it in two sentences — we reply within a day with a workflow sketch.
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