An end-to-end new-hire automation: AI builds a role-specific onboarding plan, provisions HR documentation and IT tasks, notifies every stakeholder, schedules first-day logistics, and keeps following up automatically.
New-hire onboarding is a checklist scattered across HR, IT, and the hiring manager, and it's easy for a step to get missed. IT provisioning is usually requested manually and inconsistently. Nobody follows up systematically on whether onboarding steps actually got completed, and leadership has no visibility into onboarding status across multiple new hires at once.
An onboarding request is validated against existing employee records to catch errors or duplicates before anything is provisioned. AI analyzes the role and generates a tailored onboarding plan, which the workflow turns into concrete actions: an HR document folder is created, a document checklist is logged, IT provisioning tasks are generated and logged, and IT, the manager, and the new hire are all notified through the channels they actually use. A first-day calendar event is created automatically. A daily process checks for onboarding follow-ups that are due and sends them without anyone tracking a spreadsheet, and a second daily process posts an onboarding-status dashboard to Slack. If the AI analysis step fails, the failure is logged to a dead-letter record and IT is alerted immediately rather than onboarding silently stalling.
flowchart TD
A[Onboarding Intake - Webhook] --> B[Normalize and Verify Request]
B --> C[Lookup Existing Employees]
C --> D[Validate Onboarding Data]
D --> E{Is Valid?}
E -->|No| F[Notify HR: Validation Failed / Log Issue]
E -->|Yes| G[AI Onboarding Analysis]
G -->|Failure| GF[Log AI Failure - Dead Letter]
GF --> GA[Alert IT: AI Failure]
G -->|Success| H[Build Onboarding Plan]
H --> I[Create HR Employee Folder]
I --> J[Log HR Document Checklist]
H --> K[Generate Provisioning Tasks]
K --> L[Log Provisioning Tasks]
L --> M[Notify IT Team - Slack]
H --> N[Notify Manager - Email]
H --> O[Send Welcome Email + Slack Welcome Message]
H --> P[Create First-Day Calendar Event]
P --> Q[Log Onboarding Record + Training Assignments]
Q --> R[Write Audit Log]
R --> S[Generate Follow-up Schedule]