The moment a new hire is confirmed, the right tasks are assigned to HR, IT, and managers automatically — so nothing is forgotten or left late.
Typical results
Day one
desk, accounts and schedule ready for every new hire
0
status-chasing emails from HR
Live
progress dashboard across HR, IT and managers
Figures reflect typical results for this kind of automation.
The challenge
Onboarding steps were tracked in spreadsheets and email, so equipment, accounts, and paperwork were often forgotten or completed late. New employees had an inconsistent first-week experience.
Before and after
Onboarding tasks completed late or forgotten
−92%New hires fully ready on day one
+63%HR hours chasing status updates per week
−100%The automation
We built a flow that, when a hire is confirmed, generates a tailored checklist by role and department, assigns each task to the responsible team, and sends reminders as deadlines approach. HR sees real-time progress on a single dashboard.
How it works
- 01
Hire confirmed
A confirmed new hire instantly triggers the onboarding workflow.
- 02
Tasks assigned
The right tasks are routed automatically to HR, IT, and the hiring manager.
- 03
Progress tracked
Every task is monitored end to end so nothing is forgotten or left late.
- 04
Reminders sent
Owners of overdue tasks get nudged automatically until each item is done.
- 05
Day one ready
The new hire arrives to a fully prepared desk, accounts, and schedule.
Starts from
- New hire confirmed
Delivers
- Tasks assigned
- Progress alerts
The impact
Every onboarding task is now tracked end to end, first-day readiness improved noticeably, and HR stopped chasing other teams for status updates.
Questions about this automation
How does the checklist change by role or branch?
Each role, department and branch has its own task template, for example a laptop and system accounts for office staff or a uniform and point-of-sale login for store teams. When a hire is confirmed, the automation combines the matching templates into one checklist with owners and due dates counted back from the start date.
Which tools can the tasks be assigned in?
Tasks can be created in a project tool such as monday, Asana or ClickUp, in a Google Sheets tracker or as email and Slack messages to each owner. Wherever they live, completion updates flow back to a single dashboard where HR sees the status of every new hire.
What happens when a task is overdue?
Owners receive a reminder as the due date approaches and again once it passes. If a task is still open close to the start date, the hiring manager and HR are alerted so they can step in. A multi-step build like this is usually rolled out in stages, beginning with the core checklist.