Use case · Operations

New colleagues ready on day one

Bringing in a new colleague means a dozen small tasks spread across HR, IT and the team lead, and one of them is always forgotten. We turn the checklist into a workflow that starts from a single form and tracks every step to the end.

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Onboarding: new colleague

Day −7Contract sent for signatureHRDone
Day −5Email and accounts createdITDone
Day −3Laptop ordered and preparedITDone
Day 1Welcome message and first-week planTeam leadDone

How you know you have this problem

New colleagues wait days for an account or a laptop
The onboarding checklist lives in one person’s head
Every team does it differently
Access is not removed when somebody leaves

What we build

How it works once it is running

01
One form starts it
HR or the team lead fills in who is joining, when and in which role. That is the only manual entry.
02
Tasks go to their owners
Each task is created for the person responsible, with a due date counted back from the start date.
03
Routine steps run themselves
Accounts, group memberships, document requests and welcome messages are created automatically where the systems allow it.
04
Track to done
An overview shows what is finished and what is late. The same workflow runs in reverse when somebody leaves.

What you get

One form and one overview for every new colleague
Tasks assigned with due dates
Automatic account creation where it is possible
An offboarding workflow that removes access

What we need from you

Your current checklist, however informal
Admin access to the systems where accounts are created
The people responsible for each step

Tools we typically use: n8n, Make, Google Workspace, Microsoft 365, Slack, Teams, Notion
Services involved: Business automation, Custom software

See it built

Illustrative exampleA 10-person engineering consultancyA client portal that replaces the email threadClients submit requests, upload documents and follow progress in one place, and the team works from a single queue.Custom softwareBusiness automationOpen example

Questions about this use case

Is this only worth it for larger companies?

It pays off sooner than people expect, because small companies hire rarely and forget the steps between hires. The workflow is the memory.

Can it create accounts automatically?

In Google Workspace, Microsoft 365 and most modern tools, yes. For systems without an interface, the workflow creates a task for the administrator.

Does the same approach work for client onboarding?

Yes. The pattern is identical: one form, tasks to owners, routine steps automated, one overview. For clients it is often paired with a portal where they upload what you need.