Automated Employee Onboarding Workflow with Make.com
Build a Make.com scenario that triggers when HR adds a new hire, creating accounts in all company tools, sending welcome emails, and scheduling orientation.
Eliminate the 2-hour manual onboarding checklist by automating account creation, access provisioning, and day-one preparation.
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Prompt objective
Eliminate the 2-hour manual onboarding checklist by automating account creation, access provisioning, and day-one preparation.
Real use case
A 150-person company hires 5-8 people monthly. HR manually creates accounts in 12 different tools, sends welcome packets, and schedules orientation -- taking 2 hours per hire.
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Prompt
Act as an HR technology specialist. Design a Make.com scenario for [COMPANY NAME] that fully automates new employee onboarding.\n\n**Context:**\n- Average hires per month: [NUMBER]\n- Tools to provision: [TOOL 1], [TOOL 2], [TOOL 3], [TOOL 4], [TOOL 5]\n- HR system: [BAMBOOHR/WORKDAY/GOOGLE SHEETS]\n- Departments: [LIST DEPARTMENTS]\n- Start date lead time: [DAYS] days average\n\n**Deliverables (numbered):**\n1. Trigger setup: watch for new employee record in [HR SYSTEM] with status 'accepted'\n2. Account creation sequence: Google Workspace (email, calendar), Slack (workspace invite), [TOOL 3], [TOOL 4] -- with department-based access groups\n3. Welcome email sequence: Day -7 (pre-boarding info), Day -1 (first day details), Day 0 (welcome from CEO), Day 7 (check-in survey)\n4. Equipment provisioning: notify IT department with role-based equipment list, track shipping/delivery status\n5. Orientation scheduling: add calendar events for orientation, team intro, 1-on-1 with manager, IT setup session\n6. Manager notification: send onboarding checklist to the hiring manager, schedule 30/60/90 day review reminders\n7. Compliance: collect signed documents via [Docusign/OTHER], store in [DOCUMENT MANAGEMENT], track completion\n\n**Constraints:**\n- Must handle start date changes (reschedule all dependent events)\n- Must support remote vs. in-office onboarding differences\n- Must include offboarding mirror workflow (account deactivation on termination date)
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