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Employee onboarding workflow

Marina Rogachov
Marina Rogachov
  • Updated

This workflow automates the onboarding process for new employees, ensuring they have access to essential tools from their first day of work.

The high level process is:

1. Initiate the onboarding based on the user's start date in the HR management system (HRMS).

2. Create a new user account in Google

3. Create a new user account in Slack

4. Add specific automations based on the employee's department:

  • Provision access to necessary apps according to the employee's role.
  • Add the employee to relevant Google groups and Slack channels

 

Workflow Overview

How to Configure the Workflow

Creating the workflow and setting the trigger

1. Click the "New workflow" button and choose "From scratch" from the dropdown menu.

2. Select the User meets criteria trigger and click "Next". The new workflow will be created.

3. Configure the trigger.

Select the system from which you retrieve new employee data. We recommend relying on HR management systems. In our example, we will select Hibob, and set the workflow to trigger 7 days prior to the Start date recorded in Hibob.

 

Automating general onboarding steps

4. Add the "Create Google Workspace user" action.

Configure the action, defining new user attributes in Google.

You can use variables (personalization tokens) to populate Google user with attributes coming from the trigger. To do that, type @ in a relevant field, and select one of the variables from the list that opens. The full list of these variables (tokens) can be found here.

 

4. Add the "Create a new Slack user" action.

Configure the action, defining new user attributes in Slack.

We recommend to use variables when populating user full name and user title.

Title and other role-specific attributes should be taken from the system that is your source of truth for employees data. In this case we used Hibob. 

Automating custom onboarding paths

New employees onboarding process is often different depending on new employee department, title, role and more. Employees from different departments will need to be added to different distribution lists and channels, as well as get access to different tools. Let's see how we can create different automation paths for employees with different HR attributes within the same workflow.

5. Add "If/Else branch" action.

6. Create different automation branches for employees with different attributes.

We will use the department attribute, relying on the information in Hibob.

To do that, click the "Add branch" button in the action configuration panel.

7. Add the filter Hibob department is Sales.

8. Rename your branch. In our example, we will call the branch "Sales".

9. Add more branches, based on different departments.

 

7. Now let's add actions under each branch.

Let's start from assigning access to apps that are needed for every role.

Add "Create Salesforce user" action under the Sales branch and configure it.

Add "Create Hubspot user" action under the Marketing branch and configure it.

Add "Invite Calendly user" and "Create Asana user" actions under the Product branch, and configure them.

Add "Create Datadog user" action under the Engineering branch and configure it.

8.  Add "Add user to Google Workspace group" action under each branch and configure it.

Select Google groups which are specific for each role.

For example, the action under Engineering brach will add the user to Engineering Google group.

9. Add "Add Slack user to Slack groups" action under each branch and configure it.

Select Slack groups which are specific for each role.

10. Add "Create Freshservice ticket" action under the "None met" brach.

The ticket will be created each time a new employee is not assigned to any of the departments you defined in previous branches. Creating a ticket is needed to ensure no onboarding tasks are overlooked.

Summary - What to Expect

Once you activate this workflow, any employee whose start date is within 7 days, as per the information in Hibob:

  1. Will be provisioned with a Google Workspace user account.
  2. Will be provisioned with a Slack user account.
  3. Will be enrolled in relevant Google and Slack groups based on their designated department.
  4. Access to tools specific to their role will be granted.
  5. For employees not assigned to the Sales, Product, Marketing, or Engineering departments in Hibob, a ticket will be generated in Freshservice. This ticket will prompt IT to manually create user accounts in other necessary tools.

Additional steps and conditional branches can be added to the workflow, to achieve more detailed onboarding, such as assigning users to different tools based on their job titles or placing them in various groups according to their location.

 

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