Employee Onboarding
Every new hire ready on day one.
Employee Onboarding
HR & Recruiting
- RuleDone:
A new hire is approved in BambooHR.
- RuleDone:
A checklist is built from IT's role mapping: access, equipment, orientation and policies.
- PersonWaiting for approval:Waiting for you
The hiring manager, then IT, approve the exact access bundle.
- RuleNot started:
Access is requested, the IT ticket is raised and orientation is booked.
- PersonNot started:
HR approves the welcome email, and the policy pack goes out.
- RuleNot started:
Daily checks nudge owners about overdue items until onboarding is complete.
For example: A 60-person agency hires a designer who starts Monday.
Waiting for you. Nothing has changed yet.
Review for important actions. Customer-facing and record-changing actions are reviewed first.
What is Employee Onboarding?
In shortEmployee Onboarding is an AI automation for HR & Recruiting teams that works with BambooHR, Freshservice, Gmail, Google Workspace, Jira and 4 more apps. Builds each new hire's day-one checklist, gets access approved by manager and IT, orders equipment, books orientation, and chases anything late. It is built for HR managers, operations heads, IT admins and hiring managers.
Last reviewed
Key facts
- Department
- HR & Recruiting
- Starts when
- A new hire is approved in BambooHR
- Works with
- BambooHR, Freshservice, Gmail, Google Workspace, Jira, Microsoft 365, Okta, Outlook, Slack
- Run modes offered
- Shadow, Draft, Assisted and Auto
- Human control
- Review for important actions
- Status
- Available now
The problem today
HR emails IT, IT forgets, and the new hire sits without a laptop or email for 1–3 days. Policy sign-offs are tracked in a spreadsheet. HR spends 2–4 hours chasing per hire.
What it does
When BambooHR shows an approved new hire, the automation builds a checklist from IT's own role mapping. The hiring manager and an IT approver both approve the exact access bundle, then the access is requested through your identity system. It also raises the equipment ticket, books orientation, and sends HR's welcome and policy pack. Then it checks progress every business day until everything is done.
How does Employee Onboarding work?
How it works- Rule you set
- AI step
- A person decides
- Step 1Rule
A new hire is approved in BambooHR.
- Step 2Rule
A checklist is built from IT's role mapping: access, equipment, orientation and policies.
- Step 3Person
The hiring manager, then IT, approve the exact access bundle.
- Step 4Rule
Access is requested, the IT ticket is raised and orientation is booked.
- Step 5Person
HR approves the welcome email, and the policy pack goes out.
- Step 6Rule
Daily checks nudge owners about overdue items until onboarding is complete.
What you get
Key features- Access bundles chosen by rule from IT's mapping table, never by AI
- Four identity paths: Google Workspace, Microsoft Entra, Okta (as a ticket) or ticket-only (default)
- Accounts created suspended and switched on only on the start date
- Policy acknowledgements stored with document version and time
- Overdue alerts in Slack, plus up to 3 polite reminders to the new hire
- Re-approval when the start date, title or department changes
How much does it do on its own?
Run modesPick a mode to see what Employee Onboarding would do at each step.
Every automation starts in Shadow. Move it up when you are ready, and back down at any time. How run modes work
Employee Onboarding in Shadow
Runs on real data and shows what it would have done. No app is changed and no message is sent.
- Rule
A new hire is approved in BambooHR.
Watches for it
- Rule
A checklist is built from IT's role mapping: access, equipment, orientation and policies.
Runs on real data, read only
- Person
The hiring manager, then IT, approve the exact access bundle.
Shown to you as a suggestion
- Rule
Access is requested, the IT ticket is raised and orientation is booked.
Shown to you as a suggestion
- Person
HR approves the welcome email, and the policy pack goes out.
Shown to you as a suggestion
- Rule
Daily checks nudge owners about overdue items until onboarding is complete.
Shown to you as a suggestion
Shadow vs Auto for Employee Onboarding
Auto is the most it can do on its own. Here is each step side by side.
| Step | Shadow | Auto |
|---|---|---|
| In short | Runs on real data and shows what it would have done. No app is changed and no message is sent. | Runs without approval, with limits, alerts and a kill switch. Unlocks after a trial period in Assisted. |
| Step 1A new hire is approved in BambooHR. | Watches for it | Runs on its own within your limits |
| Step 2A checklist is built from IT's role mapping: access, equipment, orientation and policies. | Runs on real data, read only | Runs on its own within your limits |
| Step 3The hiring manager, then IT, approve the exact access bundle. | Shown to you as a suggestion | Within your limits; anything outside them goes to a person |
| Step 4Access is requested, the IT ticket is raised and orientation is booked. | Shown to you as a suggestion | Runs on its own within your limits |
| Step 5HR approves the welcome email, and the policy pack goes out. | Shown to you as a suggestion | Within your limits; anything outside them goes to a person |
| Step 6Daily checks nudge owners about overdue items until onboarding is complete. | Shown to you as a suggestion | Runs on its own within your limits |
| True in every mode | Access always needs manager and IT approval, in every mode except Shadow. This cannot be turned off. | |
What it will never do on its own
Safety & human control- Access always needs manager and IT approval, in every mode except Shadow. This cannot be turned off.
- Admin-level and other privileged groups are never automated. They always go to IT as a ticket.
- Requests found in notes ("give her admin like Ravi") are never applied. They are shown to IT as "requested, not included".
- Two-person rule: the manager, the IT approver and the new hire are always different people.
- One-click kill switch stops all access actions for your company.
- You approve before it acts
- Your data stays yours
- It knows its limits
- Stop anytime
What will you see on your dashboard?
Results you can trackTargets are quality goals the automation is built to reach. Estimates are calculated from your own volumes.
- Target
Day-one-ready rate (target: ≥ 90%, from a typical 50–60%)
A goal it is built to reach
- Tracked
Time from approval to accounts ready
Measured on your own data
- Tracked
Policy acknowledgement completion by day 7
Measured on your own data
- Estimate
Approvals pending and their age, overdue items, HR hours saved
Worked out from your own volumes
- Target
Access only from the approved mapping (target: 100%)
A goal it is built to reach
A 60-person agency hires a designer who starts Monday. BambooHR approval on Tuesday creates the checklist. The manager and the IT lead approve the "Design" bundle, the laptop ticket opens in Jira, orientation is booked, and the welcome email goes out after HR clicks approve.
Who is Employee Onboarding for?
- HR managers
- Operations heads
- IT admins
- Hiring managers
Industries: SaaS & tech, Professional services, Agencies, Healthcare & clinics, Financial services, Any industry
Also useful for: IT & Data Operations
Connects to the apps you already use
Works withApp names are trademarks of their owners. Charviam connects to them; it is not a partner or reseller.
- BambooHR
- Freshservice
- Gmail
- Google Workspace
- Jira
- Microsoft 365
- Okta
- Outlook
- Slack
Better together
Automations that hand work to Employee Onboarding, or pick up where it stops.
What do you need to set it up?
Setup- Connect BambooHR, Slack, the HR mailbox and your IT ticketing
- Choose an identity path (ticket-only is the safe default)
- IT fills the role-to-bundle mapping and the equipment kits
- Name the IT, HR and IT-lead approvers (different people)
- Add policy documents and reminder limits, then start in Shadow
Typical setup
- 01Connect your apps
- 02Configure the rules
- 03Run a watch-only trial
- 04Go live
Not included
- AI choosing or granting access
- Background checks, I-9, payroll setup, offer letters or salary data
- Offboarding
Questions about Employee Onboarding
FAQSee Employee Onboarding on your own data
WalkthroughIt starts in Shadow, where it only watches and suggests, so nothing changes in your apps until you say so.