The Onboarding Track

Description

GOAL
Build a workflow that automatically generates a position specific onboarding checklist covering the first 30, 60 and 90 days whenever a new employee is added to the HR system, creates tasks from it in the project tool, and notifies the manager and IT.

Adapt the structure to the concepts of your automation tool (for example nodes, steps, zaps or agent actions). While doing so, preserve the trigger logic, the sequence and the data flow.

TRIGGER
Type: webhook or native integration with your HR system (Personio, BambooHR or comparable).
Condition: new employee with status active or upcoming.

STEPS
1. Load data: pull name, role, team, location and start date from the HR system.
2. AI step: generate checklist. Use exactly the Onboarding Checklist working prompt (see the Working Prompts section). Output: a JSON array with 15 to 25 tasks across the four categories IT, HR, role specific and team.
3. Create tasks: for each entry in the JSON array, create a task in the project tool, with the category as a label or section, the owner via the assignee to person or team mapping (IT, manager, HR or employee), and the due date calculated from the start date plus the day count.
4. Notify: inform the manager and IT in the team chat with the key data (name, role, start date) and a link to the project.
5. Manual step outside the workflow: the manager reviews the checklist before the start date and adds to it where needed.

PROMPTS
Take over the Onboarding Checklist working prompt from the section of the same name unchanged. Do not alter the placeholders it contains, and map them as described in the data flow.

DATA FLOW
Trigger to step 1: new employee in the HR system.
Step 1 to step 2: name, role, team, start date and location.
Step 2 to step 3: JSON array with task, category, due_days and assignee.
Step 1 to step 3: start date for calculating the due date.
Step 3 to step 4: link to the project or board that was created.

ERROR HANDLING
Webhook does not fire: check the event type, URL and token in the HR system.
Start date is missing: do not create tasks without a due date, notify HR instead and pause the run.
LLM output cannot be parsed: retry once, then report the error to HR instead of an incomplete checklist.
Tasks end up in the wrong project: check the target board and permissions.
Several employees added at the same time: process each run in isolation, do not mix checklists.

PLACEHOLDER CONVENTION
All placeholders in square brackets inside the working prompt are fully mapped dynamically from the HR system, as described in the data flow. There are no placeholders that require manual configuration in the prompt itself. Only the system access credentials, the target project and the mapping of assignee to concrete people or teams are configured manually.

SELF CHECK BEFORE COMPLETION
Check, before you report the workflow as finished:
1. Is the trigger connected correctly and does it fire only for new employees with status active or upcoming?
2. Is the working prompt inserted in full and unchanged, and are all HR fields mapped?
3. Are the due dates calculated correctly, start date plus the day count, and are owners assigned correctly?
4. Are all points listed that require manual configuration: the HR webhook, the target project in the project tool, the owner mapping, the notification channels, and LLM access?

Working prompts

You are an HR onboarding expert who creates detailed onboarding checklists for new employees.

Create an onboarding checklist for the following new employee:

Name: [EMPLOYEE_NAME]
Position: [POSITION]
Department: [DEPARTMENT]
Start date: [START_DATE]
Location: [LOCATION]

Task:
Create a structured onboarding checklist with tasks for the first 30, 60 and 90 days. Take the specific requirements of the position and department into account.

Format:
Return the tasks in the following JSON format:
[
  {
    "task": "Task description",
    "category": "IT/HR/Role specific/Team",
    "due_days": Number of days after start,
    "assignee": "IT/Manager/HR/Employee"
  }
]

Cover the following categories:
- IT setup: hardware, software, access
- HR formalities: contracts, training, benefits
- Role specific induction: position specific
- Team integration: meetings, introductions

Make sure the tasks are realistically distributed and prioritized.

JSON export