Before
An onboarding coordinator likely had to collect the new hire's details, create the company account, find the correct department group, and add the employee manually. They also had to send credentials and welcome instructions separately, then notify the onboarding team so other setup tasks could begin.
How it works
- An authorized requester submits the employee's identity, contact details, recovery email, onboarding page, and department through the onboarding form.
- The workflow creates the company account, generates and stores a temporary password in hashed form, locates the selected group, and adds the employee to it.
- The employee receives credentials and onboarding guidance by email while the onboarding team receives the new hire's details in its channel.
Workflow details
- Request and authorization: An onboarding request starts the workflow, which verifies that the requester is authorized before presenting an onboarding form. The form collects the employee's name, phone number, recovery email, Notion onboarding page, and department.
- Account preparation: The workflow derives the employee's company email address, generates a temporary password, creates the user account, and applies the selected department or group membership.
- Credential delivery: The temporary credentials are sent to the employee's recovery email address so they can access the newly created account.
- Welcome communication: A separate welcome email is sent to the new company address with setup guidance, the Notion onboarding page, and instructions for completing the onboarding ticket and accessing company resources.
- Team handoff: The onboarding channel receives a notification containing the employee's name and company email address, allowing the team to continue onboarding them across the listed internal services.
What changed
Account creation, group assignment, credential delivery, welcome messaging, and the team handoff now occur automatically after an authorized onboarding form is submitted. The onboarding team receives the employee's details immediately in its channel and can continue with the remaining service-specific setup.
Work removed
Creating the employee account, generating a temporary password, looking up the selected department group, adding the employee to that group, sending the credential email, sending the welcome email, and posting the onboarding notification.
Expected outcome
At least five recurring administrative actions are automated per onboarding request, with account access and the initial onboarding communications prepared in one workflow.
