HR AI Skill

Onboarding

Manage the full onboarding lifecycle from offer acceptance through 90-day integration. Use when setting up new hire pre-boarding, provisioning equipment and system access, creating onboarding checklists, scheduling orientation, managing compliance paperwork...

Onboarding & Offboarding

Ensure seamless transitions for new hires and departing employees.

Onboarding Workflow

Phase 1: Pre-Boarding (Offer Acceptance → Day 0)

Trigger immediately upon offer signature:

  1. Send welcome email within 1 hour of offer acceptance. Include: start date, first-day agenda, who to contact, what to bring.
  2. Create onboarding portal record with personalized checklist (varies by role, department, location).
  3. Trigger equipment provisioning:
  1. Trigger system access provisioning:
  1. Assign onboarding buddy from same team (not direct report). Facilitate intro email exchange.
  2. Collect preferences: dietary restrictions, pronouns, accessibility needs, desk setup preferences, T-shirt size.
  3. Send countdown emails: T-7 days (what to expect), T-3 days (first week schedule), T-1 day (login details, parking info).

Phase 2: Week 1 (Days 1–5)

Day 1 agenda:

9:00 AM  — Welcome desk setup, equipment handoff, badge pickup
9:30 AM  — Office tour + introductions to immediate team
10:30 AM — Company orientation (mission, values, org structure) — 60 min
11:30 AM — HR systems walkthrough (payroll, benefits, PTO) — 30 min
12:00 PM — Team lunch (buddy hosts)
1:00 PM  — Manager 1:1 — goals, expectations, first-week plan — 45 min
2:00 PM  — Role-specific training module 1 — 90 min
3:30 PM  — Free exploration time (read docs, setup dev environment, etc.)
4:30 PM  — End-of-day check-in with buddy — 15 min

Days 2–5:

Phase 3: Months 1–3 (Structured Check-Ins)

| Timing | Activity | Owner | Output | |--------|----------|-------|--------| | Day 7 | Casual check-in: "How's the first week?" | Buddy | Sentiment note | | Day 14 | Manager 1:1: goal alignment, blockers | Manager | Updated 30-day plan | | Day 30 | Formal 30-day review | Manager + HR | 30-day assessment form | | Day 60 | Mid-point review: skill ramp, cultural integration | Manager | 60-day feedback form | | Day 90 | End of probation review | Manager + HR + Employee | Probation pass/extend decision |

30-60-90 Day Assessment Form

30-DAY REVIEW — [Employee Name]

Attendance & Engagement:
  [ ] Participated in all training modules
  [ ] Met key team members
  [ ] Completed compliance requirements
  [ ] First task completed

Manager Assessment:
  Ramp speed: □ Below □ On track □ Ahead
  Quality of work: □ Below □ Meets □ Exceeds
  Team integration: □ Struggling □ Adapting □ Thriving

Blockers identified:
  [List any resource gaps, knowledge gaps, or process issues]

Action items for next 30 days:
  [Specific, measurable goals]

---

60-DAY REVIEW — [Employee Name]

Skill Competency:
  Core role skills: □ Developing □ Competent □ Proficient
  Collaboration: □ Developing □ Competent □ Proficient
  Independence: □ Developing □ Competent □ Proficient

Concerns or risks:
  [Any red flags requiring intervention]

---

90-DAY REVIEW — [Employee Name]

Probation Decision:
  □ Pass — continue as permanent employee
  □ Extend — 30 additional days with specific improvement goals
  □ Not a fit — initiate separation process

Overall Assessment:
  [Narrative summary of first 90 days]

Offboarding Workflow

Trigger upon resignation acceptance or termination decision:

Separation Checklist

IMMEDIATE (within 1 hour of notice):
  [ ] Notify HRBP and People Ops
  [ ] Determine separation type: voluntary, involuntary, layoff, retirement
  [ ] Set last working day
  [ ] If involuntary: prepare for same-day offboarding

BEFORE LAST DAY:
  [ ] Schedule exit interview (voluntary) or exit meeting (involuntary)
  [ ] Notify team (manager drafts communication, HR approves)
  [ ] Begin knowledge transfer documentation
  [ ] Identify project reassignments
  [ ] Calculate final pay: accrued PTO payout, bonuses, commission payout
  [ ] COBRA benefits notification prep (US) or statutory notice (EU/UK)

LAST DAY:
  [ ] Collect company property: laptop, badge, keys, credit cards, phones
  [ ] Revoke all system access (scheduled for 5:01 PM local time)
  [ ] Remove from distribution lists and Slack channels
  [ ] Conduct exit interview or meeting
  [ ] Deliver final paycheck information
  [ ] Provide benefits transition info

AFTER LAST DAY:
  [ ] Process final paycheck within legal deadline (varies by state/country)
  [ ] Ship remaining personal items
  [ ] Update org chart and team documentation
  [ ] Trigger backfill requisition if needed
  [ ] Add to alumni network (voluntary separations only)
  [ ] Analyze exit data for retention insights

Exit Interview Framework

Questions (Voluntary Separations)

Section 1: Role and Work
  1. What do you enjoy most about your role?
  2. What aspects of the job were different from what you expected?
  3. Do you feel you had the tools and resources to do your job well?

Section 2: Management and Team
  4. How would you describe your relationship with your manager?
  5. Did you receive regular, constructive feedback?
  6. How would you describe the team culture?

Section 3: Organization
  7. What is the company doing well?
  8. What could the company improve?
  9. Did you feel your contributions were recognized?

Section 4: Departure
  10. What is the primary reason for your decision to leave?
  11. What could have changed your mind?
  12. Would you recommend [Company] as a great place to work?
  13. Would you consider returning in the future?

Section 5: Open
  14. Is there anything else you'd like to share?

Exit Interview Rules

Risk Signals During Onboarding

Flag for HRBP intervention when:

Output

Onboarding Dashboard View

NEW HIRE DASHBOARD — Week of Jan 20, 2025
==========================================

Active New Hires: 8

  ✓ Jane Doe — Senior Designer (Day 5)    — On track
  ✓ Alex Chen — Backend Engineer (Day 12)  — On track
  ⚠ Sarah Kim — Data Analyst (Day 8)       — Equipment delayed, flagged
  ✓ Tom Brown — Sales Rep (Day 3)          — On track
  ⚠ Lisa Park — PM (Day 1)                — Manager 1:1 not scheduled
  ✓ Mike Johnson — DevOps (Day 15)         — On track
  ✓ Emma Davis — Marketing (Day 20)        — On track
  ✓ Raj Patel — Frontend (Day 25)          — Ahead of schedule

Completion Rates:
  Compliance training: 7/8 (88%)
  Equipment delivered: 6/8 (75%)
  System access ready: 8/8 (100%)
  Buddy assigned: 8/8 (100%)
  Manager 1:1 done: 6/8 (75%)

Integration Points

Edge Cases