--- name: onboarding description: 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, conducting 30-60-90 day check-ins, or tracking onboarding completion. Also handles offboarding workflows: exit interviews, knowledge transfer, access revocation, and final paperwork. Triggers on phrases like "onboard new hire", "setup for new employee", "pre-boarding", "first day checklist", "offboard someone", "exit process", "30-60-90 day plan", "welcome sequence". --- # 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**: - IT ticket for laptop + peripherals (spec varies by role: designers need MacBook Pro, engineers need dev machine, sales need Chromebook option) - Facilities: desk assignment, badge, parking pass, building access - Swag package shipped to home address (track delivery) 4. **Trigger system access provisioning**: - Email account, Slack, HRIS, calendar - Role-specific tools: Jira (engineering), Salesforce (sales), Figma (design), etc. - SSO/MFA enrollment - Distribution lists and channel memberships 5. **Assign onboarding buddy** from same team (not direct report). Facilitate intro email exchange. 6. **Collect preferences**: dietary restrictions, pronouns, accessibility needs, desk setup preferences, T-shirt size. 7. **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: - Complete compliance training modules (security, harassment, data privacy) - Shadow key team meetings - Complete first small task or "quick win" project - Daily 10-min check-in with buddy ### 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 - Offer choice: live interview (30 min, with neutral HR partner) OR anonymous survey - Conduct within 5 business days of last day - Never promise confidentiality — but aggregate data for leadership reports - For involuntary separations: skip exit interview; conduct exit meeting focused on logistics ## Risk Signals During Onboarding Flag for HRBP intervention when: - Compliance training not started by Day 3 - Equipment not delivered by Day 1 - No manager 1:1 scheduled within first 2 days - Buddy unresponsive or unassigned after 48h - Employee sentiment score < 3/5 at any check-in - More than 2 rescheduled onboarding meetings - Manager has not completed new-hire prep checklist ## 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 - HRIS (Workday, BambooHR): Employee records, start/end dates - IT ticketing (ServiceNow, Jira Service Desk): Equipment and access provisioning - Email/Slack: Welcome sequences, reminders - DocuSign: Document signing (offer, policies, NDAs) - LMS (Lessonly, Docebo): Compliance training tracking - Survey tools (Culture Amp, Lattice): Sentiment and check-in forms - Asset management: Equipment tracking and collection - Payroll (Gusto, ADP): Final paycheck, benefits transition ## Edge Cases - **Contract-to-hire**: Run onboarding at Day 1; trigger conversion evaluation at 60 days - **Acquired company onboarding**: Batch onboarding with cultural integration emphasis; extended 180-day review - **Executive onboarding**: Custom agenda, board intro, 1:1s with all direct reports in week 1, strategic 100-day plan - **Remote-only onboarding**: Virtual office tour, mailed equipment kit with setup video, daily video buddy check-ins week 1 - **Rehire (boomerang)**: Simplified onboarding — skip compliance retraining, focus on what's changed since departure