New starters set up before day one
The signed offer triggers the whole onboarding sequence: contract, accounts, kit, induction and check-ins, with an AI assistant answering questions from your own handbook.
The problem
How it works by hand
In most small businesses onboarding is a checklist in someone’s head. Accounts get created on day two, the policies never get sent, the laptop arrives Thursday, and the new starter spends week one asking where things are and wondering if joining was a mistake. None of it is malice. It is just that the checklist lives in a head that was busy that week.
A worked example
What a working version looks like
The signed offer is the trigger. From that moment the sequence runs itself: the contract and right-to-work checks go out for signature, IT account creation requests fire with the start date attached, kit gets ordered against a per-role checklist, the welcome email with first-day logistics sends at the right time, and induction materials and policy acknowledgements arrive in a sensible order rather than as one day-one dump. Check-ins with the manager at the end of week one and month one are scheduled automatically. Alongside all of it, an AI assistant grounded in your own handbook and policies answers the new starter’s questions, holiday booking, expenses, who to ask about what, instantly and accurately, instead of those questions interrupting whoever sits nearest. Every step is tracked, so you can see exactly what is done and what is stuck.
The exact tools change per business. The shape does not.
What it needs
Honest inputs, nothing exotic
- 01Your onboarding steps written down once, per role where they differ
- 02Your handbook and policies in any written form
- 03Whoever provisions accounts and orders kit, looped in as the request recipients
- 04E-signature for contracts (or we set one up)
The payoff
What you get back
First impressions stop depending on how busy that week was. New starters arrive to working accounts, a clear first week and instant answers, and the manager’s involvement shrinks to the parts that should be human: the welcome and the check-ins.
Do it yourself
How you would build this yourself
No course, no upsell. This is the order we would build it in, with the tools named, and a prompt to start from.
- 1
Get the checklist out of your head and into a document: every step from signed offer to end of month one, who does it, when. Per role where they differ. This alone fixes half of it.
- 2
Template the messages: welcome email, first-day logistics, the policy drip. Spread the reading over the first fortnight rather than dumping it on day one.
- 3
Automate the trigger: the signed offer in DocuSign or whatever you use kicks off the sequence in Zapier, Make or n8n, with IT and kit requests fired with the start date attached.
- 4
Schedule the week-one and month-one manager check-ins automatically. They are the steps most often skipped and most missed.
- 5
Put your handbook into a Claude Project so the new starter can ask it the holiday and expenses questions instead of the person at the next desk.
Build me an onboarding sequence triggered when an offer is signed in [e-signature tool]. From the attached checklist: email IT the account requests with the start date, send the kit order to [person], schedule the welcome email and first-day logistics for [timing], drip the policy and induction documents over the first two weeks with acknowledgement tracking, and book week-one and month-one check-ins between the new starter and their manager. Give me a simple view of which steps are done and which are stuck for each starter.
Copy it into Claude Code, fill the brackets, and it will plan the build with you before writing a line of code.
We would rather show you how than bill you. The whole ladder of free help, answers, guides and the weekly build-along, is on the do-it-yourself page.