The main workflow, step by step
The window follows one new starter from accepted offer to the end of the first week, across the departments that prepare for them. Select a step to see its screen. The employer, the employee and the tasks are invented for the demonstration.
New starter
Lena AbaraPlan created- Role
- Account manager, sales
- Start date
- First Monday of next month
- Template
- Office role, laptop, company car
- Manager
- Head of sales, notified
Off the pathIf the start date moves, every task date moves with it and each owner is told what changed.
Before you start
Lena AbaraFour of six done| Item | State |
|---|---|
| Personal details | Completed |
| Bank and tax forms | Completed |
| Identity documents | Uploaded |
| Policy acknowledgements | Two to read |
Off the pathA document that cannot be read or has expired is returned with a note, and the item reopens for the new starter.
IT tasks
Lena AbaraReady| Task | State |
|---|---|
| Laptop | Imaged and labelled |
| Email and sign-in | Created |
| CRM licence | Assigned |
| Phone | Ordered, arrives day two |
Off the pathA task not started by its due date is escalated to the team lead, since late equipment is the commonest first-day failure.
First week
Lena AbaraPlanned- Day one
- Welcome, desk, team lunch
- Buddy
- A colleague from the same team
- Meetings
- Six introductions booked
- First goal
- Shadow three client calls
Off the pathA manager who has not planned the week a few days before the start receives a reminder with a suggested plan.
Onboarding overview
This monthOne at risk| Starter | State |
|---|---|
| L. Abara | On track |
| T. Greaves | Documents outstanding |
| M. Ilves | Car not yet allocated |
Off the pathAn unverified right-to-work document blocks the start in the overview, where your policy and the law require it.
Who uses it, and what each role can do
Onboarding fails at the handovers between departments. The roles give each one its own list and give HR the view across all of them.
| Role | Sees | Can do |
|---|---|---|
| New starter | Their own checklist, documents and first-week plan | Complete forms, upload documents and ask questions |
| HR coordinator | All new starters and every task | Start plans, verify documents and chase owners |
| Manager | Their own new starters | Plan the first weeks and confirm milestones |
| IT and facilities | Tasks assigned to their team | Prepare equipment, accounts, access and workspace |
| Payroll | Bank, tax and contract details | Confirm the starter is set up to be paid |
When the work leaves the usual path
Start dates move, documents are late and people sometimes do not arrive. Each of these has a defined path, so that nobody learns of it on the morning.
| Situation | What the system does | Who decides |
|---|---|---|
| Start date changes | Moves all task dates and informs each owner | HR coordinator |
| Document missing or unreadable | Reopens the item with a reason | New starter |
| Right-to-work check not complete | Blocks the start where the rules require | HR coordinator |
| Task overdue in a department | Escalates to that team's lead | HR coordinator |
| New starter withdraws | Cancels open tasks and recovers equipment | HR coordinator |
| Role needs an unusual set-up | Adds tasks to the plan without changing the template | Manager |
What it connects to
The platform starts where recruitment ends and hands over to the systems that run employment. These connections are typical and depend on what you use.
| System | What moves | Direction |
|---|---|---|
| Recruitment system | Accepted offers, with role and start date | Into the platform |
| HR and payroll system | Employee record, bank and tax details | Out of the platform |
| Identity and access management | Accounts and group membership | Out of the platform |
| IT service desk | Equipment and access requests as tickets | Both ways |
| Electronic signature | Contracts and policy acknowledgements | Both ways |
What a first release includes
Onboarding templates
Plans by role type, with tasks, owners and timing relative to the start date, edited by HR.
New starter checklist
Forms, document upload and policies to acknowledge, completed on a phone before day one.
Department task lists
Tasks for IT, facilities, payroll and the manager, with due dates and escalation.
First-weeks plan
A schedule of introductions, training and first goals that the new starter can see.
Document checks
Verification of identity and right-to-work documents, with the result and date recorded.
Progress overview
Every new starter's status on one screen, with what is late and who holds it.
Often added after the first release
- Probation reviews and check-ins
- Offboarding with return of equipment
- Internal moves between roles
- Welcome content from the team
- Feedback from new starters
What we need from you
- What happens today between offer and the end of the first month
- Your role types and what each needs on day one
- The HR, payroll and IT systems involved
- The documents you must collect and check, as advised for your country
- An HR coordinator and an IT lead to test with real joiners
Ownership and licensing terms are defined in the project agreement.
What to do next
Send us your current onboarding checklist, however informal. We reply with the templates we would start from, the systems we would connect and a proposal. Start a conversation or book a 30-minute call.
Common questions
Is onboarding not already part of our HR system?
Often there is a module, and for simple needs it may be enough. A dedicated platform earns its place when onboarding spans many departments, when role types differ widely, when you hire in volume or across countries, or when the experience offered to a new starter matters to you. It should exchange data with the HR system, not compete with it.
Can new starters use it before they have a company account?
Yes. Before day one they sign in with their personal email and a one-time code, and see only their own checklist. Once their company account exists, access moves to it. This lets the paperwork be finished early while keeping internal systems closed until employment begins.
Which documents should we collect?
That depends on the country and the role. Right-to-work evidence, tax and bank details and signed contracts are common, and regulated roles add more. Your HR and legal advisers decide the list. The platform collects, verifies and stores what they specify, records who checked each item and applies your retention periods.
Does it handle people leaving as well?
Offboarding uses the same engine in reverse: tasks for returning equipment, closing accounts, final pay and knowledge handover, triggered by the leaving date. Many employers add it as a second phase. Removing access on time is a security matter as much as an administrative one, so it is worth planning early.