What this service solves
Turn an approved hire event into a shared onboarding checklist. The coordinator sees who owns each task, when it is due relative to the start date, and which handoff needs attention. The workflow distributes the fields each participant needs under the HR owner's rules.
What you get
Role-based checklist
Each approved hire starts the agreed checklist with the task owners and due dates defined for that employee type.
Coordinator status view
See which tasks are complete, which have a later due date, and which overdue or incomplete items need a follow-up.
What’s included
Turn an approved start event into a checklist
Translate the approved hire event into a checklist and agree how the start date and test hire ID connect to the task records.
Assign tasks by role
Assign work by the roles listed in the checklist. Share only the fields the HR owner has cleared for each task or destination.
Show late or incomplete handoffs
Show overdue tasks and incomplete handoffs in the coordinator's view. Include the owner so the coordinator knows who can act.
How implementation works
Confirm steps and ownership
Confirm the employee type, checklist, due-date rules, and named owners with HR.
Build task routing
Build task routing across the agreed tools and check which personnel fields appear in each destination.
Run an acceptance scenario
Use a sanitized test hire to follow the checklist from the start event through task assignment and coordinator review.
Technical considerations
- Start event and due dates
- Identify the source state that counts as an approved start. Agree which date the checklist uses and how an owner should handle a correction after task creation. If the source does not expose an approved change event, keep a manual correction path.
- Data sent to each role
- Map the small set of fields the receiving team needs for its assigned task. Keep the hire reference and task status understandable to the coordinator while applying the HR owner's rules for what may be shared.
Systems, inputs & prerequisites
HR-approved checklist, task owners, role rules, and sanitized examples.
- An HR-approved checklist, rules for assigning tasks, and the source event that confirms the hire or start date.
- A sanitized hire record, representative dates, and an HR owner who can approve the information sent to each tool.
Starting scope & pricing
Base scope
One employee type, one checklist, up to three tools, and a test hire record. Account provisioning is a separate scope.
Illustrative workflow
Start date approved
Create the checklist from the test hire event and its agreed start date.
Assign equipment tasks
Give the designated IT role the due dates and details needed to prepare equipment.
Assign manager tasks
Send orientation actions to the manager and show both task groups in the coordinator view.
Validation & handover
- Use the approved test hire to confirm the task owners and date rules for the selected employee type.
- Inspect the sample records in each destination and check them against the HR-approved field list.
- Leave one test task incomplete or overdue and verify that the coordinator view identifies it and shows who owns the follow-up.
Limitations & possible extras
Limitations
The starting workflow covers one employee type and checklist. Account provisioning, additional role paths, and restricted HR platform access are separate scope or tool costs.
The HR owner determines which personnel fields may leave the source system.
Possible extras
HR platform access tier, additional role paths, or identity provisioning.
Questions about this service
Can each task owner see the full hire record?
HR decides which fields can leave the source. Give each owner the approved details needed to complete their part of the checklist.
What if the start date moves after tasks have been assigned?
Agree on who will correct the checklist and due dates. Whether the existing workflow can apply a change automatically depends on the events available in the selected source and the agreed scope.
Can we use the same checklist for contractors and employees?
The starting scope covers one employee type. If a second group has different owners, dates, or access rules, scope that path separately.
Can onboarding tasks create user accounts?
The checklist can assign a task to the responsible owner. Account provisioning has separate access, identity, and approval requirements and is scoped separately.