HR & Onboarding
Every hire runs the same complete path.
Onboarding is usually a checklist in one person's head, so steps get skipped and sign-offs stall. Draw it once and every new starter goes through it, including the parts everyone forgets.
How it usually goes
The onboarding checklist lives in a doc from two years ago that half the team has never opened.
IT and Facilities find out about the new hire the morning they arrive.
Someone starts on Monday without a laptop, and everyone is surprised.
The workflow you'd draw
Five of these steps deliberately stop and wait for a person, which is the whole point. The hire cannot progress past a checklist with items outstanding.
HR kicks it off
A ticket created by hand starts the hire, capturing name, role, start date, manager and location as workspace fields you define.
The standard path runs itself
The steps every hire goes through, the ones nobody should have to remember, are drawn once as the spine of the workflow, so every hire follows the same sequence without anyone re-listing it.
Equipment checklist
Waits for a personLaptop, monitor, phone, badge. The ticket parks until the items are actually ticked off, from the board or the ticket, by whoever owns the ordering.
Accounts checklist
Waits for a personEmail, directory, the tools for that role. Same mechanism, different owner, and the hire cannot progress with items outstanding.
IT sign-off
Waits for a personAn approval gate for the person who has to confirm access was granted correctly. Approved and rejected take different edges, so a rejection loops back rather than sliding forward.
Paperwork out, signature back
Waits for a personA send-email step goes out from your real mailbox with the documents attached, and an await-reply gate holds the hire open until they come back, with a timeout so silence surfaces rather than hides.
Manager confirmation
Waits for a personA final approval before day one, so the manager states plainly that their person is actually ready to start.
Resolve
Completed, or Cancelled if the hire fell through, recorded as an outcome, so a withdrawn offer never reads as a successful onboarding.
Outstanding items are visible, not remembered
A checklist gate parks the ticket and shows exactly what is left. It appears on the Kanban board in the Checklists column, where whoever owns it can tick items off without opening anything.
What makes it stick
Nothing gets skipped
A checklist is a gate, not a suggestion. The hire does not advance while items are outstanding, so the step that gets forgotten under pressure is the one the workflow refuses to pass.
The same path, every time
Because the process is on a canvas rather than in a senior colleague's memory, the tenth hire gets the same onboarding as the first, including the parts everyone forgets.
Handoffs to IT and Facilities
A cross-workflow node opens a ticket in the IT or Facilities workspace at the right moment, with the hire's details carried across, so those teams work in their own queue instead of in your email.
Access is scoped
Workspace access is granted per person, so a hiring workflow with sensitive details is not visible to everyone in the org by default.
Every hire has an owner
Each onboarding ticket carries one assignee of record, with Take it for self-claiming and an Assigned to me filter, so "who is actually running this hire" is never a question.
Where onboarding stalls
Dwell time per step shows whether hires wait on equipment, on IT, or on the signed paperwork, which is the difference between a procurement problem and a chasing problem.
Start from the Employee Onboarding template, a workspace template and a matching workflow, then add your own checklists, approvers and handoffs. Offboarding, transfers and role changes are the same shape: draw them as their own workflows in the same workspace pattern.
Other ways teams use it
Make day one the same every time.
Start free with the onboarding template and adapt it to your company.