FS-DOC-03Operations
Process Runbook / SOP
Employee Onboarding
[YourCompany.com] · HR Department · Prepared by FullSpec · [Today's Date]
This runbook is the plain-English operating guide for the automated Employee Onboarding process. It tells your HR team exactly what happens at each stage, which single step still requires a human decision, how to handle anything that goes wrong, and who to call when you need help. FullSpec builds, monitors, and maintains the automation end to end. Your team's job is to manage the one approval step, respond to exception alerts, and keep the contact list below current.
01Process overview
When a candidate's status is set to 'Offer Accepted' in BambooHR, three automated agents take over the onboarding workload. The Document Agent generates and dispatches the offer letter, sends the information pack, and chases any outstanding documents. The Provisioning Agent creates the new hire's Google Workspace account and adds them to Slack. The Onboarding Coordinator Agent builds their Notion page, briefs the hiring manager, and sends the day-one welcome email. HR retains one approval step for new role types and one in-person step on day one. Everything else runs without manual input, reducing per-hire HR time from 6 to 9 hours to under 30 minutes.
Process name
Employee Onboarding
Trigger
Candidate status set to 'Offer Accepted' in BambooHR
Final output
Signed offer letter filed in BambooHR, all accounts active, Notion onboarding page live, hiring manager briefed, and day-one welcome email delivered
Agents running
Document Agent, Provisioning Agent, Onboarding Coordinator Agent
Tools involved
BambooHR, DocuSign, Gmail, Google Workspace, Slack, Notion
Weekly volume
Approximately 3 new hires per month (less than 1 per week on average)
Human checkpoint
HR Manager must approve the offer letter template mapping before the Document Agent dispatches for any new role type
Process owner
[Your name] — HR Manager
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FS-DOC-03Operations
02Step-by-step: what happens and who acts
What you actually need to do: There is one human step in this process. When a new role type appears for the first time, the system pauses and sends you an alert asking you to confirm that the correct DocuSign offer letter template is mapped to that role. You review the mapping in DocuSign, confirm it is correct (or select the right template), and approve via the link in the alert. Once approved, that role type runs automatically for all future hires. No other step requires your input during a normal onboarding run.
Step
What happens
Who acts
Type
1
A candidate's status changes to 'Offer Accepted' in BambooHR. The automation platform detects this via a webhook and pulls the hire's name, role, salary, start date, department, and assigned manager into the workflow.
System
Automated
2
The system checks whether a DocuSign offer letter template already exists and is mapped for this role type. If yes, the Document Agent proceeds immediately. If no, the Document Agent pauses and sends an alert to the HR Manager requesting template approval before continuing.
System / HR Manager (new role types only)
Human
3
The Document Agent populates the role-specific DocuSign template with the hire's details and sends the offer letter for e-signature. A confirmation is logged in BambooHR.
Document Agent
Automated
4
A welcome email is sent to the new hire via Gmail containing the company information pack, a document checklist, and a secure upload link for returning pre-employment documents such as ID and tax forms.
Document Agent
Automated
5
The Document Agent monitors DocuSign for signature completion. If the offer letter is not signed within the configured window (default: 3 business days), it sends a follow-up reminder email to the hire automatically. This repeats up to a configurable number of times before escalating.
Document Agent
Automated
6
Five business days before the hire's start date (or immediately if the start date is fewer than 5 days away), the Provisioning Agent creates the new hire's Google Workspace account, assigns the correct organisational unit, and adds them to the relevant Google Groups for their department.
Provisioning Agent
Automated
7
The Provisioning Agent invites the new hire to Slack and adds them to the standard company channels plus the role-specific channels defined against the job record in BambooHR. A provisioning confirmation is logged in BambooHR.
Provisioning Agent
Automated
8
Once account creation is confirmed, the Onboarding Coordinator Agent duplicates the correct role onboarding template in Notion, personalises the page header with the hire's name and start date, and shares the link with both the hire and their manager.
Onboarding Coordinator Agent
Automated
9
A structured Slack message is sent to the hiring manager containing the new hire's details, start date, Notion page link, and a short checklist of manager tasks to complete before day one.
Onboarding Coordinator Agent
Automated
10
Three days before the start date, a final welcome email is sent to the hire's new company Gmail address summarising their day-one schedule, login instructions, and any document items that remain outstanding.
Onboarding Coordinator Agent
Automated
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FS-DOC-03Operations
03Handling exceptions
The automation handles the most common failure scenarios automatically. The table below describes each situation, what the system does in response, and what action (if any) your team needs to take.
Situation
What the system does
What you do
New hire record in BambooHR is missing required fields (for example, no start date, no manager assigned, or salary is blank)
The trigger fires but the workflow halts before any documents are sent. An error alert is delivered via email to the Process Owner listing exactly which fields are missing.
Open the BambooHR record, fill in the missing fields, and save. The workflow retries automatically within 15 minutes of the record being updated. No manual restart is needed.
A hire with the same name and role already has an active onboarding run in progress (potential duplicate trigger)
The system detects the duplicate by matching employee ID and start date. The second run is suppressed and a notification is sent to the Process Owner flagging the duplicate attempt.
Check BambooHR to confirm whether the record was accidentally created twice. If it is a genuine duplicate, archive the extra record. If it is a real second hire, contact FullSpec support to allow the second run manually.
No DocuSign template exists for the hire's role type and HR does not respond to the approval alert within 24 hours
The Document Agent sends a second alert after 24 hours. If there is still no response after 48 hours, the workflow pauses and logs a blocked status against the hire's record in BambooHR.
Review the DocuSign template list, confirm or create the correct template, and use the approval link in the original alert (it remains valid for 7 days). If you cannot find the link, contact FullSpec support to resend it.
The new hire does not sign the offer letter within the configured reminder window (default: 3 business days, up to 2 reminders)
After the final reminder, the Document Agent stops chasing automatically and logs an 'Escalation Required' flag in BambooHR. No further emails are sent to the hire.
Contact the hire directly by phone or personal email to understand whether they are still intending to join. If the offer is being withdrawn, update their BambooHR status to cancel the onboarding run.
Google Workspace account creation fails (for example, the domain is at seat limit or the admin API returns an error)
The Provisioning Agent retries account creation three times at 10-minute intervals. If all three attempts fail, an error alert is sent to the Process Owner and IT contact, and the failure is logged in BambooHR.
Contact your Google Workspace admin to resolve the seat or permissions issue. Once resolved, notify FullSpec support, who will manually trigger the provisioning step for that hire so the rest of the flow can continue.
A connected tool is temporarily unavailable (for example, DocuSign or Slack is experiencing an outage)
The automation platform detects the failed API call and retries the affected step up to five times with exponential back-off over a maximum of two hours. If the tool remains unavailable beyond that window, the step is queued and retried when connectivity is restored.
No immediate action is required. If the outage lasts longer than four hours and a hire is due to start within two days, contact FullSpec support so the affected step can be completed manually as a fallback while the tool recovers.
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04Who to contact and when
Fill in the rows marked with placeholders once your team is confirmed. Keep this table current whenever roles change. The FullSpec rows are fixed and do not need to be updated.
Role
Name
How to reach them
Process Owner (HR Manager)
[Your name]
[Your email and phone number]
IT Admin (Google Workspace and Slack provisioning queries)
[IT Admin name]
[IT Admin email]
Hiring Manager (escalations where a new hire has not been briefed)
[Hiring Manager name]
[Hiring Manager email or Slack handle]
FullSpec Builder (automation logic, agent changes, integration updates)
FullSpec
support@gofullspec.com — include your process name and a description of what changed
FullSpec Support (errors, blocked runs, outage fallback, resending approval links)
FullSpec Support
support@gofullspec.com — available Monday to Friday; include the affected hire's name and BambooHR employee ID in your message
For urgent issues where a new hire is due to start within 24 hours and an account or document step has failed, email support@gofullspec.com with 'URGENT' in the subject line. The FullSpec team will prioritise same-business-day response for time-critical onboarding failures.
05Ongoing maintenance
The automation is designed to run without regular intervention. The tasks below are the only maintenance actions your team needs to perform to keep the process reliable over time.
Whenever a new role type is added to the business
Create or confirm a DocuSign offer letter template for the new role and ensure BambooHR role labels match the template mapping exactly. Notify FullSpec support so the Document Agent mapping can be updated before the first hire in that role is made.
HR Manager + FullSpec
Whenever offer letter or policy document content changes
Update the relevant DocuSign template or Gmail information pack content directly in those tools. If the change affects field names or layout, contact FullSpec support to confirm the Document Agent's field mapping still works correctly after the update.
HR Manager (content); FullSpec (field mapping confirmation)
Monthly spot-check
Review the BambooHR onboarding records for the past month and confirm that all completed hires show a signed document status, an active Google Workspace account, and a Notion page link. Flag any gaps to FullSpec support.
HR Manager
Weekly error-log review
Check the error notification inbox (the email address designated at go-live) for any unresolved alerts from the past seven days. Resolve any blocked runs using the guidance in Section 03 above.
HR Manager
Whenever a team member in the contact table above changes role or leaves
Update Section 04 of this runbook immediately and email support@gofullspec.com with the updated contact details so alert routing can be adjusted in the automation platform.
HR Manager
Quarterly volume review
Check whether hire volume has changed significantly. If the business is onboarding more than 8 to 10 hires per month, contact FullSpec to review whether the current agent configuration and API rate limits need to be scaled. Also confirm that Notion and DocuSign subscription tiers remain adequate for the volume.
HR Manager + FullSpec
The most common maintenance issue for this process is an offer letter template mismatch after a role title or employment type changes in BambooHR. If the BambooHR role label no longer matches the label the Document Agent expects, the agent will pause and alert HR instead of sending the offer letter automatically. Always notify FullSpec support when role titles are updated in BambooHR so the mapping can be kept in sync.
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