About This Automation
Staff onboarding and training tracking involves manually creating checklists, collecting documents, assigning training modules, and chasing completion across multiple systems. This fragmented approach wastes time on data re-entry and reactive follow-ups, delaying new hires' readiness.
Automation extracts hire details from contracts, populates tracking systems, assigns training automatically, and monitors completion in real time. New hires onboard faster and HR gains visibility without manual intervention.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
Automation is triggered when a new employment contract is signed and uploaded or detected in the HR email inbox.
The automation reads the contract or notification email and extracts the new hire's name, role, start date, and department, then logs these details into the onboarding tracker.
A new row is automatically created with the hire's details and a standardised checklist of tasks, including IT access, training modules, and document collection.
An automated email is sent to the new hire with onboarding instructions, required documents list, training module links, and a deadline for completion.
Training modules are automatically assigned or the learning platform based on the new hire's role and department.
The automation periodically checks training completion status and sends automated reminders to the new hire if modules are not completed by the deadline.
Once all onboarding steps are marked complete, the new hire's details are automatically synced to the payroll and access control systems, eliminating manual re-entry.
A notification is sent to the new hire's manager or email confirming that onboarding is complete and the employee is ready to start.
Most popular tool stack used
— the complete tool combinations companies use
Gmail
Google Sheets
HubSpot
Microsoft Excel
SlackWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
Recommended for you
Other high-impact processes teams commonly map alongside this one.
Frequently asked questions
Everything you need to know before mapping this process.
Map this to your business to get your exact numbers.
Map This AutomationNo credit card required. It's free.
Page updated