About This Automation
Placement, offer, and onboarding requires drafting offer letters by hand, chasing signatures, and manually tracking background checks across email threads. Each step depends on someone remembering to follow up, which delays start dates and creates inconsistent new hire records.
The automated version drafts offers from approved terms, routes them for signature, and coordinates background checks without manual chasing. Candidate records, payroll setup, and first-day logistics update automatically once each stage clears.
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.
Recruiter marks the candidate as verbally accepted, which starts the workflow.
Pulls approved salary bands and template language to generate the offer letter for review.
Approved letter is sent to the candidate for signature.
Once signed, the system logs the document and emails the client to confirm the start date.
Emails the background check vendor, updates the candidate record, and stages payroll details.
If the check flags an issue, an HR coordinator is notified to review before proceeding.
Start date logistics are booked automatically on the calendar once the check clears.
Candidate receives a welcome email with start details and onboarding instructions.
Most popular tool stack used
— the complete tool combinations companies use
Google Docs
DocuSign
HubSpot
Gmail
Google Calendar
Salesforce
Slack
QuickBooks Online
Microsoft ExcelWhat 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.
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