This build coordinates employee onboarding across HR, IT and the Hiring Manager. One workflow creates the employee’s tasks and deadlines. A second checks progress, reminds owners about overdue work and tells HR when onboarding is ready to close.

The prototype uses fictional starters and test emails. Configuration is complete; final end-to-end reminder and completion tests still need confirmation. No separate dashboard is included.

1. Business purpose

For each new starter, HR needs to arrange paperwork, equipment, access and induction. Manually creating tasks, calculating dates and chasing updates adds coordination work and makes it easier to miss a handoff.

The automation creates a consistent checklist from the start date and brings overdue work to the relevant owner’s attention. HR retains responsibility for resolving issues and closing onboarding.

2. Current and target processes

Current state

HR confirms the starter and start date, records their details, manually creates tasks, assigns owners and sets deadlines. HR notifies the owners. HR, IT and the Hiring Manager complete their work in parallel and send updates back. HR updates the tracker, chases outstanding tasks and closes onboarding when everything required is complete.

Target state

HR records a confirmed starter once. The automation creates an onboarding project, creates and assigns the standard tasks, calculates deadlines and notifies owners. Owners complete their work and mark their tasks complete in the shared task tracker.

A scheduled weekday check identifies overdue incomplete tasks and sends reminders, with HR kept informed. When all three standard tasks are complete, it notifies HR and marks the employee Ready to close. HR reviews and closes onboarding manually.

“Complete assigned onboarding tasks” means HR prepares paperwork and collects employee information, IT prepares equipment and access, and the Hiring Manager prepares induction and team introductions. Those activities remain with their respective teams.

3. Data and deadline rules

Google Sheets — Employee Onboarding has two tabs:

• Employees: Employee ID, Employee Name, Start Date, HR Email, IT Email, Hiring Manager Email, Onboarding Status, Asana Project ID and Asana Project URL.
• Task Rules: Task Name, Owner Role and Day Offset.

Employee-level details and overall status are stored in Sheets. Individual task names, assignees, deadlines and completion statuses are stored in Asana.

Task deadline = employee start date + day offset. These are calendar days. For a start date of 26 October, the three deadlines are 23, 25 and 26 October respectively. Weekends and bank holidays do not shift the deadlines.

The workflow reads the rules from the sheet rather than relying on an Asana task template. The prototype retrieves three rule rows. Adding more task types also requires changing the monitoring workflow.