Concept buildA worked example of how we would build this for a typical business. Not client work: no client, no client data, no achieved results.
Workflow Automation
Concept buildA concept build for an Indian startup that hires every month and runs onboarding from one person’s memory and a long checklist. A signed offer starts a workflow that creates the email and team-chat accounts, raises the laptop ticket, shares a day-1 checklist and books the 30-day check-in. When a step fails, it retries and tells that step’s owner instead of failing silently.
The brief
A typical startup growing from a few dozen people to a hundred onboards new hires by hand. The founder’s office or a lone HR generalist creates email and team-chat accounts, messages IT about a laptop, adds people to the right channels and tools, and usually remembers to schedule a check-in. Each hire costs hours of admin spread over a week, steps are skipped when the person who knows the routine is on leave, and new joiners spend their first morning waiting for logins instead of meeting the team.
Explainer
Explainer · 7 slides · about 45 s
Concept buildConcept build: New-hire Onboarding Workflow for a Growing Startup
Concept build, explained in 7 slides: a concept build for an Indian startup that hires every month and runs onboarding from one person’s memory and a long checklist.
Slide 1 of 7
01 · Workflow automation
New-hire Onboarding Workflow for a Growing Startup
Concept build: New-hire Onboarding Workflow for a Growing Startup.
02 · The problem
What a typical growing startup is up against
A typical startup growing from a few dozen people to a hundred onboards new hires by hand.
03 · The approach
How we would build it, in 5 steps
We would build it in 5 steps, from map the real onboarding, step by step to audit log, with offboarding as phase two.
04 · Architecture
How the pieces connect
How the parts connect, from the first input to the person who reviews the result.
05 · Demo · sample run
One new hire, starting next Monday
A sample run, step by step, including where a person steps in.
06 · Typical targets
What we would measure it against
Typical targets, each with the basis it would be measured against.
07 · Next step
Scope a build like this for your business
Book a strategy call to scope a build like this.
Architecture
Architecture of the New-hire Onboarding Workflow for a Growing Startup concept: ATS / HRIS → Workflow runner (signed offer); Role-to-tools map → Workflow runner (role mapping); Workflow runner → Checklist drafts (job description); Checklist drafts → Hiring manager (draft checklist); Workflow runner → Step owners (failed step); Workflow runner → Email + chat (accounts); Workflow runner → IT tickets (laptop ticket).
Diagram with 8 parts: ATS / HRIS (source), Role-to-tools map (source), Workflow runner (processing), Checklist drafts (model), Step owners (human), Hiring manager (human), Email + chat (system of record), IT tickets (system of record).
Connections:
Sample run
Offer marked signed in the ATSRoutine
A webhook starts the run with role, team, manager and start date.
Email account createdRoutine
The directory admin API creates the account and adds the team’s groups.
Team-chat invite failsNeeds care
The API returns a rate-limit error; the step retries with backoff.
Retry fails, owner alertedA person takes over
The IT owner gets the error in team chat with a one-click rerun link.
Laptop ticket raisedRoutine
A tracker ticket with the role’s laptop spec and the start date.
48-hour check passesRoutine
All accounts exist; the manager gets the approved day-1 checklist.
Build plan
We list every action between a signed offer and the end of month one: who does it, which system it touches and what it depends on. Each step gets an owner and a deadline relative to the start date. The map is the workflow’s specification, and HR and IT review it before anything is built.
When an offer is marked signed in the ATS or HRIS, a webhook starts one workflow run for that hire, with role, team, manager and start date. Nothing depends on someone remembering to forward an email. Role and team decide which accounts, groups and tools are provisioned.
The run creates the email account through the directory’s admin API, invites the hire to team chat and the right channels, raises laptop and access tickets in the IT ticket tracker, and shares the day-1 checklist with the manager. An LLM drafts the role-specific checklist and welcome note from the job description; the hiring manager edits and approves both.
Each API step retries with backoff. If a step still fails, its owner gets a team-chat message with the error and a link to rerun it. Two days before the start date, a completion check confirms that every account exists and flags anything missing while there is still time to fix it.
Every action goes into an audit log: what was created, by which run and when. The same map, reversed, is designed to drive offboarding later, suspending accounts, recovering devices and removing access, so that leaving can be as tidy as joining.
Typical targets
Typical target
Admin time per hire from about 3–4 hours to under 1 hour
Basis: Manual steps removed in the mapped workflow, counted and timed at scoping
Typical target
Missing day-1 accounts flagged 48 hours ahead
Basis: Design property: an automated completion check before every start date
Typical target
Every provisioning step has an owner and an audit record
Basis: Design property: per-step ownership and logging in the workflow
Your project
Your current process timed and written down step by step, so every target has a starting point you agree with.
Each connection gets its own least-privilege key in your accounts, with rotation and revocation documented.
Retries with backoff, a dead-letter list and an exception queue owned by a named person, so nothing fails silently.
How to pause a flow, replay a failed run and change a step without waiting for us.
Where this fits
FAQ
No, this is a concept build rather than a delivered project. It sets out how we would automate onboarding for a typical fast-hiring Indian startup; the new hire in the demo is sample data, and the hours-per-hire figure is a target we would time during scoping before committing to it.
It needs a service account limited to the scopes for creating users and managing group membership, approved by your directory’s super admin. It cannot read mail or files, and each action it takes appears in both our audit log and the directory’s own admin audit log.
The role-to-tools mapping is a table HR can edit, not code. A missing tool appears as a manual task for the right owner in the same run, so nothing is skipped, and one table update covers every later hire in that role.
Only the fields a step needs travel through the workflow: name, role, team, manager, start date and a personal email for the welcome note. Identity documents, salary and bank details stay in the HR or payroll system and never pass through the workflow or the model, which sees only the job description it drafts the checklist from.
Steps, owners and deadlines live in the onboarding map, a table HR and IT review rather than code. Adding a step or changing its owner is a table edit the next hire picks up. A step that needs a new integration is a small scoped change, quoted and tested before it goes live.
Worked examples
Concept builds are worked examples, not client work.
Concept buildWorkflow Automation
A concept build showing how we would automate the admin around each appointment at a multi-doctor clinic: booking, reminders, intake, follow-up and reporting. It would sit on top of the clinic management software the team already uses, carry appointment logistics only and leave every clinical decision with the clinic.
Concept buildWorkflow Automation
A concept build for the finance team of a UK small or mid-sized business that keys supplier invoices into its cloud accounting system by hand. Invoices arriving by email are read into structured fields with a confidence score, matched to purchase orders, approved in team chat by the budget owner and posted to the accounting system, while anything that does not match lands in an exception queue with the reason attached.
Concept buildWorkflow Automation
A concept build for an independent insurance agency in the US, the broker between its policyholders and several carriers, that receives first notices of loss by email and web form with photos and documents attached. Intake reads each claim into a structured record, checks it against a completeness checklist for that line of business, asks the policyholder for anything missing right away, and queues complete files for an adjuster. The AI never decides coverage.
Next step
Book a free 30-minute strategy call. Bring one process you want to automate and we will talk through scope, integrations and a sensible first step.
Free 30-minute call · no commitment
