Employee Onboarding Automation Template: Pre-Boarding to 90-Day Plan

Overview

This template provides the complete structure for an automated employee onboarding system. It includes all checklists, plan templates, and workflow automation rules needed to implement structured onboarding without manual coordination.

1. Pre-Boarding Checklist (Offer Acceptance → Day 1)

1.1 HR Tasks (Due: 5 business days before start date)

• Create employee record in HR system
• Send welcome email with Day 1 instructions (template below)
• Assign buddy (peer from same team, 6–18 months tenure)
• Schedule Day 1 orientation (1 hour with HR)
• Schedule Week 1 manager 1:1s (daily, 15 minutes)
• Create 30-60-90 day plan (with hiring manager)
• Send pre-boarding document collection form (Aadhaar, PAN, bank details, educational certificates)
• Initiate background verification

1.2 IT Tasks (Due: 3 business days before start date)

• Create email account: [email protected]
• Assign Microsoft 365 / Google Workspace license
• Add to relevant distribution groups (team, all-staff)
• Provision application access per role profile
• Order and configure laptop (if new hardware)
• Set up workstation (monitor, keyboard, mouse, docking station)
• Create access badge / door access
• Add to Slack/Teams workspace and relevant channels

1.3 Manager Tasks (Due: 5 business days before start date)

• Prepare team introduction email (to be sent on Day 1)
• Block calendar for daily check-ins (Week 1) and weekly 1:1s (Weeks 2–12)
• Prepare first assignment (a meaningful task for Week 1)
• Brief the team on the new hire's role and start date
• Review and approve 30-60-90 day plan

1.4 New Employee Tasks (Due: Day before start date)

• Submit required documents via HR portal
• Complete online compliance training (if applicable)
• Read the "What to expect on your first day" guide
• Connect with buddy on Slack/WhatsApp
• Confirm start time and location

2. Day 1 Schedule Template

09:00 – 09:30  Arrival and workstation setup (IT support available)
09:30 – 10:30  HR orientation (company overview, policies, benefits, systems)
10:30 – 11:00  IT setup walkthrough (email, Slack, key applications)
11:00 – 12:00  Manager welcome meeting (role overview, team intro, first week plan)
12:00 – 13:00  Lunch with buddy and team
13:00 – 14:00  Team introductions (brief 10-minute meetings with key colleagues)
14:00 – 15:00  Review 30-60-90 day plan with manager
15:00 – 16:00  Self-directed: explore systems, read company documentation
16:00 – 16:30  End-of-day check-in with manager (how was Day 1? any questions?)

3. 30-60-90 Day Plan Templates by Role

3.1 Sales Executive

Days 1–30: Learn

Days 31–60: Contribute

Days 61–90: Lead

3.2 Software Engineer

Days 1–30: Learn

Days 31–60: Contribute

Days 61–90: Lead

3.3 Operations / Back-Office

Days 1–30: Learn

Days 31–60: Contribute

Days 61–90: Lead

4. Feedback Survey Templates

4.1 Day 7 Pulse Check (3 questions)

1. 1Do you have all the tools and access you need to do your job? (Yes / No / Partially)
2. 2Is your manager spending enough time with you? (Yes / No)
3. 3Is there anything that's not working or that you need help with? (Open text)

4.2 Day 30 Onboarding Survey (10 questions, 1–5 scale)

1. 1I had everything I needed on my first day (laptop, access, workstation)
2. 2My manager has been available and supportive
3. 3I understand what is expected of me in my role
4. 4I have a clear 30-60-90 day plan
5. 5I have been introduced to all the key people I need to work with
6. 6The training I received has been relevant and useful
7. 7I feel welcomed by my team
8. 8I understand the company's values and culture
9. 9I know where to go when I have questions or problems
10. 10Overall, I am satisfied with my onboarding experience so far

Open text: What could have been better about your first 30 days?

5. Workflow Automation Rules

Configure these automation rules in your HR system:

TRIGGER: New employee record created with start_date set
ACTIONS:
  → Day -10: Send pre-boarding document collection form to employee
  → Day -7: Send IT provisioning request to IT team
  → Day -5: Send manager preparation checklist to manager
  → Day -3: Send "What to expect on Day 1" guide to employee
  → Day -1: Send Day 1 schedule to employee
  → Day 0: Send welcome email from CEO to employee
  → Day 7: Send Day 7 pulse check survey to employee
  → Day 30: Send Day 30 onboarding survey to employee
  → Day 30: Send 30-day review reminder to manager
  → Day 60: Send 60-day review reminder to manager
  → Day 90: Send Day 90 retrospective invitation to employee and HR
  → Day 90: Send 90-day review reminder to manager

TRIGGER: Pre-boarding task overdue by 2 days
ACTIONS:
  → Send reminder to task owner
  → Notify HR manager

TRIGGER: Day 7 pulse check response indicates problem
  (tool access = No/Partially OR manager time = No)
ACTIONS:
  → Alert HR manager immediately
  → Create follow-up task for HR to contact employee within 24 hours

6. Welcome Email Template

Subject: Welcome to [Company Name], [First Name]! Here's everything you need for Day 1.

Hi [First Name],

We're excited to have you joining the [Team Name] team on [Start Date].

Your Day 1 details:

• •Start time: 9:00 AM
• •Location: [Office address / Zoom link for remote]
• •Who to ask for: [HR contact name]

Before you arrive:

• Submit your documents via this link: [link]
• Connect with your buddy [Buddy Name] on [Slack/WhatsApp]: [contact]
• Read our "What to expect on Day 1" guide: [link]

Your first day will include:

• •HR orientation (company, policies, benefits)
• •IT setup (laptop, email, systems)
• •Meeting your manager and team
• •Reviewing your 30-60-90 day plan

If you have any questions before you start, reach out to [HR contact] at [email/phone].

Looking forward to having you on the team!

[CEO/Founder name]

*See how IdeaSprout HR automates employee onboarding →*