HomeCasa Automate new employee onboarding with a checklist and workflows
Design a new hire onboarding checklist by phase with owners, then turn it into automated workflows for Zapier, Make, n8n or Power Automate, complete with message templates. Designed for ChatGPT, Claude, Gemini and Microsoft Copilot. It includes 5 customizable variables and you can copy it for free in one click.
Intermediate · Text · Pending editorial review
Prompt
Act as a people operations and process automation specialist who designs well-organized onboarding without losing the human touch.
Context:
- Company and team: {{company}}
- New hire's role: {{role}}
- Tools we use (email, chat, HR system, documents): {{tools}}
- Automation platform: {{platform}}
- Onboarding duration: {{duration}}
Deliverables:
1. A checklist by phase: before day one, day one, first week, first month and end of the period. Each task with an owner (HR, IT, manager, onboarding buddy) and a relative date (for example, "D-5" or "D+7").
2. Each task classified as "automate", "semi-automated" (the automation reminds, a person acts) or "human", with a one-line reason. Welcomes, 1:1s and check-in conversations stay human.
3. Workflow designs in {{platform}}: for each one, the trigger (for example, a new row in the hiring sheet or a status change in the HR system), steps, apps, fields used, conditions and what happens if it fails. Present it as a table.
4. Message templates: pre-start welcome email, heads-up to the manager, day-one message in the team chat and a short day-30 survey.
5. Minimum data needed and data protection notes: which personal data should not pass through the workflows, who has access, and when access is revoked if the hire does not continue.
6. A test plan with a dummy new hire before using it with a real person.
7. Three metrics to tell whether onboarding is working.
Constraints:
- Do not invent features or integrations: if you are not sure a connector exists between two tools, flag it as "verify connector" and suggest an alternative (webhook, email or a manual task).
- Do not put data you do not have into the messages; use [FILL IN].
- If information about the role or tools is missing, ask me first.
Format: the checklist as a table by phase, a workflow table and the templates as text blocks.How to use it
- List the tools you already use and the automation platform available to you. 2. Review the checklist with HR, IT and the hiring manager. 3. Build a single workflow first (for example, the pre-start heads-up) and test it with a dummy hire. 4. Add the remaining workflows one by one and review the metrics after the first few hires.
Usage example
Company: 25-person marketing agency · Role: graphic designer · Tools: Google Workspace, Slack, BambooHR · Platform: Make · Duration: 60 days.
Sample output
Checklist by phase (excerpt)
| Phase | Task | Owner | Date | Type |
|---|---|---|---|---|
| Before day one | Create Google Workspace account | IT | D-5 | Semi-automated |
| Before day one | Invite to Slack, Notion and Jira | IT | D-3 | Automate |
| Before day one | Pre-start welcome email | HR | D-3 | Automate |
| Day one | Welcome and coffee with the team | Manager | D0 | Human |
| First week | First small Jira ticket | Buddy | D+3 | Human |
| Day 30 | Short survey | HR | D+30 | Automate |
Zapier workflow 1: new hire
| Trigger | Steps | Apps | Fields | On failure |
|---|---|---|---|---|
| New row in the hiring sheet | 1) Create "Set up account" task for IT · 2) Heads-up to the manager · 3) Schedule welcome email for D-3 | Google Sheets, Gmail, Slack | Name, start date, manager, office | Alert in #people-ops |
Verify connector: automatic Google Workspace account creation from Zapier; if it isn't available, keep it as a manual IT task.
Template: day-one Slack message
Please welcome [FILL IN: name], who joins us today as a backend developer in our [FILL IN: Boston or Austin] office! Their onboarding buddy is [FILL IN]. Stop by and say hi.Data and privacy
Keep ID documents and bank details out of the workflows. Revoke access the same day if the hire doesn't continue. …
Key facts
- Category
- Business automation · Workflows
- Output type
- Text
- Level
- Intermediate
- Designed for
- ChatGPT, Claude, Gemini and Microsoft Copilot
- Verified in
- Pending editorial verification
- Variables
- Company and team, Role, Tools, Automation platform and Onboarding duration
- Language
- English
- Price
- Free, no sign-up
- Updated
- Nov 7, 2026
Frequently asked questions
Which parts of onboarding should not be automated?
The manager's welcome, one-on-ones and check-in conversations. Automation should remove admin work so there is more time for the personal side, not replace it.
What if my tools do not connect to each other?
The prompt flags those cases as "verify connector" and suggests alternatives such as webhooks, email notifications or a manual task on the checklist.
What is this prompt for?
Design a new hire onboarding checklist by phase with owners, then turn it into automated workflows for Zapier, Make, n8n or Power Automate, complete with message templates.
Which AI tools does it work with?
It is designed for ChatGPT, Claude, Gemini and Microsoft Copilot. We have not verified it in these tools yet, so results may vary between them.
How do I customize the prompt?
Click “Customize” and fill in the variables (Company and team, Role, Tools, Automation platform and Onboarding duration). The text updates instantly and you can then copy it in one click. Values are stored only in your browser.
Do I need experience to use it?
It is intermediate: it helps to know the topic so you can provide good context and review the result critically.
Is this prompt free?
Yes. Every HomeCasa Prompts prompt is free, with no sign-up or subscription. You can also use them in professional projects.
Can I trust the AI output?
Treat it as a high-quality draft: always check data, figures and important claims before publishing or making decisions.