The Challenge of Manual Onboarding –
Employee onboarding is one of the most crucial processes in any organization. It not only helps new hires settle into their roles but also sets the tone for long-term engagement and productivity. However, as companies grow, manual onboarding processes can become inefficient, inconsistent, and time-consuming. HR teams may find themselves buried in repetitive administrative tasks—sending emails, assigning tasks, setting up accounts, and sharing documentation. These inefficiencies can create a poor first impression for new employees and drain valuable time from HR and IT staff.
Why Automation is the Answer –
Automation tools like Zapier and Make (formerly Integromat) offer powerful ways to streamline and scale onboarding workflows. By automating repetitive tasks, businesses can save time, reduce errors, and ensure every new hire receives a consistent experience. Automated onboarding also enhances collaboration across departments and frees up time for HR professionals to focus on strategic, people-focused tasks rather than administrative logistics.
Step 1: Map Out the Onboarding Journey –
Before implementing any automation, it’s essential to clearly map out the onboarding process. Identify all the key stages a new hire goes through—from accepting the offer letter to completing the first week of training. Typical steps might include sending a welcome email, creating accounts for essential tools, scheduling meetings, assigning tasks, and sharing policy documents. Using tools like Miro, Lucidchart, or a spreadsheet can help visualize and organize this journey clearly.
Step 2: Choose the Right Automation Platform –
Both Zapier and Make are excellent platforms for creating automated workflows, but each has its strengths. Zapier is ideal for simple, linear processes that connect two or more applications. It’s user-friendly and integrates with thousands of tools, including Google Workspace, Slack, and Trello. Make, on the other hand, is better suited for more complex workflows that require conditional logic, advanced data handling, or multi-step sequences. Choose the tool that matches your onboarding process complexity and your team’s comfort level.
Step 3: Define the Trigger Event –
An onboarding workflow starts with a trigger—an event that signals a new hire has joined the company. This could be a new row added to a Google Sheet, a form submission via Typeform, or a new employee record created in your HR software like BambooHR or Workday. This trigger acts as the starting point for a chain of automated actions that follow. In Zapier, this is known as the “Trigger App,” while in Make, it’s the first module in your scenario.
Step 4: Automate Key Communication Steps –
One of the first areas you can automate is communication. Once the trigger is activated, the system can automatically send a welcome email to the new hire, notify the manager via Slack or Teams, and schedule a welcome meeting on the calendar. Simultaneously, IT can receive an alert to begin preparing the new hire’s workstation and software access. These steps help create a warm, timely, and efficient welcome for every employee.
Step 5: Automate Account Provisioning –
Provisioning tools and system access is another common onboarding bottleneck. With automation, you can initiate the creation of email accounts, Slack profiles, project management tool access, and HRIS entries. Some platforms support direct integrations for account provisioning, while others may require custom setups using APIs or identity providers like Okta. Automating this step helps avoid delays and ensures that new hires are fully equipped from day one.
Step 6: Share Documentation and Resources –
Automation can also ensure that new hires receive the right documents and training materials. You can configure your workflow to send links to employee handbooks, upload files to Google Drive, assign tasks in tools like Asana or Trello, and even enroll employees in learning management systems. Automated reminders can be added to prompt completion of training or form submissions, ensuring nothing is overlooked during the first few weeks.
Step 7: Track Progress and Improve Over Time –
Once your workflow is live, it’s important to track its performance. Monitor whether all tasks are being completed on time and gather feedback from new hires to improve the experience. Using dashboards, Google Sheets, or email summaries, you can track onboarding status and make adjustments as needed. Iterating based on real-world data ensures your onboarding remains effective as the organization evolves.
Adding a Human Touch to Automation –
Despite its efficiency, automation doesn’t mean removing the human element. Personalized emails, welcome GIFs, manager-written notes, and scheduled check-ins can all be part of your automated workflow. These thoughtful touches create a warm and engaging experience while still leveraging the power of automation behind the scenes. The right balance of tech and personal connection helps build trust and morale from the very beginning.
Conclusion: Scale Onboarding Without Sacrificing Quality –
Designing a scalable onboarding workflow with tools like Zapier and Make allows companies to grow without compromising the quality of their new hire experience. With a bit of upfront planning and creativity, businesses can build onboarding processes that are efficient, consistent, and deeply human. Whether you’re onboarding 5 or 500 employees, automation helps ensure that every new team member feels welcomed, supported, and ready to contribute from day one.