Before → After: Onboarding Automation

Employee onboarding is a perfect automation candidate: predictable triggers, standard steps, multiple systems involved.

Here's a real transformation I built for a 25-person company:

BEFORE: The Manual Process

New hire signs offer → HR manually:

1. Creates Google Workspace account

2. Adds to relevant Slack channels (guesses which ones)

3. Creates task list in Asana for their first week

4. Sends welcome email with scattered links

5. Schedules 1:1s with team members (back-and-forth emails)

6. Sets up payroll account

7. Orders equipment

8. Adds to team directory

9. Shares relevant folders

Time: 4-6 hours spread across 2-3 days

Errors: Frequent-missed channels, wrong permissions, forgotten tasks

Experience: Inconsistent, often chaotic first day

AFTER: The Automated Process

HR fills out single form (name, email, role, team, start date):

Immediate (Day -7):

• Google Workspace account created
• Password sent to personal email
• Slack account created, added to role-based channel sets
• Asana project created from department template
• Calendar invites sent for orientation meetings
• Equipment order triggered to IT

Day -1:

• Reminder to manager with prep checklist
• Shared folders access granted
• Team directory updated
• Welcome message scheduled in team channel

Day 1:

• Welcome email sent at 8am with single dashboard link
• All bookmarks and resources in one place
• Buddy assignment notification sent
• Check-in survey scheduled for Day 3

Day 30:

• Feedback form sent
• Manager reminder for review
• Probation tracking updated

Time: 15 minutes (filling out the initial form)

Errors: Near zero (no manual account creation)

Experience: Consistent, professional, nothing falls through cracks

The technical setup:

Trigger: Airtable form submission

Orchestration: Make.com

Integrations: Google Admin API, Slack API, Asana API, email

Logic: Role-based rules for channel/folder assignment

Build time: 2 weeks

Investment: €6,000

Monthly cost: €89 (Make plan)

ROI calculation:

Old process: 5 hours × €30/hour = €150 per hire

New process: 0.25 hours × €30/hour = €7.50 per hire

Savings per hire: €142.50

At 20 hires/year: €2,850 saved annually

Plus: Reduced errors, better experience, faster productivity

Break-even: ~2.5 months (assuming 20 hires/year)

The real win:

It's not just time saved. It's the consistency. Every employee gets the same quality start, every time. No more "sorry, we forgot to add you to Slack" on day one.