HR Managers workflow

Automated Employee Onboarding Checklist with n8n

Streamline your HR onboarding process with this comprehensive n8n workflow that automatically creates and tracks employee onboarding tasks, sends notifications, and ensures nothing falls through the cracks.

These prompts work best with Jasper AI or Copy.ai

Automated Employee Onboarding Checklist with n8n

Why This Automation Matters

Employee onboarding is critical for new hire success, but managing multiple tasks across different departments can be overwhelming. This n8n workflow automates the entire onboarding checklist process, ensuring consistent experiences for every new employee while reducing manual work for HR teams.

Key Benefits:

Zero missed tasks - Automated checklist ensures every onboarding step is completed
Time savings - Reduces manual coordination by 75%
Improved experience - New hires receive timely communications and clear expectations
Better tracking - Real-time visibility into onboarding progress across all departments
Compliance assurance - Ensures all required documentation and training is completed

What You Need Before Starting

Required Integrations

Google Sheets or Airtable (employee database)
Slack or Microsoft Teams (team notifications)
Gmail or Outlook (email communications)
Calendly or Google Calendar (scheduling meetings)

Prerequisites

n8n Cloud account or self-hosted instance
Access to your HRIS or employee spreadsheet
Admin access to communication platforms
Email templates for onboarding communications

Data Setup

Create a spreadsheet with columns:

Employee Name
Email
Start Date
Department
Manager Email
Position
Onboarding Status

Complete Node-by-Node Build Instructions

Node 1: Schedule Trigger

Add Schedule Trigger node
Set to Every Day at 9:00 AM
This checks for new employees starting today or overdue tasks

Node 2: Google Sheets - Get Employee Data

Add Google Sheets node
Configure:
- Operation: Read
- Document ID: Your employee spreadsheet ID
- Sheet: “New Employees”
- Range: A:H (all columns)
This retrieves all employee onboarding records

Node 3: Filter New Starts

Add Filter node
Configure condition:
- Property: start_date
- Operation: equals
- Value: {{ $now.format('YYYY-MM-DD') }}
This identifies employees starting today

Node 4: Create Onboarding Tasks

Add Function node
Add this code:

const onboardingTasks = [
  { task: "Send welcome email", responsible: "HR", due_days: 0 },
  { task: "Create IT accounts", responsible: "IT", due_days: 1 },
  { task: "Prepare workspace", responsible: "Facilities", due_days: 1 },
  { task: "Schedule manager meeting", responsible: "Manager", due_days: 2 },
  { task: "Complete paperwork", responsible: "Employee", due_days: 3 },
  { task: "Assign buddy", responsible: "HR", due_days: 3 },
  { task: "Security training", responsible: "Employee", due_days: 5 },
  { task: "Department introduction", responsible: "Manager", due_days: 7 }
];

const employees = $input.all();
const results = [];

employees.forEach(employee => {
  onboardingTasks.forEach(task => {
    const dueDate = new Date();
    dueDate.setDate(dueDate.getDate() + task.due_days);
    
    results.push({
      employee_name: employee.json.employee_name,
      employee_email: employee.json.email,
      manager_email: employee.json.manager_email,
      department: employee.json.department,
      task_name: task.task,
      responsible: task.responsible,
      due_date: dueDate.toISOString().split('T')[0],
      status: "pending",
      created_date: new Date().toISOString().split('T')[0]
    });
  });
});

return results.map(item => ({ json: item }));

Node 5: Google Sheets - Save Tasks

Add Google Sheets node
Configure:
- Operation: Append
- Document ID: Your tasks tracking spreadsheet
- Sheet: “Onboarding Tasks”
This saves all tasks to track progress

Node 6: Send Welcome Email

Add Gmail node
Configure:
- Operation: Send
- To: {{ $node["Filter New Starts"].json["email"] }}
- Subject: “Welcome to [Company Name] - Your First Day Guide”
- Body:

<h2>Welcome to the team, {{ $node["Filter New Starts"].json["employee_name"] }}!</h2>

<p>We're excited to have you join us. Here's what to expect on your first day:</p>

<ul>
  <li>Report to reception at 9:00 AM</li>
  <li>You'll meet with HR for initial paperwork</li>
  <li>IT will set up your accounts and equipment</li>
  <li>Your manager {{ $node["Filter New Starts"].json["manager_email"] }} will give you a department tour</li>
</ul>

<p>If you have any questions, don't hesitate to reach out!</p>

<p>Best regards,<br>HR Team</p>

Node 7: Notify Manager

Add Slack node (or Teams)
Configure:
- Operation: Post Message
- Channel: @{{ $node["Filter New Starts"].json["manager_email"] }}
- Text:

🎉 New team member starting today!

*Employee:* {{ $node["Filter New Starts"].json["employee_name"] }}
*Position:* {{ $node["Filter New Starts"].json["position"] }}
*Department:* {{ $node["Filter New Starts"].json["department"] }}

Your onboarding tasks:
• Schedule 1:1 meeting (due in 2 days)
• Department introduction (due in 1 week)

Check the onboarding tracker for full details.

Node 8: Notify IT Department

Add Slack node
Configure:
- Channel: “#it-requests”
- Text:

🔧 New employee IT setup required

*Name:* {{ $node["Filter New Starts"].json["employee_name"] }}
*Email:* {{ $node["Filter New Starts"].json["email"] }}
*Department:* {{ $node["Filter New Starts"].json["department"] }}
*Start Date:* {{ $node["Filter New Starts"].json["start_date"] }}

Tasks needed:
• Create email account
• Set up computer and accounts
• Install department-specific software

Due: Tomorrow

Node 9: Schedule Check-in Meeting

Add Google Calendar node
Configure:
- Operation: Create Event
- Summary: “Week 1 Check-in - {{ $node[“Filter New Starts”].json[“employee_name”] }}”
- Start: 1 week from start date
- Attendees: Employee and Manager emails
- Description: “First week check-in to discuss onboarding progress and answer questions”

Node 10: Daily Task Reminder Check

Add Schedule Trigger (separate branch)
Set to Every Day at 10:00 AM
Add Google Sheets node to check overdue tasks
Add Filter node for overdue items
Add Slack node to send reminders

Full Workflow JSON

{
  "name": "Employee Onboarding Checklist Automation",
  "nodes": [
    {
      "parameters": {
        "rule": {
          "interval": [
            {
              "field": "cronExpression",
              "expression": "0 9 * * *"
            }
          ]
        }
      },
      "name": "Daily Onboarding Check",
      "type": "n8n-nodes-base.scheduleTrigger",
      "typeVersion": 1,
      "position": [240, 300]
    },
    {
      "parameters": {
        "operation": "read",
        "documentId": "YOUR_SPREADSHEET_ID",
        "sheetName": "New Employees",
        "range": "A:H",
        "keyRow": 1
      },
      "name": "Get Employee Data",
      "type": "n8n-nodes-base.googleSheets",
      "typeVersion": 3,
      "position": [460, 300]
    },
    {
      "parameters": {
        "conditions": {
          "string": [
            {
              "value1": "={{ $json.start_date }}",
              "operation": "equal",
              "value2": "={{ $now.format('YYYY-MM-DD') }}"
            }
          ]
        }
      },
      "name": "Filter New Starts",
      "type": "n8n-nodes-base.filter",
      "typeVersion": 1,
      "position": [680, 300]
    },
    {
      "parameters": {
        "functionCode": "const onboardingTasks = [\n  { task: \"Send welcome email\", responsible: \"HR\", due_days: 0 },\n  { task: \"Create IT accounts\", responsible: \"IT\", due_days: 1 },\n  { task: \"Prepare workspace\", responsible: \"Facilities\", due_days: 1 },\n  { task: \"Schedule manager meeting\", responsible: \"Manager\", due_days: 2 },\n  { task: \"Complete paperwork\", responsible: \"Employee\", due_days: 3 },\n  { task: \"Assign buddy\", responsible: \"HR\", due_days: 3 },\n  { task: \"Security training\", responsible: \"Employee\", due_days: 5 },\n  { task: \"Department introduction\", responsible: \"Manager\", due_days: 7 }\n];\n\nconst employees = $input.all();\nconst results = [];\n\nemployees.forEach(employee => {\n  onboardingTasks.forEach(task => {\n    const dueDate = new Date();\n    dueDate.setDate(dueDate.getDate() + task.due_days);\n    \n    results.push({\n      employee_name: employee.json.employee_name,\n      employee_email: employee.json.email,\n      manager_email: employee.json.manager_email,\n      department: employee.json.department,\n      task_name: task.task,\n      responsible: task.responsible,\n      due_date: dueDate.toISOString().split('T')[0],\n      status: \"pending\",\n      created_date: new Date().toISOString().split('T')[0]\n    });\n  });\n});\n\nreturn results.map(item => ({ json: item }));"
      },
      "name": "Create Onboarding Tasks",
      "type": "n8n-nodes-base.function",
      "typeVersion": 1,
      "position": [900, 300]
    },
    {
      "parameters": {
        "operation": "append",
        "documentId": "YOUR_TASKS_SPREADSHEET_ID",
        "sheetName": "Onboarding Tasks",
        "options": {}
      },
      "name": "Save Tasks to Sheet",
      "type": "n8n-nodes-base.googleSheets",
      "typeVersion": 3,
      "position": [1120, 300]
    },
    {
      "parameters": {
        "sendTo": "={{ $node[\"Filter New Starts\"].json[\"email\"] }}",
        "subject": "Welcome to [Company Name] - Your First Day Guide",
        "message": "<h2>Welcome to the team, {{ $node[\"Filter New Starts\"].json[\"employee_name\"] }}!</h2>\n\n<p>We're excited to have you join us. Here's what to expect on your first day:</p>\n\n<ul>\n  <li>Report to reception at 9:00 AM</li>\n  <li>You'll meet with HR for initial paperwork</li>\n  <li>IT will set up your accounts and equipment</li>\n  <li>Your manager will give you a department tour</li>\n</ul>\n\n<p>If you have any questions, don't hesitate to reach out!</p>\n\n<p>Best regards,<br>HR Team</p>"
      },
      "name": "Send Welcome Email",
      "type": "n8n-nodes-base.gmail",
      "typeVersion": 1,
      "position": [680, 500]
    },
    {
      "parameters": {
        "channel": "={{ '@' + $node[\"Filter New Starts\"].json[\"manager_email\"] }}",
        "text": "🎉 New team member starting today!\n\n*Employee:* {{ $node[\"Filter New Starts\"].json[\"employee_name\"] }}\n*Position:* {{ $node[\"Filter New Starts\"].json[\"position\"] }}\n*Department:* {{ $node[\"Filter New Starts\"].json[\"department\"] }}\n\nYour onboarding tasks:\n• Schedule 1:1 meeting (due in 2 days)\n• Department introduction (due in 1 week)\n\nCheck the onboarding tracker for full details."
      },
      "name": "Notify Manager",
      "type": "n8n-nodes-base.slack",
      "typeVersion": 1,
      "position": [900, 500]
    },
    {
      "parameters": {
        "channel": "#it-requests",
        "text": "🔧 New employee IT setup required\n\n*Name:* {{ $node[\"Filter New Starts\"].json[\"employee_name\"] }}\n*Email:* {{ $node[\"Filter New Starts\"].json[\"email\"] }}\n*Department:* {{ $node[\"Filter New Starts\"].json[\"department\"] }}\n*Start Date:* {{ $node[\"Filter New Starts\"].json[\"start_date\"] }}\n\nTasks needed:\n• Create email account\n• Set up computer and accounts\n• Install department-specific software\n\nDue: Tomorrow"
      },
      "name": "Notify IT Department",
      "type": "n8n-nodes-base.slack",
      "typeVersion": 1,
      "position": [1120, 500]
    }
  ],
  "connections": {
    "Daily Onboarding Check": {
      "main": [
        [
          {
            "node": "Get Employee Data",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Get Employee Data": {
      "main": [
        [
          {
            "node": "Filter New Starts",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Filter New Starts": {
      "main": [
        [
          {
            "node": "Create Onboarding Tasks",
            "type": "main",
            "index": 0
          },
          {
            "node": "Send Welcome Email",
            "type": "main",
            "index": 0
          }
        ]

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