HR
Operations
Medium
New Employee Onboarding Checklist & Automation
by Civic Dialog TeamToday
A comprehensive onboarding workflow that assigns tasks to HR, IT, and managers automatically when a new hire is added, tracks completion, and sends the employee a personalized welcome kit.
Problem This Solves
Nonprofit onboarding is ad-hoc — new employees miss critical steps (payroll, benefits, policy acknowledgments), and HR duplicates effort. Inconsistent onboarding leads to compliance gaps and poor retention.
Prerequisites
- Notion free plan (recommended) OR Google Sheets
- Zapier or Make free plan
- Gmail or Microsoft 365
- DocuSign or PandaDoc free tier (optional, for policy acknowledgments)
Setup Steps
- 1Duplicate the Notion Onboarding Database template (or copy Google Sheets)
- 2Customize the task list to match your organization's actual onboarding steps
- 3Add your team members to the Assignees list (HR, IT, hiring manager)
- 4Connect Zapier trigger: when new record added → assign tasks
- 5Update the Welcome Email template with your organization's details
- 6Test with a mock new hire — verify all tasks are assigned and emails fire
Inputs
| Field | Type | Description |
|---|---|---|
| employee_name | string | New hire's full name |
| employee_email | string | New hire's work email |
| start_date | date | First day of employment |
| job_title | string | New hire's position |
| manager_email | string | Hiring manager's email |
Outputs
| Output | Type | Description |
|---|---|---|
| onboarding_task_list | database | Checklist assigned to HR, IT, and manager |
| welcome_email | Personalized welcome email to new employee | |
| manager_prep_email | Pre-start checklist email to hiring manager |
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