Employee Onboarding
End-to-end new hire onboarding covering account provisioning, software access setup, ticket orchestration, and welcome communication.
- Triggered automatically when a new employee is added to the HRIS
- Pulls the full employee profile to personalize provisioning
- Routes approvals for hardware and software access
- Creates the identity account with role-based group assignments
- Provisions software access aligned to department and role
- Generates a parent onboarding ticket with configurable linked tasks for IT, HR, and the manager
- Delivers a welcome message with everything the new hire needs to get started
- Captures the full onboarding outcome in a single record
What Employee Onboarding does
Employee Onboarding is Harmony's automated workflow for orchestrating the IT and HR setup tasks required when a new employee joins the company. When a new hire's status is detected in the HRIS, Harmony automatically creates a structured set of linked tickets - workstation setup, laptop order, IdP account provisioning, and more - assigns them to the right teams, and monitors completion until every task is done. When onboarding is finished, Harmony notifies the manager automatically.
Who Employee Onboarding Is For
IT teams and HR teams responsible for ensuring new employees are fully set up before their first day.
New hire setup typically involves multiple teams, systems, and tasks that need to happen in a specific order or at a specific time. Without automation, each team has to be manually notified, tasks get lost or delayed, and there's no single place to track completion. Harmony creates the entire onboarding task structure automatically, linked to the new hire's profile, and tracks everything in the service desk until it's done.
How Employee Onboarding Works
A new employee's status changes to "New Hire" in the connected HRIS (HiBob, Workday, or BambooHR). Harmony detects this event and starts the onboarding workflow (configurable lead time, default: 14 days before start date).
- Employee profile collection
The workflow fetches the new hire's full profile (job title, manager, start date, etc.) and the manager's profile for use in ticket content.
- Ticket structure setup
Harmony prepares a parent onboarding ticket and a set of linked child tickets based on the tenant configuration. Each child ticket represents a distinct setup task.
- Ticket creation
The parent ticket is created with the new hire's details. All configured child tickets are created and linked to the parent.
- Completion monitoring
Harmony waits for all child tickets to be resolved and the parent ticket to be closed, tracking the status of each.
When all tasks are resolved, Harmony sends a notification to the new hire's manager (and any other configured recipients) confirming that onboarding is complete.
Capabilities
- HRIS-driven automatic trigger - Detects new hire status changes in HiBob, Workday, or BambooHR and starts the onboarding flow without any manual intervention.
- Configurable lead time - The workflow can be triggered a configurable number of days before the employee's start date (default: 14 days) so setup tasks are ready on day one.
- Structured ticket hierarchy - Creates a parent onboarding ticket with all relevant new hire details, linked to individually assignable child tickets for each setup task.
- Configurable child ticket set - The default ticket set (workstation, laptop, IdP account) is fully configurable per tenant - tasks can be enabled/disabled, reassigned to different desks, or given different priorities.
- Manager profile enrichment - Fetches the manager's profile to populate tickets with the reporting relationship, so assignees know who to coordinate with.
- Completion monitoring - Tracks the resolution state of parent and all child tickets and waits until everything is done before triggering the completion notification.
- Completion notification - Sends a configurable notification to the manager (and optionally others) when onboarding is fully complete.
Main use cases
Automated New Hire Setup Triggered by HRIS - HR finalizes a new employee in HiBob two weeks before their start date. Harmony detects the status change and automatically creates the full onboarding ticket structure: parent ticket with the employee's details and manager, plus child tickets for workstation setup, laptop ordering, and IdP account provisioning - all pre-populated with the employee profile data, assigned to the configured desks, and ready for IT to work.
New Hire Starts Before Tickets Are Resolved - The laptop hasn't arrived on the employee's first day but the rest of onboarding is done. Harmony keeps the parent ticket open and monitors all child ticket statuses. The manager won't receive a "fully onboarded" notification until every task is resolved - so nothing slips through unnoticed.
Manager Gets Notified When Everything Is Ready - A manager wants to know when their new report's IT setup is completely finished. When all onboarding tickets are resolved, Harmony sends the manager a notification with the employee's name, start date, and manager confirmation - without anyone needing to manually follow up.
Integrations
| Integration | Role in the agent flow |
|---|---|
| HiBob | HRIS trigger - new hire status change detected and employee profile fetched |
| Workday | HRIS trigger - same role as HiBob (configured per tenant) |
| BambooHR | HRIS trigger - same role as HiBob (configured per tenant) |
| Service Desk (internal) | Parent and child tickets created, linked, and monitored throughout |
| Notifications system (Slack/Teams) | Sends completion notification to manager and configured recipients |
FAQ
It's a scheduled Harmony workflow, not an interactive chatbot. It runs automatically when a new hire's status is detected in the HRIS. There's no user conversation - Harmony creates the tickets and monitors completion behind the scenes.
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