How can you automate staff onboarding with Zapier?

In this post, we'll discuss the ways you can automate staff onboarding with Zapier, so that your new hires can transition into the workplace seamlessly.

Creating a customized workflow with Zapier

Before diving into the automation process, you need to identify the tasks in your onboarding process and what applications you are using for each of them. Once you have the list ready, it's time to create a customized workflow with Zapier that automates these tasks.

First, select a "trigger" application, which is the app where your new hire process begins. This could be your HR system, an online form, or a project management tool. Next, choose the "action" applications, which are the apps where you want your information to be sent or tasks to be created when a new hire starts. Finally, create a "Zap" (Zapier integration) that connects your trigger and action apps, adding filters and time-delayed actions as needed to customize your workflow.

Examples of Zapier automation for staff onboarding

Here are a few examples of how you can use Zapier to automate different aspects of the staff onboarding process:

1. Generating documents and checklists

All new hires must complete various forms and documents as a part of the onboarding process, like signing an employment contract or completing a tax form. With Zapier, you can automatically generate these documents when a new employee is added to your HR system. Connect your HR tool to a document automation app, like WebMerge or DocuSign, and set it up to send the required documents to your new hire for completion.

In addition to documents, you can create checklists for your new hires and assign tasks for them to complete during the onboarding process. Connect your task management tool, like Trello or Asana, to your HR system to automatically create a new employee onboarding board or project with task templates when a new hire is added.

2. Setting up accounts and granting access

Getting new hires set up with the necessary accounts and access is another essential part of the onboarding process. Use Zapier to connect your HR system to apps like GSuite, Slack, and other tools relevant to your organization. By automating this process, you ensure that new employees have access to the tools they need from day one, without manual intervention.

3. Scheduling orientation and training sessions

Orientation and training sessions are crucial for acquainting new employees with company values, culture, and team dynamics. You can automate the scheduling of these sessions based on the new hire's start date. Connect your HR system to a scheduling app like Calendly or Google Calendar, and set up a Zap that schedules orientation and training sessions with relevant team members based on the new hire's start date and availability.

By simplifying staff onboarding with Zapier, you can reduce the workload for your HR teams and managers, improve the new hire experience and ensure consistency throughout the process.