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5 min read

How to automate employee onboarding and offboarding

By Krystina Martinez · May 4, 2022
A hero image of an orange icon of a person on a light orange background.

Formal onboarding and offboarding processes make life easier for everyone at work—especially IT teams. You can ensure new employees have access to the tools they need on day one—and a clean break on their last day.

But with a long checklist of to-dos, it's easy to make mistakes, such as forgetting to cut off former employee access to critical business data. 

Here are a few ways you can use Zaps—what we call our automated workflows—to automate parts of your employee onboarding and offboarding so you save time and reduce errors. 

You'll need a Zapier account to use the workflows in this piece. If you don't have an account yet, it's free to get started.

Table of contents
  • Automate your onboarding

  • Automate your offboarding

  • How to use fewer Zaps to automate your onboarding and offboarding

Automate your onboarding

There's always an awkward settling-in period for new employees. It takes time to get used to new processes and team norms, plus all tools that keep the company running. 

Whether you're looking to automate onboarding processes from the IT side or across your organization, here are a few ideas to help you create a smoother onboarding experience:

Create new employee profiles

Your human resources team likely uses a few platforms to manage job candidates and employees. You can connect these tools in a Zap and automatically create new employee profiles in your organization's HR software. 

To get started with a Zap template—what we call our pre-made workflows—just click on the button. It only takes a few minutes to set up. You can read more about setting up Zaps here.

Add new hires in BambooHR from new rows in a Google Sheet

Add new hires in BambooHR from new rows in a Google Sheet
  • Google Sheets logo
  • BambooHR logo
Google Sheets + BambooHR

Create employees in BambooHR from Workable candidates in a stage

Create employees in BambooHR from Workable candidates in a stage
  • Workable logo
  • BambooHR logo
Workable + BambooHR

Send updated candidate stages from Workable to a webhook

Send updated candidate stages from Workable to a webhook
  • Workable logo
  • Webhooks by Zapier logo
Workable + Webhooks by Zapier

If you want Zapier to create employees closer to their start dates, you can add Delay to a Zap. Available on our paid plans, Delay allows you to control the timing of Zap actions. Check out our Delay by Zapier guide to learn how.  

Send alerts 

Onboarding a new colleague is often a multi-department experience. One team may need to focus on helping their new coworker get acquainted with their role. Meanwhile, IT needs to know who they need to create new accounts for or how many laptops they need to order. 

Streamline communication with a simple Zap that sends an email or a team channel notification whenever new employees are about to start. That way, everyone knows to prepare the welcome wagon. 

Post new employees added in BambooHR to a Slack channel

Post new employees added in BambooHR to a Slack channel
  • BambooHR logo
  • Slack logo
BambooHR + Slack

Send emails for new BambooHR employees

Send emails for new BambooHR employees
  • BambooHR logo
  • Email by Zapier logo
BambooHR + Email by Zapier

Send a Microsoft Teams channel message for new BambooHR employees

Send a Microsoft Teams channel message for new BambooHR employees
  • BambooHR logo
  • Microsoft Teams logo
BambooHR + Microsoft Teams

You can also add a filter or path step, available on our paid plans, to add branching logic to your Zaps. That way, you can ensure the relevant teams are notified.

Grant app access 

Often, employees spend the first few days of a new job trying to get access to various apps and testing logins before they can even get acquainted with their new role. 

You can cut down some of this technical admin work by giving new colleagues automatic access to certain apps on their first day. These Zaps are a good place to start. 

Invite new employees in BambooHR to join your Zapier team account

Invite new employees in BambooHR to join your Zapier team account
  • BambooHR logo
  • Zapier Manager logo
BambooHR + Zapier Manager

Create users in Okta from new BambooHR employees

Create users in Okta from new BambooHR employees
  • BambooHR logo
  • Okta logo
BambooHR + Okta

Add LastPass users from new Google Sheets spreadsheet rows

Add LastPass users from new Google Sheets spreadsheet rows
  • Google Sheets logo
  • LastPass logo
Google Sheets + LastPass

You can create a multi-step Zapavailable on our paid plans—so your workflows can perform multiple tasks at once. For example, instead of using separate Zaps to grant access to various apps, you can do it all in one Zap. 

Want your Zaps to multi-task? Learn how you can maximize productivity with multi-step Zaps.

Send onboarding information

Every new employee comes with paperwork they need to receive, from employment agreements and benefits information to welcome documents and org charts. 

Make sure the first priority—signing that employment agreement—is taken care of quickly. Try these Zaps, which will send signature requests to new employees: 

Create a DocuSign signature request from new Microsoft Excel rows

Create a DocuSign signature request from new Microsoft Excel rows
  • Microsoft Excel logo
  • Docusign logo
Microsoft Excel + Docusign

Create signature requests in DocuSign from new records in view in Airtable

Create signature requests in DocuSign from new records in view in Airtable
  • Airtable logo
  • Docusign logo
Airtable + Docusign

Request Dropbox Sign signatures with new Google Sheets rows

Request Dropbox Sign signatures with new Google Sheets rows
  • Google Sheets logo
  • Dropbox Sign logo
Google Sheets + Dropbox Sign

Create Dropbox Sign signature requests from labeled Gmail emails

Create Dropbox Sign signature requests from labeled Gmail emails
  • Gmail logo
  • Dropbox Sign logo
Gmail + Dropbox Sign

You can also trigger signature requests from emails as well: 

Create Dropbox Sign signature requests from labeled Gmail emails

Create Dropbox Sign signature requests from labeled Gmail emails
  • Gmail logo
  • Dropbox Sign logo
Gmail + Dropbox Sign

Create DocuSign signature requests from labeled Gmail emails

Create DocuSign signature requests from labeled Gmail emails
  • Gmail logo
  • Docusign logo
Gmail + Docusign

Do you send welcome documents to new employees on their first day? You can automatically create these too. For example, if you use Google Doc templates for onboarding material, Zapier can automatically create new docs from a template. 

Copy data from new Google Sheets rows to a Google Doc template

Copy data from new Google Sheets rows to a Google Doc template
  • Google Sheets logo
  • Google Docs logo
Google Sheets + Google Docs

Create Google Docs from templates for new Airtable records in views

Create Google Docs from templates for new Airtable records in views
  • Airtable logo
  • Google Docs logo
Airtable + Google Docs

Catch new webhooks and create Google Docs from a template

Catch new webhooks and create Google Docs from a template
  • Webhooks by Zapier logo
  • Google Docs logo
Webhooks by Zapier + Google Docs

Read more: How to create and autopopulate a Google Docs template

If your company uses a learning platform like Lessonly for employee onboarding instead, you can automatically assign lessons for new colleagues to complete

Create GoTo Training registrants from new employees in BambooHR

Create GoTo Training registrants from new employees in BambooHR
  • BambooHR logo
  • GoTo Training logo
BambooHR + GoTo Training

Assign new BambooHR employees a Seismic Learning lesson

Assign new BambooHR employees a Seismic Learning lesson
  • BambooHR logo
  • Seismic Learning logo
BambooHR + Seismic Learning

Read more: How to assign new BambooHR employees a Lessonly lesson

Track employee info

You may need to track employee info outside of an HR app. For example, if you keep track of issued laptops or other company property, you may prefer using a spreadsheet or database. 

You can skip the manual data entry or CSV file uploads with these Zaps, which will automatically add new employees to your spreadsheets: 

Log new BambooHR employees to a Google Sheet

Log new BambooHR employees to a Google Sheet
  • BambooHR logo
  • Google Sheets logo
BambooHR + Google Sheets

Add new BambooHR employees to Airtable

Add new BambooHR employees to Airtable
  • BambooHR logo
  • Airtable logo
BambooHR + Airtable

Create Airtable records with new caught webhooks

Create Airtable records with new caught webhooks
  • Webhooks by Zapier logo
  • Airtable logo
Webhooks by Zapier + Airtable

Create a spreadsheet row in Microsoft Excel from a webhook

Create a spreadsheet row in Microsoft Excel from a webhook
  • Webhooks by Zapier logo
  • Microsoft Excel logo
Webhooks by Zapier + Microsoft Excel

Welcome employees

First impressions matter for new employees. While it can be nearly impossible to meet every new colleague, depending on the size of your company, you can roll out the welcome committee with a little automation. 

Nothing says "warm and inviting" like a nice GIF on your first day. You can automatically send a fun GIF when a new employee joins your team chat workspace. 

Start a GIPHY GIF party for new Slack team members

Start a GIPHY GIF party for new Slack team members
  • Slack logo
  • Giphy logo
  • Slack logo
Slack + Giphy

Start a GIPHY GIF party for new Microsoft Teams members

Start a GIPHY GIF party for new Microsoft Teams members
  • Microsoft Teams logo
  • Giphy logo
  • Microsoft Teams logo
Microsoft Teams + Giphy

If welcome meetings are part of your company's employee onboarding experience, you can automatically invite new coworkers to a welcome call from a spreadsheet:

Generate Google Calendar events from new Google Sheets rows

Generate Google Calendar events from new Google Sheets rows
  • Google Sheets logo
  • Google Calendar logo
Google Sheets + Google Calendar

Create Microsoft Outlook events for new records in Airtable views

Create Microsoft Outlook events for new records in Airtable views
  • Airtable logo
  • Microsoft Outlook logo
Airtable + Microsoft Outlook

Generate detailed events in Google Calendar from new Notion database items

Generate detailed events in Google Calendar from new Notion database items
  • Notion logo
  • Google Calendar logo
Notion + Google Calendar

Automate your offboarding

There are a number of loose ends you need to tie up when an employee leaves the company, from revoking app access to scheduling exit interviews and collecting feedback. Here's how automation can keep you organized. 

Send alerts

Just like in onboarding, multiple teams are involved in offboarding an employee—and you typically have about two weeks to get it done. 

Since HR is usually the first team to know, you can set up a Zap to help streamline communication for the teams involved in the offboarding process. 

For example, if you use a form to submit offboarding requests, you can make sure the right teams are notified in an email or team chat message. These Zaps can help you get started: 

Create messages in Microsoft Teams from new Google Forms responses

Create messages in Microsoft Teams from new Google Forms responses
  • Google Forms logo
  • Microsoft Teams logo
Google Forms + Microsoft Teams

Get Slack notifications for new Typeform entries

Get Slack notifications for new Typeform entries
  • Typeform logo
  • Slack logo
Typeform + Slack

Share Google Forms responses in a Slack channel

Share Google Forms responses in a Slack channel
  • Google Forms logo
  • Slack logo
Google Forms + Slack

Send emails for new Google Forms responses in a spreadsheet

Send emails for new Google Forms responses in a spreadsheet
  • Google Forms logo
  • Email by Zapier logo
Google Forms + Email by Zapier

Read more: 5 advanced ways to automate your forms and surveys

You can also set up alerts if your team uses a ticketing system instead: 

Post new Zendesk tickets to Slack messages

Post new Zendesk tickets to Slack messages
  • Zendesk logo
  • Slack logo
Zendesk + Slack

Post new Zendesk tickets to Microsoft Teams

Post new Zendesk tickets to Microsoft Teams
  • Zendesk logo
  • Microsoft Teams logo
Zendesk + Microsoft Teams

Get Slack notifications for new Help Scout conversations

Get Slack notifications for new Help Scout conversations
  • Help Scout logo
  • Slack logo
Help Scout + Slack

Post Slack messages for new Jira Service Management requests

Post Slack messages for new Jira Service Management requests
  • Jira Service Management logo
  • Slack logo
Jira Service Management + Slack

Send new Jira Service Management requests to Microsoft Teams

Send new Jira Service Management requests to Microsoft Teams
  • Jira Service Management logo
  • Microsoft Teams logo
Jira Service Management + Microsoft Teams

Share new Help Scout conversations in Microsoft Teams

Share new Help Scout conversations in Microsoft Teams
  • Help Scout logo
  • Microsoft Teams logo
Help Scout + Microsoft Teams

Keep track of offboarding tasks

While it may feel like auto-pilot to offboard an employee, every once in a while you'll forget to complete even the most routine tasks. 

To make sure you (and everyone else) stays on top of offboarding tasks, you can use Zapier to automatically send employee offboarding checklists to the right team members. 

For example, you can make sure your ticketing process includes a checklist of IT offboarding tasks each time an onboarding-specific request comes in. When configuring your action—the event your Zap performs once it's triggered—just remember to include a list of all the tasks you need to accomplish.

Create Jira Service Management requests from new Google Forms responses

Create Jira Service Management requests from new Google Forms responses
  • Google Forms logo
  • Jira Service Management logo
Google Forms + Jira Service Management

Create Trello cards from new Typeform responses

Create Trello cards from new Typeform responses
  • Typeform logo
  • Trello logo
Typeform + Trello

Create Zendesk tickets from new Airtable forms

Create Zendesk tickets from new Airtable forms
  • Airtable logo
  • Zendesk logo
Airtable + Zendesk

Create Zendesk tickets from new Google Forms responses

Create Zendesk tickets from new Google Forms responses
  • Google Forms logo
  • Zendesk logo
Google Forms + Zendesk

Schedule exit interviews and surveys

Exit interviews and surveys are necessary feedback channels so your company can improve the way it operates. Once an employee is gone, you lose the chance to capture that helpful feedback. 

If you use exit surveys, you can automatically send those out to departing employees. For example, if you use a spreadsheet to track departures, you can send the survey link in an email or a direct message in your team chat:

Send Gmail messages for new Airtable records in views

Send Gmail messages for new Airtable records in views
  • Airtable logo
  • Gmail logo
Airtable + Gmail

Send direct Slack messages for new Airtable records in a view

Send direct Slack messages for new Airtable records in a view
  • Airtable logo
  • Slack logo
Airtable + Slack

Send direct messages in Slack when Google Sheets rows are updated

Send direct messages in Slack when Google Sheets rows are updated
  • Google Sheets logo
  • Slack logo
Google Sheets + Slack

Send emails in Microsoft Outlook for new items in Notion databases

Send emails in Microsoft Outlook for new items in Notion databases
  • Notion logo
  • Microsoft Outlook logo
Notion + Microsoft Outlook

And once someone fills out the exit survey, you can collect that information in one spot: 

Collect new Typeform responses as rows on Google Sheets

Collect new Typeform responses as rows on Google Sheets
  • Typeform logo
  • Google Sheets logo
Typeform + Google Sheets

Create Airtable records from new Google Forms responses

Create Airtable records from new Google Forms responses
  • Google Forms logo
  • Airtable logo
Google Forms + Airtable

Add new SurveyMonkey responses to Excel spreadsheets

Add new SurveyMonkey responses to Excel spreadsheets
  • SurveyMonkey logo
  • Microsoft Excel logo
SurveyMonkey + Microsoft Excel

Create Google Docs documents from text for new Google Forms responses

Create Google Docs documents from text for new Google Forms responses
  • Google Forms logo
  • Google Docs logo
Google Forms + Google Docs

Want to schedule the exit interview as well? You can include that in your form so you can collect feedback and take care of scheduling at the same time. Check out our tutorial on creating Google Calendar events from Google Form responses

How to use fewer Zaps to automate your onboarding or offboarding

You can combine many of the ideas above into one (or a few) Zaps using multi-step Zaps

Multi-step Zaps allow you to add multiple actions—up to 100—within a single Zap, giving you ultimate multi-tasking powers. 

You can even build in conditional logic within your Zaps using a path step. For example, in this Zap, when a new employee is added in BambooHR, it will delay until the employee's start date. Then through Paths, the employee receives an email with a specific welcome doc, depending on which department they're joining. 

A multi-step Zap that sends department welcome docs to new employees.

Note: Multi-step Zaps and Paths are available on our paid plans and during the first two weeks of a free Zapier trial.  

Multi-step Zaps and Paths are just a few of many built-in Zapier tools that enable you to create powerful, automated workflows. Check out our feature guides to learn more about these tools.  

These tools—as well as a little planning—go a long way in ensuring that your automated onboarding and offboarding processes can scale with your organization. One of our Zapier product managers has some best practices for creating powerful automated workflows that grow with you. 

Saying hello (and goodbye) is easy with automation

Onboarding and offboarding employees can be a time-consuming process that you want to get right from an IT perspective.  Automation with Zapier can help you save time, ensure your coworkers have access to the tools they need, and revoke access when they leave.

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