HR & People package

Employee onboarding

HR enters a new hire; the HR record, laptop, accounts, buddy and first-week plan are all arranged before day one, with a 30-day check-in.

Starts from a formIntermediate~20 min setupv1.0.0
Download .utpkg 19 KBHow to install

About this package

What it does

Employee onboarding takes a new hire from signed offer to settled in. HR fills in the start form: name, personal email, job title, department, start date, manager, location and employment type.

The workflow creates the employee in your HR system, reads the department's laptop, systems, buddy team and welcome pack from the Onboarding checklist table, and evaluates the Onboarding track decision table to work out how many days IT needs and whether orientation applies. It then starts the IT setup sub-workflow, which gives IT a task due on the ready-by date and records the provisioning request in your IT service desk, while the hiring manager picks a buddy and writes the first-week plan.

When the manager is done, the new hire receives a welcome email with their work email, buddy, equipment and first-week plan. Thirty days later the manager gets a short check-in task. Adapt the checklist rows, the track rules and the two API paths to your systems.

Starts from a form

Starts from a form: HR fills in the new hire details (Run dialog in the app, or your recruiting system posting them to the start API or an inbound webhook).

Someone fills in a form to start it: the workflow inputs are the start form (Run dialog in the app, or your own portal posting to the API), and people complete User Task forms along the way.

The flow

Step by step

  1. 1

    New hire submitted

    HR enters the name, personal email, job title, department, start date, manager, location and employment type.

  2. 2

    Create the employee

    The new hire is created in the HR system, which returns the employee number and work email.

  3. 3

    Kit and track

    The Onboarding checklist row gives the laptop, systems and buddy team; the Onboarding track decision table sets the IT lead days and orientation.

  4. 4

    IT setup in parallel

    The IT setup sub-workflow gives IT a task due on the ready-by date, then records the provisioning request in the IT service desk.

  5. 5

    Manager prepares the first week

    The manager picks a buddy, writes the first-week plan and confirms whether a desk is needed.

  6. 6

    Welcome and check-in

    The new hire gets a welcome email; 30 days later the manager records a short check-in.

Employee onboarding — HR enters a new hire; the employee is created in the HR system, the department checklist and onboarding track decide the kit and timing, IT setup runs in parallel and the manager prepares the first week. The same canvas you get in the designer after installing.

Sub-workflow: IT setup

Sub-workflow started by Employee onboarding: IT prepares the laptop and accounts before the start date, then the request is recorded in the IT service desk.

Forms

The start form and the task forms

The workflow inputs are the start form: the Run dialog renders them, and your own portal can post the same fields. User Tasks show their fields and outcome buttons to the assignee.

Start form

Employee onboarding

Filled in by whoever starts the process

New hire name * new_hire_name · textFull name as it should appear in the HR system
Personal email * personal_email · emailname@company.comPersonal email for the welcome message (the work email does not exist yet)
Job title * job_title · textJob title, e.g. "Software Engineer"
Department * department · select
engineeringsalesmarketingfinanceoperationspeople
Department (one row of the Onboarding checklist table)
Start date * start_date · dateYYYY-MM-DDFirst working day
Manager * manager_name · textHiring manager's name
Manager email manager_email · emailname@company.comHiring manager's email (told if IT setup is blocked)
Location * location · select
officeremote
Where the new hire works
Employment type * employment_type · select
permanentfixed-termcontractor
Contract type
Manager (user id) manager_id · textOptional: user id of the hiring manager in UserTasks (overrides the install-time default)
IT owner (user id) it_owner_id · textOptional: user id of the IT person who prepares the equipment

User Task

Prepare first week

Prepare the first week for {{new_hire_name}} (starts {{start_date}})

Buddy (name) * buddy · text
First-week plan * first_week_plan · textPrefilled: {{onboarding_kit.first_week_focus}}
Desk needed desk_needed · boolean
Notes for HR notes · text
ReadyHire withdrawn

User Task

Day-30 check-in

30-day check-in with {{new_hire_name}}

Settling in * settling_in · choice
Going wellSome concernsNeeds support
Notes checkin_notes · text
HR follow-up needed hr_follow_up · boolean
Done

User Task · IT setup

Prepare equipment and accounts

IT setup for {{new_hire_name}} ({{department}}), ready by {{it_ready_by}}

Laptop asset tag * asset_tag · text
Accounts created * accounts_created · boolean
Laptop shipped / handed over on laptop_shipped_date · dateYYYY-MM-DD
Notes notes · text
ReadyBlocked

From your code

Start a run over the API

Every workflow can be started over REST, MCP or the CLI, whatever its trigger, with the sample input below. Runs start straight away on the published version; replace <workflow id> with the id the install created.

REST

shell
curl -X POST "$USERTASKS_URL/api/v1/workflows/start" \
  -H "Authorization: Bearer $USERTASKS_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"workflow_id":"<workflow id>","variables":{"new_hire_name":"Jordan Lee","personal_email":"jordan.lee@example.net","job_title":"Software Engineer","department":"engineering","start_date":"2026-11-16","manager_name":"Priya Shah","manager_email":"priya.shah@example.com","location":"remote","employment_type":"permanent"}}'

CLI

shell
usertasks workflows inputs <workflow id>          # the start form: keys, types, required
usertasks workflows run <workflow id> --input new_hire_name="Jordan Lee" --input personal_email=jordan.lee@example.net --input job_title="Software Engineer" --input department=engineering … --wait

Inbound webhook

shell
usertasks webhooks create <workflow id>          # prints the hook slug and secret once
curl -X POST "$USERTASKS_URL/api/webhooks/inbound?hook=<slug>" \
  -H "Authorization: Bearer <webhook secret>" -H "Content-Type: application/json" \
  -d '{"new_hire_name":"Jordan Lee","personal_email":"jordan.lee@example.net","job_title":"Software Engineer","department":"engineering","start_date":"2026-11-16","manager_name":"Priya Shah","manager_email":"priya.shah@example.com","location":"remote","employment_type":"permanent"}'

What's included

10 assets, ready to adapt

TypeNameDetails
Email templateIT setup blockedSent to the hiring manager when IT cannot complete the setup before the start date.
Email templateWelcome to the teamSent to the new hire's personal email once the manager has prepared the first week.
Data tableOnboarding checklistOne row per department: the laptop, the systems to grant, the buddy team and the welcome pack. Edit to match your departments.
IntegrationHR system
IntegrationIT service desk
API referenceCreate employeePOST /employees — Create the new hire in the HR system. Returns the employee number and the work email that will be issued.
API referenceCreate provisioning requestPOST /it/provisioning-requests — Record the completed IT setup (asset, accounts, shipping) as a provisioning request in the IT service desk.
Decision tableOnboarding track5 rules — The onboarding track by employment type and location: how many days IT needs before the start date and whether the new hire joins company orientation. First matching rule wins.
WorkflowEmployee onboarding18 steps — HR enters a new hire; the employee is created in the HR system, the department checklist and onboarding track decide the kit and timing, IT setup runs in parallel and the manager prepares the first week.
WorkflowIT setup10 steps — Sub-workflow started by Employee onboarding: IT prepares the laptop and accounts before the start date, then the request is recorded in the IT service desk.

Onboarding checklist · 6 sample rows

DepartmentLaptop modelSystems to grantBuddy teamWelcome packFirst-week focus

Requirements

What you connect it to

Credentials never travel in a package. The install wizard asks for what your environment must provide, or installs it incomplete until you finish setup.

Needs

  • REST API — A REST API integration: set its base URL and credentials on install.
  • Assignees — People in your workspace to receive the User Tasks (picked on install).
  • Email — Email delivery configured for the instance (EMAIL_PROVIDER), used for notifications.

After installing

  1. HR system integration: set the base URL and API token. Create employee expects POST /employees returning id, employee_number and work_email; adjust the path, body and response model to your HR system.
  2. IT service desk integration: set the base URL and API token. Create provisioning request posts to /it/provisioning-requests.
  3. Assignees: pick the default hiring manager (runs can pass manager_id) and the default IT owner for the IT setup task (runs can pass it_owner_id).
  4. Edit the Onboarding checklist rows (one per department) and the Onboarding track rules for your lead times.
  5. Email: configure EMAIL_PROVIDER on the instance so the welcome and IT-blocked emails are delivered (the steps continue on error).

Asked for on install

  • Integration “HR system”Required

    • Tokenconfig.auth_config.token
    • Base urlconfig.base_urldefault https://hris.example.com/api· optional

  • Integration “IT service desk”Required

    • Tokenconfig.auth_config.token
    • Base urlconfig.base_urldefault https://itsm.example.com/api· optional

  • Workflow “Employee onboarding” assigneesRequired

    • User for step “Prepare first week”nodes.9.config.assignee_id
    • User for step “Day-30 check-in”nodes.13.config.assignee_id

  • Workflow “IT setup” assigneesRequired

    • User for step “Prepare equipment and accounts”nodes.3.config.assignee_id

Install

Install it in your workspace

Works on UserTasks cloud and on any self-hosted instance. Installing creates the assets above; nothing runs until you complete setup and start it.

In the app

  1. Download employee-onboarding-1.0.0.utpkg.
  2. Open Automations → Packages and drag the file onto the page (or choose Import package). Browse gallery there lists every gallery package without downloading by hand.
  3. Pick the file. The wizard verifies the checksum, every file hash and the signature, and shows the readme.
  4. Review the changes (what is created) and the data rows.
  5. Fill in the requirements, or tick Keep incomplete and finish later with Complete setup.
  6. Done: the workflow is published and active once setup is complete.

With the CLI

shell
curl -fLO https://usertasks.com/gallery/employee-onboarding-1.0.0.utpkg
usertasks packages inspect employee-onboarding-1.0.0.utpkg       # offline: checksum, hashes, signature
usertasks packages install employee-onboarding-1.0.0.utpkg --dry-run
usertasks packages install employee-onboarding-1.0.0.utpkg       # prompts for each requirement
usertasks packages install employee-onboarding-1.0.0.utpkg --keep-incomplete --yes   # in CI; finish with:
usertasks packages complete employee-onboarding -f values.yaml

Verify the download

File SHA-256
51ae363d8c71dc0987303a130b86b87b4c8c43b205ef69932dbac9f1af7d3934
Package checksum (what is signed)
sha256:47f79c9de911f1c4bb666d285eaacdc350b7c67311f887a10e8200d4dcc7a817
Signer
Unsigned preview build — compare the SHA-256 above

shasum -a 256 employee-onboarding-1.0.0.utpkg should print the file SHA-256. How gallery packages are signed.

Versions

Version 1.0.0

  1. v1.0.02026-10-26First release.

Installing a newer version upgrades in place: local credentials and requirement values are kept, and changes you made are flagged first. How packages work

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