Case Study
Leveling up employee onboarding
How we helped a fast-growing team streamline their onboarding and saving time & delighting new hires.
First impressions are everything
"Nice to meet you..."
In the race for talent, a company's onboarding process can be the difference between a thriving team and a revolving door.
With new hires flooding in, our clients rapid growth was both a big win and a big challenge. Onboarding had become a labyrinth of tasks spread across multiple teams.
That's where we came in.
Opportunities for improvement
Keeping the personal touch
We approached this partnership with the goal of maintaining the human element of onboarding.
1. Hearing from the team
We first met with each department lead and some high-volume hiring managers to define a roadmap of the areas to improve & streamline.
2. Five teams, one source
The first order of business was establishing a source of truth which eliminated data silos and paved the way for intelligent automation.
3. One form to rule them all
Instead of new hires filling in the same information repeatedly, we connected a single form to Airtable so they only had to enter things once.
4. Customization station
While automation handled the heavy lifting, we ensured that the human touch remained central to the onboarding experience.
Connecting the dots
Knocking down silos
Teams got to continue using their existing tools with us only introducing Airtable and Zapier to create a single source of truth and kickstart automation.
This carefully curated tech stack allowed us to synchronize data across platforms while keeping sensitive information like salaries and SSNs private.
The result? A unified onboarding experience across all departments and significantly reduced manual data entry. Teams bid farewell to multiple, manually maintained spreadsheets, reclaiming hours of productive time in the process.
Introducing auto-pilot
With a clear roadmap and the right tools connected, we worked through all of the automation opportunities one by one.
Starting with hiring pipelines
Automated processes started without having to disrupt the HR teams workflows. They just had to move candidates through their hiring pipeline and once moved to Offer, the right offer & contract was created and sent to the candidate in minutes.
Syncing data across the tech stack
Once the offer letter was signed, all the right data was synced and onboarding projects were automatically created along with new hires key IT accounts auto-generated.
One form to rule them all
The new hire was sent a single Airtable form that automatically updated their data across tools and notified the various teams involved in onboarding once ready so they could stay in the loop and know when to complete any manual steps.
16+ automations triggered
After documenting the process, over 30 steps happened across 3 departments and with automation, over half of those were automated: from creating IT accounts to auto-generating each new hires "30/60/90 Day Onboarding" plan their manager had to previously create from scratch each time.
From siloed to synchronized
Throughout the process, whether tasks were completed automatically or manually, each team was notified in their corresponding MS Teams channel so they had a pulse on where each new hires onboarding was at.
Happy teammate, happy team
Day one jitters? Not here.
We didn't just change a process; we transformed the entire new hire experience.
What was once a hectic scramble across departments became a streamlined journey, allowing teams to focus on what really matters: welcoming and empowering their new colleagues.
By eliminating time-consuming information hunts and repetitive tasks, we freed up valuable resources. The success of this project led to the team engaging us to bring similar automation solutions to their sales and marketing departments.
Results
