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Onboarding New Employees Workflows

Streamline the onboarding process for new hires with structured checklists and automated handoffs between departments.

Onboarding Issue Per New Hire

Create a single Jira issue per new employee that guides them through their entire onboarding journey, with automatic handoffs between teams.

Workflow Structure:

  1. Day 1 Admin Tasks (IT, HR)
    • Laptop/equipment provisioned
    • Email account created
    • Access cards issued
    • HR paperwork completed
    • Benefits enrollment initiated
    • Payroll setup completed
  2. Blocker Trigger - Unlocks Day 2-5 tasks only when Day 1 is complete
  3. Day 2–5 Team-Specific Tasks
    • Team introductions
    • Project access granted
    • Tool access configured
    • Code repository access
    • Documentation reviewed
    • First task assigned
  4. Change Assignee Trigger - Auto-assigns to manager for Day 2-5 tasks
  5. Notify Trigger - Alerts relevant Teams channels (#engineering, #design, etc.)
  6. Final Section: 30-Day Feedback Survey
    • Onboarding experience survey
    • Manager feedback collected
    • Improvement suggestions documented
  7. Notify Trigger - Reminds manager to conduct 30-day check-in

👋 Smooth Onboarding: New hires have a clear path forward, and nothing falls through the cracks with automated handoffs.

Department-Specific Onboarding Tracks

Customize onboarding checklists based on the new hire's department and role.

Role-Specific Sections:

Engineering Onboarding

  • Development environment setup
  • Code review process training
  • Deployment process overview
  • First pull request submitted

Design Onboarding

  • Design system access
  • Design tool licenses
  • Brand guidelines review
  • First design review participation

Product Onboarding

  • Product roadmap access
  • Analytics tools setup
  • Customer feedback systems
  • First feature spec written

Blocker: Department-specific tasks unlock after general onboarding is complete.

Onboarding Milestones with Automated Notifications

Track progress through key onboarding milestones with automatic notifications to relevant stakeholders.

Milestone Structure:

  • Week 1 Complete - Notify manager and HR
  • First Task Completed - Notify team lead
  • Week 2 Complete - Notify manager for check-in
  • 30-Day Review - Notify manager and HR for feedback session
  • 90-Day Review - Notify manager for performance review

Best Practices

  • Use blockers to ensure proper sequencing of onboarding tasks (Day 1 must complete before Day 2-5)
  • Configure change assignee triggers to automatically hand off work between HR, IT, and managers
  • Use notify triggers to keep all stakeholders informed of onboarding progress
  • Create role-specific onboarding templates that can be customized per department
  • Include attach file items for required documentation (signed contracts, ID verification, etc.)
  • Set up milestone notifications to ensure managers don't miss check-in opportunities
  • Use convert to separate issue for complex onboarding tasks that need dedicated tracking