HR and internal operations · Sample scenario
New employee onboarding
When the start date is confirmed, a role-based checklist is created, HR and IT tasks are opened, the manager approves the plan and progress is tracked.
Problem
A new employee's access, documents and introduction tasks get forgotten between different people; on day one the computer or accounts are not ready.
How it works today
HR writes separately to IT, accounting and the manager based on a list kept in their head. No one tracks who did what, and a missing task surfaces on day one.
What this scenario changes
When the start date is confirmed in the HR system, a role-based checklist template is selected and HR and IT tasks are opened with due dates. The access list is checked: standard access goes into the plan, while sensitive systems go to a separate approval. AI drafts a first-week plan for the employee from the checklist, the manager approves it and completion is tracked.
The process step by step
- Start date confirmed: New employee record in the HR system
- Role-based checklist: Template selected and filled in
- HR and IT tasks opened: With owner and due date
- Access list checked: Standard and sensitive systems separated
- Is it standard access only?: No sensitive system required
- Draft first-week plan: Plan for the employee from the checklist
- Manager approval: Plan and standard access are checked
- Onboarding tracked: Completion rate on the dashboard
Exception path
- System owner approval: An authorized person reviews the access separately
- Sensitive access on hold: Standard tasks continue
The role of AI
Drafts a readable first-week plan for the employee from the checklist and role description. It does not grant access or assign tasks.
Human approval and exceptions
The manager approves the first-week plan and standard access. Access to sensitive systems (finance, the full customer database, admin rights) is not granted through the checklist and requires separate, authorized approval from the system owner.
Frequently asked questions
Does the system grant access itself?
For standard access, a task is opened for IT and IT carries it out. Access to sensitive systems is granted only after separate approval from the system owner.
Is the checklist different for each role?
Yes. A separate template is kept for each role, and HR can update it.
What if a task is not done on time?
The owner gets a reminder; if the due date passes, it shows as overdue on the HR dashboard.