Try It Live
Fill in the new hire's details, customize their onboarding checklist, edit their first-week schedule, and hit Send Onboarding Package. Within seconds, two AI-generated emails land in the inbox — one for IT, one for the new hire — with a Week 1 calendar file, Google Calendar links, and a branded PDF welcome kit attached.
What gets sent:
- IT Access Request — a structured provisioning ticket listing every piece of equipment, software account, and training module to set up before day one, routed to the IT team
- Welcome Email — a personalized, role-specific onboarding guide delivered to the new hire's personal email, with first-day instructions, tool lists, training deadlines, key contacts, a Week 1 schedule with "Add to Google Calendar" links, a
.icscalendar attachment, and a PDF welcome kit
How It Works
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Hiring manager fills in the form — name, role, start date, manager, and the new hire's personal email (used for the welcome email) plus their pending company email for IT to create.
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Role-based checklist auto-populates — selecting "Software Engineer" instantly loads the standard equipment, software access, and training requirements for that role. Every item is editable: uncheck what doesn't apply, use the dropdown to add from a curated list of 90+ common items, or type anything custom.
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First Week Schedule editor — eight onboarding events auto-populate based on the start date. Toggle events on/off, rename them, adjust the day (Day 1–5) and time, or add custom events. The full schedule feeds directly into every calendar output.
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Custom notes — add any special instructions, exceptions, or context (remote vs. on-site, client VPN access, admin rights needed, etc.).
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AI generates both emails — GPT-4o-mini drafts a professional IT provisioning ticket and a warm, personalized welcome email, both formatted with the company's branding and organized sections.
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Three calendar outputs are built automatically:
.icsfile — all enabled events packaged as a single calendar file that opens directly in Outlook, Apple Calendar, or any calendar app- "Add to Google Calendar" links — individual event links embedded in the welcome email body for one-click import
- PDF welcome kit — a branded, printable document with the employee's details, week 1 schedule, tool list, and training requirements attached alongside the calendar file
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Emails are delivered — both sends fire simultaneously via Google Workspace, creating an auditable log.
What This Demonstrates
| Capability | Description |
|---|---|
| Role-based automation | Intelligent defaults that adapt to the employee's function |
| AI content generation | Personalized, professional emails from structured data |
| Multi-output workflows | One trigger → multiple downstream actions (IT + new hire) |
| Calendar generation | Dynamic .ics files with working-day logic built from a start date |
| Cross-platform calendar | Outlook .ics attachment + Google Calendar deep links in the email body |
| PDF document generation | Branded welcome kit PDF generated server-side with employee details and schedule |
| Human-in-the-loop | Manager reviews and customizes before anything is sent |
| Dual-recipient routing | IT request and welcome email routed to different recipients automatically |
Use Cases
- HR teams onboarding 5+ hires per month who need to standardize the experience
- IT departments that receive inconsistent provisioning requests and waste time on back-and-forth
- Fast-growing startups where onboarding is ad-hoc and things fall through cracks
- Multi-location companies needing location-specific onboarding (office setup, badge access, parking)
- Regulated industries requiring compliance training tracking from day one
- Companies with seasonal hiring surges (retail, hospitality, tax season)
From Demo to Production
This demo generates emails and calendar files for a single new hire. A production deployment triggers automatically from your HRIS, routes IT tickets to your ticketing system, syncs calendars across platforms, and tracks completion for every hire — at scale.
Real-World Challenges
| Challenge | Why It's Hard |
|---|---|
| HRIS data quality | New hire records are often incomplete at the time the onboarding trigger fires — missing manager, start date changes, wrong department code. |
| Cross-system orchestration | HRIS, IT ticketing, email, calendar, and LMS all need to stay in sync. One failed integration breaks the chain. |
| Role-specific customization at scale | 100 different roles = 100 different checklists. Maintaining templates for every role requires governance. |
| Compliance tracking | Proving every new hire completed required training within deadlines (especially in regulated industries) needs audit-grade logging. |
| Manager adoption | Hiring managers skip the tool and email IT directly, creating shadow processes that undermine automation. |
| International onboarding | Different equipment, benefits, legal requirements, and holidays by country multiply complexity. |
Cost Estimates
| Component | Starter | Growth | Enterprise |
|---|---|---|---|
| AI API (GPT-4o-mini) | $10–40/mo | $40–150/mo | $150–600/mo |
| HRIS integration (BambooHR, Workday, Rippling) | $100–300/mo | $300–1,000/mo | $1,000–4,000/mo |
| IT ticketing integration (ServiceNow, Jira) | $50–200/mo | $200–600/mo | $600–2,000/mo |
| Calendar/email platform | $0–50/mo | $50–200/mo | $200–800/mo |
| Total monthly | ~$200–600 | ~$600–2,000 | ~$2,000–8,000 |
ROI Definition
- Primary metric: Onboarding completion rate and time-to-productivity
- Secondary metric: IT ticket resolution time (fewer back-and-forth messages per new hire)
- Break-even: Typically within 1–2 months for companies hiring 10+ people per month
- Concrete example: Average new hire takes 2 weeks to get fully provisioned when done manually (missing accounts, delayed equipment). Automated orchestration reduces this to 1–2 days. For a company hiring 10 people/month at $60K average salary, recovering 8 business days per hire = ~$24K/month in accelerated productivity vs ~$1,000/month tool cost
Technology Stack
- AI Model: OpenAI GPT-4o-mini
- Email Delivery: Google Workspace SMTP (Nodemailer)
- Calendar: RFC 5545 iCalendar (
.ics) generation + Google Calendar deep links — server-side, no third-party library - PDF: PDFKit — server-side, branded PDF with schedule and onboarding details
- Frontend: Multi-step React wizard with role-based dynamic checklists, curated dropdowns, and a live calendar event editor
- Backend: Next.js API route (serverless)
Want This for Your Business?
A production deployment connects directly to your HRIS (BambooHR, Workday, Rippling), triggers automatically when a new hire is added, routes IT tickets to your ticketing system (ServiceNow, Jira, Zendesk), syncs calendar events to Google Workspace or Microsoft 365, and tracks completion. It eliminates days of manual back-and-forth and ensures nothing falls through the cracks. A full deployment typically takes 1–2 weeks and starts at $2,500.