Pre-hire onboarding workflow for Tallyfy

Do the prep work before day one

The time between offer acceptance and start date is when most onboarding prep should happen - but it's often wasted. This template kicks off background checks, equipment orders, account creation, and calendar setup so everything is ready when your new hire walks in.

15 steps

6 fields

9 automations

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Information Technology onboarding HR

Run this workflow in Tallyfy with people, AI, and conditions

Employee Onboarding - Pre-Start Run #2,481 Running now

1 done . 1 running . 13 to go

Status	Step	Assignee
Status: Completed	1. Complete new hire input form	TM Team member
Status: Active	2. Send welcome email why this works	Claude AI agent
Status: Waiting	3. Store new hire info for reference	TM Team member
Status: Conditional	4. Run background check why this works	Claude AI agent
+ 11 more steps below

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Process steps

Complete new hire input form

1 days from previous step

task

Fill in all the details about your new hire: name, role, start date, salary, and reporting structure. Get this right the first time - mistakes here cascade through every other step. Double-check spelling of their name.

Form fields in this step

Computer Preference *

Select other equipment required *

Does new hire require a Salesforce license? *

Does new hire require a SAP license? *

Send welcome email

1 days from previous step

Send a warm welcome from HR with all the key information: start date, arrival time, what to bring, and who to ask for. Include links to any paperwork they need to complete. Set the tone for a positive experience.

Store new hire info for reference

1 days from previous step

task

Save all the collected information where other teams can access it. Use consistent naming and folder structure. Other departments will need this info for their setup tasks.

Form fields in this step

Street address *

City *

State *

ZIP *

Run background check

1 days from previous step

task

Submit the background check request with complete and accurate information. Let the candidate know it is in progress. Track the status and flag any delays - you cannot start them without a clean check.

Add to payroll system

1 days from previous step

task

Set up the new hire in your HR and payroll system. Enter tax forms, direct deposit info, and benefits elections accurately. Test the data entry - nothing kills morale faster than a missed first paycheck.

Update org charts and roster

5 days from previous step

task

Add the new hire to organizational charts and the employee directory. Make sure their manager, title, and department are correct. People need to know who the new person is and where they fit.

Create user accounts

2 days from previous step

task

Set up email, network access, and core application logins. Use the correct naming convention and permissions for their role. Test the credentials before day one - account issues on the first day are frustrating.

Order and provision equipment

3 days from previous step

task

Order laptop, monitor, keyboard, and any other hardware they need. Allow enough lead time for delivery and setup. Have everything configured, tested, and ready at their desk before they arrive.

Schedule introductory meetings

5 days from previous step

task

Set up one-on-ones with key people the new hire needs to know. Spread these across the first two weeks so it is not overwhelming. Include anyone they will work closely with or depend on.

Add to team meetings

5 days from previous step

task

Put the new hire on all relevant recurring team meetings. Start from day one so they can observe how the team works together. Include the meeting context in the calendar invite.

Create CRM account

5 days from previous step

task

Set up their account in the CRM system with appropriate access levels. Assign them to the right team or territory. Test that they can see what they need to see.

Request ERP system access

5 days from previous step

task

Submit the request for their ERP account with the correct role and permissions. These requests often take time, so start early. Follow up if you do not hear back within a few days.

Add to company-wide meetings

5 days from previous step

task

Include the new hire in all-hands calls and company-wide communications from day one. This helps them understand the bigger picture and feel part of the organization.

Verify background check complete

5 days from previous step

task

Confirm the background check came back clear before the start date. If there are issues, address them immediately - do not wait until day one to discover problems.

Schedule day one onboarding

5 days from previous step

task

Plan out the entire first day: arrival time, who greets them, orientation schedule, lunch plans, and first assignments. A structured day one makes a huge difference in how welcomed someone feels.