AI Onboarding Concierge

What does this AI Agent workflow deliver?

Fully automated onboarding for new employees, from paperwork collection to training schedules, all tailored to each role.

• Immediate, friendly communication with new hires via Slack – an AI assistant welcomes them, provides resources, and is on call to answer common questions.
• Streamlined data collection: new hires input their information and preferences through a Typeform. The agent auto-transfers this data into organized Google Sheets (or your HRIS) and alerts relevant teams (IT, payroll, etc.) of what’s needed.
• Personalized onboarding plans using AI: the agent pulls from Notion templates and policy documents to generate a custom first-week agenda, a role-specific training checklist, and a FAQs guide for each new hire.

Outcome:

• Faster onboarding with far less manual effort – HR teams save hours on coordination and repetitive Q&A.
• Improved new hire experience: employees feel supported from day one by a 24/7 assistant that can help them even outside of HR’s office hours.
• Fewer errors and oversights (no forgotten accounts or missing equipment) as the agent ensures every onboarding checklist item is tracked and completed.
• Scalable onboarding for growth – whether you have 1 or 100 new hires starting, the AI agent scales the process seamlessly without overloading the HR team.

Why does it matter?

Pain Point (HR & New Hires)	AI Agent Solution (Onboarding Concierge)
New hire paperwork and data entry are tedious, manual, and error-prone.	Automates collecting personal details, tax forms, etc., via Typeform. The agent then updates Google Sheets/HR systems without human data entry, eliminating errors and saving time.
HR must repeat the same orientation info for every hire.	AI-generated onboarding guides and schedules give each new hire a self-service packet of role-specific info (sourced from Notion). They get answers immediately, without waiting for HR’s availability.
New employees often feel lost or hesitant to ask questions.	A Slack-based AI assistant is available to answer common queries instantly (using company policy and FAQ data). It can also proactively check in with the new hire throughout week one to ensure they’re settling in.
Coordinating across departments (IT for equipment, managers for training) is complicated.	The agent sends automated Slack reminders to IT with the new hire’s setup needs, to managers to schedule training sessions, and tracks all tasks in a central sheet. This cross-team coordination happens reliably without HR having to chase people.

Step-by-step setup:

1. Set up integrations and resources: Connect Slack, Typeform, Google Sheets, and Notion in Unitron AI. Prepare your Typeform for new hires to input their info, and ensure onboarding templates/policy documents are stored in Notion.
2. Trigger the onboarding: Configure the agent to activate when a new hire’s data is added. For example, HR can add a new row in a “New Hires” Google Sheet (with name, role, start date), or the trigger can be the submission of the new hire’s Typeform.
3. Collect and record data: On the start date (or immediately upon trigger), the agent sends the new hire a personalized Slack message – a warm welcome and a link to the onboarding Typeform if they haven’t filled it out yet. Once the form is submitted, the agent automatically fills those details into the Google Sheet and any connected HR systems.
4. Provide a tailored welcome kit: Using the hire’s role, department, and any inputs from the form, the agent pulls relevant content from Notion. It uses AI to compile a customized “Welcome Kit” – outlining the first week’s schedule, key team members to meet, login credentials setup, and links to essential resources. This kit is delivered to the new hire via Slack (as a document or message series).
5. Automate task assignments: The moment the new hire starts, the agent kicks off tasks for other teams. For example, it pings IT on Slack with the new hire’s info and required equipment (from the Typeform responses), creates a task checklist in the Google Sheet for IT and managers, and notifies the hiring manager to schedule the first meeting. All stakeholders get clear action items automatically.
6. Ongoing Q&A support: Throughout the onboarding, the new hire can ask the AI assistant questions in Slack (e.g., “How do I set up email on my phone?” or “When is the next company holiday?”). The agent uses natural language understanding to find answers from the Notion HR policy pages or FAQs. If a question is too specific or unusual, the agent can flag an HR team member to step in, ensuring the new hire always gets an answer.
7. Completion and feedback: At the end of week one (or a timeframe you choose), the agent can send the new hire a short Typeform survey about their onboarding experience. Responses are logged for HR to review. If any rating is low or an issue is mentioned, the agent alerts HR on Slack so they can follow up. This closes the loop, helping continuously improve the onboarding process with AI handling the heavy lifting.