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HR workflow automation - recruiting, onboarding, employee management, and offboarding processes
HR Automation
Automate HR workflows including recruiting, onboarding, employee management, and offboarding. Based on n8n's HR workflow templates.
Overview
This skill covers:
Recruiting pipeline automation
Employee onboarding workflows
Performance review cycles
Time-off management
Offboarding processes
Recruiting Automation
Applicant Pipeline
recruiting_pipeline:
stages:
- applied
- screening
- phone_interview
- technical_interview
- onsite_interview
- offer
- hired
automations:
new_application:
trigger: application_received
actions:
- send_confirmation: to_candidate
- notify_recruiter: slack
- add_to_tracking: airtable
- ai_resume_screen: if_enabled
stage_change:
trigger: candidate_moved
actions:
- update_candidate: in_ats
- notify_team: relevant_interviewers
- send_email: stage_specific_template
interview_scheduled:
trigger: calendar_event_created
actions:
- send_confirmation: to_candidate
- send_prep_materials: to_interviewers
- create_scorecard: in_system
AI Resume Screening
ai_screening:
model: gpt-4
prompt: |
Review this resume for the {job_title} position.
Job Requirements:
{job_requirements}
Resume:
{resume_text}
Evaluate:
1. Skills match (1-10)
2. Experience match (1-10)
3. Key strengths
4. Potential concerns
5. Recommended: Yes/No/Maybe
automation:
- if: score >= 8
action: advance_to_screening
- if: score 5-7
action: flag_for_review
- if: score < 5
action: auto_reject + send_rejection
Interview Scheduling
interview_scheduling:
workflow:
1. candidate_advances:
trigger: stage_change_to_interview
2. check_availability:
interviewers: from_hiring_plan
candidate: request_via_email
3. find_slots:
algorithm: first_available_matching
buffer: 15_minutes_between
4. send_invites:
to: [candidate, interviewers]
include: [zoom_link, calendar_invite, prep_docs]
5. reminders:
- 24h_before: all_parties
- 1h_before: all_parties
6. post_interview:
- collect_feedback: from_interviewers
- aggregate_scores
- trigger_next_stage: if_approved
Onboarding Automation
New Hire Workflow
onboarding_workflow:
trigger: offer_accepted
duration: 30_days
pre_start:
day_minus_14:
- send_welcome_email
- collect_documents: [id, tax_forms, direct_deposit]
- order_equipment: laptop, peripherals
day_minus_7:
- create_accounts: [email, slack, tools]
- add_to_systems: hris, payroll
- schedule_orientation
- assign_buddy
day_minus_1:
- setup_desk: if_office
- ship_equipment: if_remote
- send_first_day_info
first_day:
morning:
- welcome_meeting: with_manager
- it_setup: credentials, tools
- team_introductions
afternoon:
- hr_orientation: policies, benefits
- access_verification
- buddy_lunch
first_week:
- daily_checkins: with_manager
- tool_training: as_needed
- team_meetings: join_all
- documentation_review
first_month:
- weekly_1on1s: with_manager
- project_assignment
- goal_setting
- 30_day_survey
Onboarding Checklist Automation
onboarding_checklist:
employee_tasks:
- complete_i9: deadline_day_3
- setup_direct_deposit: deadline_day_7
- complete_benefits_enrollment: deadline_day_30
- review_handbook: deadline_day_7
- complete_training: deadline_day_14
manager_tasks:
- introduce_to_team: day_1
- assign_onboarding_buddy: day_1
- set_30_60_90_goals: week_1
- schedule_recurring_1on1s: week_1
- provide_project_context: week_1
it_tasks:
- create_email: day_minus_1
- provision_tools: day_minus_1
- setup_hardware: day_1
- grant_system_access: day_1
- security_training: week_1
notifications:
incomplete_task:
- remind_owner: at_50%_deadline
- remind_owner: at_80%_deadline
- escalate: at_100%_deadline
Employee Management
Time-Off Requests
pto_workflow:
request:
trigger: employee_submits_request
fields: [start_date, end_date, type, reason]
approval:
routing:
- if: days <= 3
approver: direct_manager
- if: days > 3
approver: [manager, hr]
automation:
- notify_approver: slack_dm
- set_deadline: 48_hours
- if_no_response: escalate
approved:
actions:
- update_calendar: block_dates
- notify_team: upcoming_pto
- update_hris: deduct_balance
- send_confirmation: to_employee
denied:
actions:
- notify_employee: with_reason
- log_denial: for_compliance
Performance Reviews
performance_review_cycle:
schedule: quarterly
workflow:
week_1:
- launch_cycle: notify_all
- self_assessment: open
week_2:
- self_assessment: deadline
- peer_feedback: open
week_3:
- peer_feedback: deadline
- manager_review: open
week_4:
- manager_review: deadline
- calibration: hr_and_leadership
- finalize_ratings
week_5:
- deliver_reviews: manager_meetings
- goal_setting: next_quarter
automation:
reminders:
- 3_days_before_deadline: gentle
- 1_day_before: urgent
- overdue: daily_until_complete
analytics:
- completion_rates
- score_distribution
- feedback_themes
Offboarding
Offboarding Workflow
offboarding_workflow:
trigger: resignation_submitted OR termination
immediate:
- acknowledge_resignation: to_employee
- notify_hr: for_processing
- notify_manager: for_transition_planning
- notify_it: for_access_review
planning_phase:
- calculate_final_pay
- schedule_exit_interview
- create_transition_plan
- document_knowledge_transfer
last_week:
- knowledge_transfer: sessions
- collect_equipment
- remove_system_access: scheduled
- update_team_distribution
last_day:
- exit_interview: hr
- return_badge_keys
- revoke_all_access
- send_farewell: if_voluntary
post_departure:
- process_final_paycheck
- send_benefits_info: cobra
- archive_files
- offboarding_survey: 30_days_later
Access Revocation
access_revocation:
immediate_on_termination:
- email: disable
- sso: revoke
- vpn: revoke
- physical_access: revoke
- company_credit_cards: cancel
within_24_hours:
- tool_licenses: remove
- shared_drives: transfer_ownership
- code_repositories: remove
- customer_systems: remove
audit:
- document_all_revocations
- verify_no_remaining_access
- compliance_report
Compliance Tracking
Document Management
document_compliance:
required_documents:
- i9: deadline_3_days
- w4: deadline_first_payroll
- emergency_contact: deadline_7_days
- direct_deposit: deadline_first_payroll
- handbook_acknowledgment: deadline_7_days
- benefits_election: deadline_30_days
tracking:
- notify_employee: missing_docs
- notify_hr: compliance_risk
- escalate: after_deadline
storage:
- location: secure_hris
- retention: per_legal_requirements
- access: hr_only
Output Example
Request: "Create an employee onboarding checklist automation"
Output:
# Employee Onboarding Automation
## Trigger
New hire added to HRIS (e.g., BambooHR, Workday)
## Pre-Start Checklist
### Day -14
- [ ] Send welcome email
- [ ] Collect: ID, Tax forms, Banking info
- [ ] Order laptop & equipment
### Day -7
- [ ] Create email account
- [ ] Create Slack account
- [ ] Add to HRIS
- [ ] Schedule orientation
- [ ] Assign buddy
### Day -1
- [ ] Ship/setup equipment
- [ ] Send Day 1 instructions
- [ ] Prepare workspace (if office)
## Day 1 Checklist
### Morning
- [ ] Manager welcome (9am)
- [ ] IT setup (10am)
- [ ] Team introductions
### Afternoon
- [ ] HR orientation (1pm)
- [ ] Buddy lunch
- [ ] Tool walkthroughs
## Notifications
```yaml
overdue_task:
- 50% deadline: Friendly reminder
- 80% deadline: Urgent reminder
- 100% deadline: Escalate to manager
n8n Workflow
trigger: New employee in BambooHR
actions:
- Create accounts (Google, Slack)
- Add to Notion onboarding tracker
- Send Slack welcome
- Schedule calendar events
- Create task checklist in Asana
---
*HR Automation Skill - Part of Claude Office Skills*don't have the plugin yet? install it then click "run inline in claude" again.