New Hire Onboarding Coordinator · Operations
Give every new hire a planned first week, without the scramble
Add a new hire to your sheet and get a role-specific first-week plan and owned checklist in Notion, a prep email to the manager and a welcome on their start date.
Free account to start. Buying and running live need a paid plan.
- Starts from an event in a connected app
- 2 AI steps
- About 25 min to set up
Sound familiar?
The job, before and after this agent.
What it feels like today
- “New hires show up and their laptop and accounts aren't ready.”
- “Every manager onboards differently, so some people get a great first week and some get nothing.”
- “We forget to welcome people or introduce them to the team.”
What you get with the agent
- A role-specific first-week plan built from your onboarding rules.
- An onboarding checklist in Notion covering accounts, equipment, HR and payroll items, each with an owner.
- A prep email to the manager with their list and the Notion link to review and edit.
- On the start-date morning, a welcome email to the new hire with your first-day details.
- An introduction in your team Slack channel, so day one feels like a welcome.
Before
A new account executive starts Monday. On Friday afternoon someone realizes nobody ordered a monitor or set up CRM access, and the manager is improvising a first-week plan over the weekend.
After
The day the row is added, Notion has a first-week plan and a checklist with owners, and the manager has a prep email. On Monday morning the new hire gets a warm welcome and an intro in #team.
How it works
The whole workflow, step by step.
Starts from each new hire added to your New hires sheet in Google Sheets. AI builds a role-specific first-week plan, an onboarding checklist (accounts, equipment, HR and payroll items, each with its owner) and the manager's prep list from your onboarding rules, files them as a Notion page with to-dos, and emails the manager the prep list and the page link to review and edit. It then waits until the start date morning, emails the new hire a welcome with your first-day details (replies go to the manager) and introduces them in your #team Slack channel. Start dates more than 30 days away get the welcome drafts sent to the manager instead. It doesn't create accounts or do payroll or I-9 checks — those are checklist items for their owners.
- TriggerNew row in your New hires sheet
- LogicCheck the start date
- AI stepBuild the first-week plan
- App callCreate the onboarding page
- App callAdd the checklist
- OutputEmail the manager
- AI stepWrite the welcome
- LogicCheck the timed welcome
- LogicWelcome on the start date?
- Within 29 days:Wait until the start date
- Too far / no date:Send the manager the welcome drafts
- OutputSend the manager the welcome drafts
- OutputDrafts sent to the manager
- LogicWait until the start date
- OutputEmail the welcome
- App callIntroduce them in #team
- OutputWelcomed
This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.
- Step 1New row in your New hires sheetStarts for each new hire added at the bottom of your New hires sheet (name, personal email, role, manager, manager's email, start date). Checked on your plan's schedule interval.
- Step 2Check the start dateIn code, not AI: reads the row's start date, works out how many days away it is and whether the timed welcome fits (today up to 29 days ahead — a run can wait at most 30 days), and sets the welcome time (08:00 on the start date; change add.time, and set timezone here to your company's zone, e.g. America/Denver — UTC otherwise).
- Step 3Build the first-week planAI builds a role-specific first-week plan, the onboarding checklist (accounts, equipment, HR and payroll items with owners) and the manager's prep list from your onboarding rules.
- Step 4Create the onboarding pageAdds the new hire's onboarding page to your Notion onboarding database, with the first-week plan.
- Step 5Add the checklistAdds the onboarding checklist to the page as Notion to-dos, each with its owner, so the team can tick them off.
- Step 6Email the managerSends the manager who's starting, the prep list and the link to the Notion page to review and edit.
- Step 7Write the welcomeAI writes the new hire's welcome email and the #team introduction. Whether the timed welcome fits, and when it goes, was worked out in code.
- Step 8Check the timed welcomeIn code: the start date check passed (today up to 29 days ahead), there is exactly one valid new-hire email, and the welcome has a subject and body with no placeholders left. Anything that fails goes to the manager instead, with the reason.
- Step 9Welcome on the start date?Welcomes that pass the checks are sent on the start date; otherwise the manager gets the drafts to send themselves.
- Step 10Send the manager the welcome draftsWhen the start date is more than 29 days away, past or missing (or the new hire's email is missing), the manager gets the welcome email and #team post to send themselves.
- Step 11Drafts sent to the managerThe run history keeps the plan, the page link and the drafts.
- Step 12Wait until the start datePauses the run until 08:00 on the start date (computed in code in “Check the start date”; at most 30 days); the run resumes on its own.
- Step 13Email the welcomeSends the welcome to the new hire's email, with replies going to their manager.
- Step 14Introduce them in #teamPosts the short introduction to your team channel in Slack.
- Step 15WelcomedThe run history keeps the plan, the page link, the welcome and the post.
Example run
What goes in, and what comes out.
Example with fictional data
Comes in
New row in the fictional Northgate Labs New hires sheet: Sam Lee, Account Executive, Sales, manager Ruth Park, start date in 10 days, remote, needs a monitor shipped.
The agent produces
Notion page with a 5-day plan (CRM training, call shadowing, first pipeline review) and 12 checklist items with owners, including “Ship monitor” for IT. Prep email to Ruth. Welcome and #team intro scheduled for the start-date morning.
What you need
Everything it takes to run it.
About 25 minutes from purchase to live. A checklist above the canvas takes you through each step.
Plan
Included in Enterprise; on other paid plans it's $119 once. Agents run live on paid plans, from Basic ($39/mo).
Your AI key
Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.
Apps
- Google SheetsLive
- NotionLive
- SlackLive
Checklist
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Google Sheets, Notion and Slack, connected in Settings → Integrations.
- A New hires sheet with the manager's email, the new hire's email and the start date, and a Notion onboarding database.
Setup, about 25 minutes
- Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
- Connect Google Sheets. Connect the Google account that can open the New hires sheet (Settings → Integrations → Google Sheets).
- Connect Notion. Connect Notion and share your onboarding database with the Fluxo Flow integration (Settings → Integrations → Notion).
- Connect Slack. Connect your Slack workspace (Settings → Integrations → Slack).
- Pick the New hires sheet. Open the trigger, pick your Google account, paste the spreadsheet link and the tab name.
- Paste your onboarding rules. Open “Build the first-week plan” and replace the placeholder with your first-day details, standard items, accounts per role and HR/payroll items.
- Pick the onboarding database. Open “Create the onboarding page” and pick your account and database, then pick the same account in “Add the checklist”.
- Pick the team channel. Open “Introduce them in #team” and pick your account and channel. Invite the app to private channels first (/invite @Fluxo Flow).
- Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
- Switch the trigger on. Open the trigger and click “Activate app trigger”: new hires added after activation are picked up on your plan's schedule interval.
Is it a fit?
Who it's for, and what it won't do.
Built for
- People-ops and HR teams at growing companies
- Founders hiring their first employees
- Hiring managers onboarding several roles
- Remote-first teams
What it doesn't do
- It doesn't create accounts, order equipment, run payroll or do I-9 / right-to-work checks; it lists them as checklist items for their owners and gives no legal or tax advice.
- The manager reviews the plan by editing the Notion page; the welcome itself isn't re-generated from those edits.
- Start dates more than 29 days out skip the timed welcome (a run can wait at most 30 days).
- It reads new rows only: rows edited later, or inserted in the middle of the sheet, aren't picked up.
We list the limits up front so you can decide before you buy.
Price
$119 one-time
Per workspace. It never renews.
- Included at no extra cost on Enterprise.
- Buying and running it live need a paid plan, from Basic ($39/mo).
- Dry Run costs nothing: simulated AI and app calls, nothing sent.
- AI usage is billed by your own provider, at cost. No AI credits to buy from us.
One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy
FAQ
Questions about New Hire Onboarding Coordinator.
Does it create accounts or handle payroll?
No. Accounts, equipment, payroll and I-9 or right-to-work checks become checklist items for their owners. It gives no legal or tax advice; people still do the work, but nobody forgets it.
Can managers change the plan?
Yes. The manager reviews and edits the Notion page. Start dates more than 30 days away, past or missing get the welcome drafts sent to the manager to send themselves.
What's needed to set it up?
About 25 minutes: a New hires sheet in Google Sheets, a Notion onboarding database, Slack and your onboarding rules. To run it live you need a paid plan and your own AI provider key (OpenAI, Anthropic, Google and others), added in Settings. Dry Run on sample data is free, so you can see real output before you commit.
Is it worth the price?
It's a one-time purchase that never renews. A new hire who has a bad first week costs far more in lost momentum.
What should the New hires sheet look like?
One row per new hire, added at the bottom: Name, Personal email, Role, Team, Manager, Manager email, Start date (YYYY-MM-DD is safest), Location, Notes. Column names can vary; the agent reads them from the header row.
Does it create accounts or run payroll?
No. Accounts, equipment, I-9 / right-to-work checks and payroll set-up are listed as checklist items for their owners in Notion; people do them.
When does the welcome go out?
At 08:00 on the start date, as long as the start date is today or within 29 days of the row being added (a Wait step can pause a run for up to 30 days). Both are worked out in code in “Check the start date”: change the time there (add.time) and set your company's time zone (timezone, e.g. America/Denver; UTC otherwise). Otherwise the manager gets the drafts to send.
Is this a subscription?
No. New Hire Onboarding Coordinator is a one-time purchase of $119 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.
Can I test it before it touches real data?
Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.
Put New Hire Onboarding Coordinator to work.
Free account, no credit card. Your Agents page opens with New Hire Onboarding Coordinator ready to buy and set up, then Dry Run it before it goes live.