If you’re onboarding new hires using spreadsheets and calendar juggling, you’re not alone—and this system is your upgrade. Built for fast-growing teams without an HRIS, our Custom Automated Onboarding System automates every key step of your employee onboarding process. No code, no complex software—just structured, scalable onboarding through Airtable, Google Workspace, and Zapier or Make.
What This Is — and Why It Works
Airtable is a powerful, visual database that feels like a spreadsheet but works like a lightweight app. It allows you to organize, track, and automate everything from employee data to onboarding checklists—all without writing code.
By integrating Airtable with tools you already use—like Zapier or Make.com for automations, Google Workspace for documents and calendars, and Slack or Trello for communication and tasks—we create a fully custom onboarding system that:
- Centralizes all your new hire data in one clean dashboard
- Automates manual steps (emails, documents, invites, provisioning)
- Tracks onboarding progress across teams in real time
- Eliminates the need for enterprise HR software or IT support
Think of it as a lean, modular HR system of various tools that grows with you—perfect for startups and scaling companies hiring across product, tech, and ops.
What It Automates – Step by Step
Once you update a hire’s status in Airtable, the system (comprised of additional tools) handles:
1. Employee Communication
- Sends personalized welcome email (time zone–aware)
- Shares onboarding folder with docs, guides, and calendars
- Posts team intro in Slack or MS Teams
2. Document Generation & Signing
- Auto-generates: offer letters, NDAs, training plans, handbook receipts, tax forms
- Sends documents via Gmail or routes for signature (Jotform, DocuSign, Dropbox Sign; requires subscription)
3. Calendar Scheduling
- Auto-schedules: welcome calls, team intros, compliance sessions, role-specific training
- Invites stakeholders and includes relevant docs or links
4. File & Knowledge Management
- Creates Google Drive folders titled by hire’s name/start date
- Organizes docs by category (legal, training, orientation)
- Sets sharing permissions for managers and employees
5. Internal Notifications
- Alerts IT for provisioning (GitHub, Slack, Notion, etc.)
- Notifies admin/ops for equipment requests or workspace prep
- Reminds finance to prep payroll or invoices
- Sends checklist and timeline to the manager
6. Progress Tracking & Follow-Up
- Tracks task completion via Airtable dashboards
- Flags stalled onboarding steps
- Sends automated reminders (e.g., unsigned forms, missing accounts)
7. Reporting & Accountability
- Weekly onboarding summaries to HR or founders
- Real-time Airtable views show completion % across departments
Real-World Onboarding Journeys
- Product Designer Onboarding
Welcome email → Drive folder & design toolkit → Slack team intro → Design sync scheduled → Figma + Notion access granted - Product Manager Onboarding
Offer letter auto-sent → Roadmap doc + Notion wiki shared → Team calendar invites sent → CRM account created - Engineer Onboarding Sprint
GitHub/Slack/Trello accounts provisioned → Codebase doc emailed → “Dev Environment Setup” calendar invite created → Slack reminders sent for pending tasks - Bulk Sales Hiring
CSV import → Batch welcome emails + documents sent → Equipment tickets created → Training calendar invites triggered → Daily dashboard shows % completed
Who This Is For
- Startups scaling hiring without an HR system
- Solo HR managers, COOs, or Founders
- Teams using Airtable, Google Workspace, Slack, and no-code tools
- Companies hiring across tech, product, and marketing
What’s Included
- Custom Airtable Base tailored to your hiring workflow
- Up to 10 No-Code Automations built in Zapier or Make.com
- Google Docs Template Library (offer, NDA, training, etc.)
- Real-Time Progress Dashboards & Tracking
- Full System Setup + 60-Minute Live Training Session
How the Project Works
- Request a quote; then accept the proposal and pay the deposti.
- Requirements Discovery (1–2 hours)
We review your current onboarding process, tools, and team structure. - Workflow & Automation Mapping (1–2 hours)
You’ll get a proposed architecture for Airtable and automation steps. - Process & Communication Design (2–4 hours)
We draft and customize all communications, documents, and calendar flows. - System Build & Testing (4–6 hours)
We build the Airtable base, connect all tools, and run end-to-end tests. - Live Training & Handoff (1 hour)
Includes training call + recorded walkthrough for your team.
ROI: Save 5–8 Hours Per Hire
Manual onboarding across tools typically takes 6–10 hours per employee—chasing signatures, sending docs, setting meetings, provisioning access, and follow-ups. This system automates 70–90% of that work.
For teams hiring:
- 5 employees/month: Save ~40 hours/month
- 20 hires/quarter: Save ~160 hours/quarter
- Over 1 year: Save 500+ hours in repetitive onboarding admin
That’s real time reclaimed for HR, Ops, and Founders—without hiring additional staff.
Disclaimer
This service is provided “as-is” without warranties of any kind. HR Launcher Lab is not responsible for changes to third-party APIs, platform limitations, or automation service availability. Client is responsible for maintaining access to Airtable, Google Workspace, Zapier or Make.com, and any integrated apps.
Keywords
automated onboarding, Airtable HR system, no-code onboarding automation, Zapier onboarding workflows, Make.com for HR, onboarding without HRIS, onboarding for product teams, Google Workspace onboarding tools, scalable HR automation, HR tools for startups
