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New-Employee Access Provisioning Workflow

Turn an onboarded-hire event into a staged Google Workspace account, a vaulted credential, and a welcome Slack message — approve, then provision.

Best forAgencyB2BSaaSServices
Agents12 required
Duration3-6 minutes

The moment an HR record flips to onboarded, the workflow reads the hire's identity and role, maps it to a Google Workspace account (org unit, groups, license), computes a stable dedupe key, and stages the account-creation payload plus a secrets-manager plan for the temporary credential. It then drafts a personalized, brand-voiced welcome Slack message pointing the new employee to a secure login path — never a raw password. Nothing is created, written, or sent until an admin approves the staged plan, and re-runs skip anyone already provisioned.

How it runs

Multi-agent orchestration — here's the flow, step by step.

01

Pulls in-scope onboarded hires from the HR system of record and captures each hire's full identity and role fields.

crm scanner
01

Normalizes raw job title + department into a provisioning role profile (org unit, groups, license) from the role map.

recruitment screener
01

Runs the first-filter gate: excludes not-onboarded, suppressed/do-not-contact, and already-provisioned hires with named reasons.

triage router
02

Resolves the concrete Google Workspace account spec and computes the stable employee_id+email dedupe key for each hire.

onboarding planner
02

Cross-checks the resolved primary email against directory + memory, flags true collisions, and applies the naming collision rule.

data analyst
02

Sourced enrichment only: confirms manager Slack handle, team channel, and timezone from memory/records — nothing invented.

web researcher
03

Drafts the credential-handling plan (secrets-manager target, reference-only storage, expiry) with honest unverifiable fallback if absent.

sop writer
03

Drafts the personalized welcome Slack message with primary email and a secure login pointer — never a raw password.

internal comms writer
03

Enforces brand voice (tone, sign-off, sender persona) on the welcome message, defaulting warm-professional if unset.

brand voice agent
04

Persists dedupe keys in 'staged' state, then assembles the create-account payload and secrets-write plan without executing them.

distributor
04

Prepares the Slack welcome DM and team-channel note as drafts held for approval, wired to the connected workspace.

slack channel operations agent
04

Assembles per-hire provisioning cards, the safe execution timeline, and the skip/gap list into the approval package.

report formatter

Required Agents

12
  • crm-scanner
  • recruitment-screener
  • triage-router
  • onboarding-planner
  • data-analyst
  • web-researcher
  • sop-writer
  • internal-comms-writer
  • brand-voice-agent
  • slack-channel-operations-agent
  • distributor
  • report-formatter

Connections

Required

airtablegmailgoogleslack

Optional

gmailoutlookairtablecodanotion

What it does

  • Detects onboarded hires from a Sheet/Airtable/Coda/DB of record
  • Suppression + already-provisioned gate runs first, before any drafting
  • Maps role/department to Workspace org unit, groups, and license tier
  • Resolves collision-safe primary email with a documented naming rule
  • Stages a secrets-manager plan for the credential — never plaintext in output
  • Drafts a brand-voiced welcome Slack DM with secure login instructions
  • Stable dedupe key persisted before any write for safe re-runs and resumes
  • Nothing creates, stores, or sends until admin approval

Example prompt

A few people just got marked onboarded in our new-hires sheet — provision their Google Workspace accounts, store the temp passwords in our vault, and stage welcome Slack messages with their login info for me to approve.

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