See how the HR AppStack streamlines onboarding using the Automation Builder. Automatically assign tasks, set up accounts, issue devices, and send real-time notifications—all triggered by an employee’s start date. Simple, powerful, and fully customizable.
0:00 Hey everybody, Dave Stephens, Chief Product Officer, ServiceAI HR AppStack. We’re talking about HR onboarding, uh, in this video. Let’s get into it.
0:10 Alright, so, question is, how do you automate the HR onboarding process when you have a new employee? And, uh, the answer within ServiceAI is using the beautiful Automation Builder.
0:23 The Automation Builder is great for AI-related automations, regular automations, all kinds of automations. And so, let me show you a little bit about the setup we have in here right now.
0:33 So, we’ve got an automation called New Employee Onboarding Tasks. I can expand this and take a look at it. I can collapse it, or I can go ahead and edit.
0:42 If I edit, I go into the Automation Builder. You’ll see, here’s the title, Start New Employee Onboarding Tasks. What it’s set up to work on is the employee app.
0:53 It’s triggered on after creator update of an employee record, and when the start date changes, and we’re looking for a start date to exist, and the employee stage is active.
1:05 And if all these criteria are met, then BANG! You’re gonna get all this automation happening in your system. Uh, automatically.
1:14 So, automations automatically. Crazy. So, uh, let’s see what it does. It creates a bunch of tasks. So, it’s gonna, uh, put in a task to order new employee supplies.
1:24 That’s gonna be assigned to Benjamin Baker. It’s gonna assign a physical location. That’s gonna be assigned to Isabel. You can assign these, uh, tasks dynamically, using what’s on the employee record itself, or you can hard code them.
1:36 And say, no, man, Benjamin always handles it, and that’s fine. We assign Office 365 account and license, send the welcome email, issue employee devices, start the credentialing process, create employee payroll record, and so on, and so forth.
1:50 In addition, inside Service AI, you have a notification builder that can be used to trap all sorts of cool events, so you’re notified in real time You what’s going on.
2:01 So, you can see here, there’s three that are around new employee. We’re going to be using this one for operations, okay, and it’s going to issue a notification, um, saying, hey, you got a new hire, um, and it’s, if the start dates gets filled in and the department is office admin, and you’ll see for
2:19 this new employee record that that’s, that’s indeed what we did. Okay, so these are the ads, many things that you do.
2:26 Um, once you’re over here, um, by the way, I can check out my preferences and see, okay, you know, maybe I’ll do that.
2:34 I’ll go over to this window and I’ll just show you, uh, the HR admin’s preferences for notifications, and you can see that, um, she’s subscribed to new employee operations and she’s basically getting that notification every possible week.
2:48 So people can individually pick, like, how they want to receive the real-time notifications and which real-time notifications they want to receive.
2:58 As an admin, you can auto-subscribe people so you don’t have to constantly remind them, hey, sign up for this. But they do have control over, uh, what they’re going to receive, which is awesome.
3:07 Okay, so here’s our new employee, Koda Hausen. Koda’s our favorite name. Thank you. Uh, little bear. And, um, we’re going to go ahead and put in a start date.
3:16 We’re going to say that Koda starts on Monday, May 19th. Okay. And then we’ll see what happens. There we go.
3:25 That’s cool. So now we’ll wait just a little bit. And, um, what we should see is that the automation fires and all this stuff starts happening. So we’ll go ahead over here to this record and we’ll go to tasks and we’ll see that the tasks are starting to flow in.
3:43 And if I go to the activity for, um, for Koda, um, you’ll see that it’s all happening. Order new employee supplies, office, license, this and that.
3:53 Um, and, uh, we’ll go ahead and refresh this page and, um, and get up to date on what’s going on.
4:00 You see in the end. There are seven tasks created, um, as the automation completes on and all the stuff just fired, just like you’d expect.
4:09 And if I want to go to the tasks in particular, I can go over to this panel or I can stay on the activity timeline.
4:15 So onboarding made super duper simple, uh, using service AI. If I go back to the employee, uh, list here and maybe do, uh, a refresh.
4:25 We’ll refresh here. We should see that we’re getting a notification. Yep. Here it is. A new operations employee Coda has been hired.
4:33 Their start date’s 519. Please ensure your team is ready for Coda to start work. Perfect. So onboarding made super automated, super simple service AI, HR onboarding.
