New-Hire Onboarding Checklist Orchestrator

The problem this kills

Onboarding lives in a master spreadsheet and a flurry of reminder emails. HR pings IT for the laptop, IT forgets, facilities never got the desk request, the manager didn't book the welcome lunch, and on day one the new hire sits at an empty desk with no logins. Every role needs slightly different steps, remote hires need different ones than in-office, and rehires need fewer - but it all gets retyped by hand each time. Nothing escalates when it slips, and the only way to know if someone is "ready for day one" is to chase six people over chat.

This tool replaces the spreadsheet-and-nagging routine with a single system that knows your templates, assigns the right owners, counts down from each start date, reminds people automatically, and shows you a green/red readiness board.

What you'll build

A small, private web app for your people-ops team:

• Add a new hire (name, role, department, location, start date, manager) in one short form.
• Auto-generate the checklist from your own templates, chosen by role and department, with each task assigned an owner and a due date computed from the start date (T-7, T-1, Day 1, Week 1).
• A human approval gate: HR reviews the generated list, adds role-specific extras, and signs off. Nothing is assigned and no emails go out until a person approves.
• Notifications and reminders to task owners via email, with automatic escalation when a task goes overdue.
• A live completion dashboard showing each new hire's readiness and what's still open, plus a one-click CSV export of task status.
• Remote vs in-office and rehire handling baked into which tasks appear.

What's inside the Implementation Plan

A complete, paste-and-go runbook written for a non-coder. It opens by interviewing you about your actual business - your real roles and departments, how your current checklist is organized, who owns which tasks, your typical and peak hiring volumes, your exact approval rules, and your messy edge cases (remote hires, rehires, contractors, delayed start dates). It reflects a short tailored spec back to you for a thumbs-up, then shapes the data model and every build step around your answers - so you get a tool that fits how you actually onboard, not a generic template.

From there it walks you step by step: setting up the database and login, importing your templates and owner directory, building the new-hire form and the checklist generator, wiring the approval gate, sending notifications and escalations through Resend, and standing up the dashboard and CSV export. Each step ends with a ready-to-copy prompt you paste straight into your AI coding agent.

The governance it includes (this is the point)

• Login so only your team can use the tool.
• Row-level security so people only ever see their own organization's hires and tasks.
• A complete audit trail - who approved which checklist, who marked which task done, and when.
• A hard human-in-the-loop approval gate before any tasks are assigned or any emails are sent: the app drafts the checklist, HR reviews and approves, and only then does it commit.
• Duplicate guards keyed on employee ID (or email) plus start date, so the same person can't be onboarded twice.

Who it's for

HR coordinators and people-ops professionals who currently run onboarding off a master spreadsheet and a stream of reminder emails, and want a reliable system that tailors itself to each new hire and chases the owners for them - without hiring a developer.

You've got this - paste the first prompt and let the interview tailor it to your team.