New-hire Required-Policy Onboarding Tracker

The problem this kills

Every new hire is supposed to read and acknowledge a specific set of policies in their first week - and which policies depend on their role, their department, and where they work. A warehouse hire in Ohio doesn't sign the same packet as a remote sales rep in Spain.

So what actually happens? Someone in HR keeps a spreadsheet, copies last hire's email, guesses which policies apply, forwards a few PDFs, and hopes people reply "done." Acknowledgments live in inboxes. Nobody knows who's missing what. The deadline slips. Then an auditor asks for proof that Maria acknowledged the data-handling policy on day three, and you're digging through email for an hour.

This tool turns that scramble into a clean, tracked, auditable flow - and you can build it yourself this afternoon with an AI coding agent, no developer required.

What you'll build

A small private web app, just for your team, that:

• Imports your new hires from a CSV or Google Sheet (name, email, role, start date, department, location).
• Imports your role-to-policy mapping so the tool knows exactly which policies each role/department/location must acknowledge.
• Auto-assigns the right packet to each hire based on those rules - no more guessing.
• Puts HR in control: HR reviews and confirms the auto-assigned packet for each hire (and handles exceptions) before anything goes out.
• Collects acknowledgments from each employee, one policy at a time, with a timestamp.
• Nudges automatically: reminders to the employee, and escalation to their manager, as the deadline approaches and passes.
• Re-triggers on changes: if a hire changes role, department, or location, the newly required policies get added automatically.
• Exports completion evidence as a clean CSV - per hire, per policy, with who acknowledged what and when.

What's inside the Implementation Plan

The plan is a single file you paste into your AI coding agent. It walks the agent through building the whole tool, step by step, each step ending in a ready-to-copy prompt.

It opens by interviewing you about your business. Before a single line of code, the plan makes the agent ask about your real onboarding process - your actual role and policy names, how your role-to-policy rules work, your deadline (first day? first week?), your peak hiring volumes, your approval rules, and your messy edge cases (transfers, rehires, contractors). It reads back a short tailored spec, you give a thumbs-up, and only then does it build - so you get a tool shaped to how you actually onboard, not a generic template.

From there it builds the import, the rules engine, the HR confirmation gate, the employee acknowledgment screens, the automated reminders and manager escalation, and the evidence export.

The governance it includes (this is the point)

This isn't a toy. The plan bakes in the controls compliance teams actually need:

• Login so only your team can use the tool.
• Row-level security so people only ever see their own organization's data.
• A complete audit trail - who assigned, confirmed, acknowledged, reminded, and signed off, and exactly when.
• A human-in-the-loop gate - the AI drafts each hire's packet, but HR reviews, adjusts, and approves before anything is sent, and signs off the packet as complete at the end.
• Duplicate guards - the dedupe key is employee + policy, so the same acknowledgment can't be double-counted and the same hire can't be loaded twice.

Who it's for

HR onboarding teams and compliance partners who are responsible for making sure every new hire completes their mandatory policies on time - and who need to prove it later. If you live in spreadsheets and forwarded PDFs today, this is for you.

You've got this. Paste the first prompt and let the agent interview you.