Cross-department Onboarding Task Tracker
Turn each new hire into a complete, owner-routed onboarding checklist - IT, HR, facilities, manager, and training - with due dates back-calculated from the start date, so nothing falls between departments.
A private internal tool that generates a tailored onboarding checklist per new hire, routes each task to its owner with start-date-driven due dates, gates dispatch behind a coordinator approval, tracks completion, and shows a day-one readiness dashboard.
Before you start
- A free Supabase account
- A free Vercel account
- A free Resend account
- Your new-hire list and onboarding task templates (a spreadsheet is fine)
The problem this kills
Every new hire is a relay race run by email. You forward the start date to IT for the laptop and accounts, ping HR for paperwork, ask facilities for a badge, remind the hiring manager to book intros, and assign the training modules - then you spend the next two weeks chasing all of them to find out what actually got done. One dropped task and someone shows up on day one with no laptop, no badge, and no logins.
The work isn't hard. The coordination is. There's no single place that knows, for this specific person in this specific role and location, exactly what needs to happen, who owns it, when it's due, and whether it's done.
What you'll build
A private web app for your onboarding/people-ops team that:
- Takes a new hire (role, start date, location, onsite/remote/contractor) and applies the right task template.
- Generates the full cross-team checklist with an owner and a due date on every task - due dates back-calculated from the start date and each task's lead time.
- Lets the coordinator review and approve the generated task set per hire before anything is sent.
- Dispatches each task to its owner via email, collects their "done" confirmation, and shows a live readiness dashboard.
- Escalates overdue tasks that block day one, and exports a clean task-status CSV.
What's inside the Implementation Plan
The plan is a single file you paste into an AI coding agent (Claude Code). It builds the whole tool with you, step by step, in plain language - no prior coding needed.
It opens by interviewing you about your business - your roles and locations, who owns IT vs HR vs facilities tasks, your real lead times, your onsite/remote/contractor variants, and your messy exceptions - so the tracker is tailored to how you actually onboard, not a generic template. It reflects a short spec back to you for a thumbs-up before it builds anything. Then it walks through the data model, the template engine, the approval gate, the email dispatch, the readiness dashboard, and the CSV export - each step ending in a ready-to-paste prompt.
The governance it includes (this is the point)
This isn't a toy. The plan bakes in the controls that make an internal tool safe to actually use:
- Login so only your team can get in.
- Row-level security so each user only ever sees their own organization's data.
- A full audit trail - who generated, approved, dispatched, and completed every task, with timestamps.
- A hard human-in-the-loop approval gate - the tool drafts the task set; the coordinator reviews and approves before any task is dispatched, and signs off "ready for day one" before a hire is marked ready.
- Duplicate guards - the same new-hire-plus-task can't be generated or dispatched twice.
Who it's for
Onboarding and people-ops coordinators who are tired of being the human glue between IT, HR, facilities, and hiring managers - chasing every department by email for every single new hire. If you run new-hire ramp by spreadsheet and follow-up, this is for you.
You've got this - paste the first prompt and let the agent interview you.