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HR agent

New hire onboarding

Every signed offer turned into a ready first day: the employee record, accounts, the laptop request and the day-one plan set up once, and payroll checked against the offer.

  • $12,500 fixed
  • Live in 3 to 6 weeks
  • Yours to keep
Let’s build your agent How it works
The review screen for New hire onboarding: four items, three done, and one (Salary mismatch) waiting for the HR lead, who is asked: Payroll salary doesn’t match the signed offer. Correct payroll to the offer?
How it works

Sam starts October 20. His first week is already planned.

Here’s a typical run, step by step: what automation handles, what the agent does, and the calls that stay with your team.

The workflow for New hire onboarding, in 5 steps. It starts with “The offer is signed” and ends with “Ready for day one”. Each step lists what automation, the agent and your team do there.
New hire onboardingA typical run
Starts withThe offer is signedSam Okafor signs his senior engineer offer in applicant tracking, starting October 20.
The agent: Reads the signed offer for title, salary, start date, location and manager, including anything agreed in a side letter.
Automation: Creates Sam’s record in the HR system from those details, so nobody types him in again.
~12h/mo

Step 1 of 5Read the offer

  • The agent

    Reads the signed offer for title, salary, start date, location and manager, including anything agreed in a side letter.

    A sign-on bonus in a side letter, or a start date moved by email, never makes it onto a form by itself.

  • Automation

    Creates Sam’s record in the HR system from those details, so nobody types him in again.

    With the details read once, every field in the record matches the signed offer.

Reads
  • Applicant tracking
Writes
  • HR system

~12 hours a month back

Automation: Checks the salary set up in payroll against the signed offer before the first pay run. For Sam they’re $8,000 apart.
IfYour team: Looks at both numbers, works out which one was promised and corrects payroll before Sam’s first pay run.
~3h/mo

Step 2 of 5Check the pay

  • Automation

    Checks the salary set up in payroll against the signed offer before the first pay run. For Sam they’re $8,000 apart.

    It’s one figure in payroll against one figure in a signed document.

  • Your teamIf pay doesn’t match the offer

    Looks at both numbers, works out which one was promised and corrects payroll before Sam’s first pay run.

    The agent never changes pay. Which figure is right is a question about what Sam was promised.

Reads
  • Payroll
Writes
  • Payroll

~3 hours a month back

The agent: Reads your engineering checklist and the last few hires’ setups, and picks the accounts, code access and groups Sam needs.
Automation: Sends the account requests and the laptop request to IT, each one due before October 20.
~20h/mo

Step 3 of 5Set up access

  • The agent

    Reads your engineering checklist and the last few hires’ setups, and picks the accounts, code access and groups Sam needs.

    A checklist that says “standard engineering access” only means something once you’ve looked at what people got.

  • Automation

    Sends the account requests and the laptop request to IT, each one due before October 20.

    IT has a request form, and Sam’s record fills it in. IT still buys and ships the laptop.

Reads
  • HR system
  • IT tickets
Writes
  • IT tickets

~20 hours a month back

Where teams differPlenty of companies ship the laptop to the new hire’s home. Others hand it over at a desk on the first morning.

Automation: Emails Sam his tax and emergency contact forms from your HR address, and reminds him until they’re back.
~9h/mo

Step 4 of 5Send the forms

  • Automation

    Emails Sam his tax and emergency contact forms from your HR address, and reminds him until they’re back.

    The forms and the wording are the same for every hire in a state. Only the name and date change.

Reads
  • HR system
Writes
  • E-sign

~9 hours a month back

The agent: Drafts Sam’s first week from your checklist and his team’s calendars, then sends it to his manager to change.
~10h/mo

Step 5 of 5Plan the first week

  • The agent

    Drafts Sam’s first week from your checklist and his team’s calendars, then sends it to his manager to change.

    A good first week depends on who is around and what the team is shipping, and both change every month.

Reads
  • Calendars
  • HR system
Writes
  • Calendars

~10 hours a month back

Where teams differMost managers like a draft to edit. A handful would rather every hire on the team gets the same set week.

Ends withReady for day oneRecord, payroll, accounts, the laptop request and a first-week plan, every item ticked or flagged.
Total~54h/mo

What changes

Day one stops depending on who remembered what. Each new hire is entered once and set up across your systems, and anything touching pay waits for a person.

  • 4steps automated
  • 3steps for the agent
  • 1call kept with your team

Pick any step to see what happens there and why it sits in that lane.

What it could be worth

~54 hours a month back

$35,600 a year in time

For a company of about 300 bringing on 10 new hires a month, at $55 an hour. We work out yours from your own volumes before you sign.

Let’s build your agent
What we customize with you

One proven agent, plugged into how you work.

Every team does this job a little differently, so we set these five with the people who do it today. We’ve done this in dozens of businesses, so we know where teams usually differ and ask about those first.

The agent

Same for every client
  • Follows the same proven steps
  • A person on every exception
  • Every decision logged
  • Tested on your past work first
  • Never changes pay on its own

  1. Your systems

    Where the work comes in, and where the result goes.

    For this agentSigned offers from your applicant tracking system, records into your HR system, payroll and IT.

  2. Your rules

    The limits and exceptions it works to.

    For this agentYour onboarding checklist for each role and location.

  3. Your team

    Who signs off, and who covers when they’re away.

    For this agentThe HR lead for pay, the hiring manager for the first-week plan.

  4. Your channels

    Where your team hears from it.

    For this agentSlack or Teams to the manager, email to the new hire.

  5. Your output

    What it hands back, in the format you already use.

    For this agentA ready-for-day-one checklist, every item ticked or flagged.

Compliance paperwork and benefits enrollment are their own agents in this catalog. Buying equipment stays with your team.

What you get

The agent, and everything that keeps it working.

  • The agentRunning on your systems, under your rules.
  • The review screenWhere the exceptions land for your HR coordinators.
  • Your rulebookYour limits, exceptions and who signs off, in one place, often for the first time.
  • A test reportYour past new hires, run through it and checked against the number.
  • The runbookHow it works, what to check, and what to do if it stops.
  • 30 days of tuningAfter it goes live, through a full month of your real new hires.
The number we agree

Days from offer accepted to first login. We measure it before we start, and again at day 30.

How we get there

Live in 3 to 6 weeks. About seven hours of your time.

We do the building. Your side: access, your onboarding checklist and the last few hires, and a short weekly check-in.

  1. Before kickoff

    We send the access checklist.

    You, 2 hours. Access, an owner, and your onboarding checklist and the last few hires.

  2. Weeks 1 to 2

    We connect your systems and set it up.

    You, 1 hour. Walk us through your rules.

  3. Weeks 2 to 4

    We test it on your past new hires.

    You, 1 hour. Review what it flagged.

  4. Weeks 3 to 6

    It runs beside your team, then goes live.

    You, 1¼ hours. Work from the review screen.

Then 30 days of tuning, with a short check-in each week, about two hours of yours. At day 30 we show you the number and hand everything over.

After it’s live

It keeps running whether or not we stay.

  • It runs in your accounts

    Your cloud, your systems, and an AI account in your name, billed by the provider at their rates.

  • Changes in the first 30 days are included

    A new rule, a changed limit, someone new signing off. That’s what tuning is for.

  • After that, your call

    Your team edits the rulebook, the care plan covers it, or a bigger change is quoted first.

Onboarding like this took a growing company from six days to one, offer accepted to first login.

Questions

About this agent.

What if the start date changes?
It moves every task with it, tells the people involved, and flags anything that can’t move in time.
Does the new hire see anything from the agent?
Only what you choose, like a welcome email and their forms. They go from your HR address, in wording you approve.
Our process isn’t quite like this. Will it still work?
That’s the usual case. The job looks the same in most businesses, but the details never do. We map how your team does it today, then set the rules, systems and approvals to match. That’s what most of the 3 to 6 weeks are for.
How do we agree the number?
Together, before any work starts. For this agent it’s the days from offer accepted to first login. We measure it before we start, and again at day 30.
What does it cost to run once it’s live?
Hosting and AI, paid straight to the providers, not through us. It usually runs 5x to 25x cheaper than doing the same work by hand, and we work out your figure from your real volumes before you sign.

Want every new hire ready on day one?

Tell us how your team handles new hires today. We’ll show you this agent on examples like yours, and whether it fits the fixed price.

Let’s build your agentBack to HR
New to Switchboard Agents? How it works, what’s included, and what it costs.
  • 3 to 6 weeksto live, then 30 days of tuning
  • $12,500fixed, per agent
  • Yours to keepno license fees
See the service
Switchboard Agents$12,500 fixed · live in 3 to 6 weeks How it works Let’s build your agent