What does employee onboarding include?

Everything from signing the contract to settling in: workplace and accounts, the first meetings, a buddy, knowing the rules and processes, and a check-in after the first weeks. In Pharen Hub a workflow sets this up for every new person.

Does the workflow create accounts itself?

Not in this setup. It creates the task for IT, and IT sets up the accounts.

How does the agent know the answers?

From the employee handbook and the documents in the onboarding folder that you give it as knowledge. It names the source for every answer.

Can we change the tasks?

Yes. The tasks come from a template you can change, for example for working students or for managers.

Where is the data stored?

Pharen runs the Hub on Hetzner Cloud in Germany. On request it runs on your own servers.

Employee onboarding automation in Pharen Hub

As soon as a new person is in the list, Pharen Hub sets up the onboarding: tasks for IT, people and team, the first week's meetings and a welcome in the channel. An agent answers questions from your handbook.

Employee onboarding in Pharen Hub: the new hires list with role, team, start date, status, buddy and laptop. — The new hires list in Pharen Hub. Labels are in German.

First day, and the laptop is missing

Accounts are missing, nobody knows who ordered the laptop, and the new colleague asks about the holiday rule for the third time. Onboarding often depends on one person who keeps it all in their head.

In Pharen Hub onboarding is a workflow. It runs the same for every new person, whoever has time that week.

How it runs in Pharen Hub

Rule

Step 1: One entry starts everything

When a new person is added to the list, a workflow creates the tasks, books the first week's meetings and posts a welcome in the channel.

One entry becomes tasks, meetings and a welcome.
Process

Step 2: All tasks on one board

Every new person gets tasks for IT, people, team and their first project. Each task has an owner and a date.

The onboarding tasks by status.
Process

Step 3: The first week is in the calendar

Welcome, laptop and accounts, an introduction to the Hub, meeting the buddy, the first project: the first week's meetings are already in the new person's calendar.

The first week in the new person's calendar.
Process

Step 4: A welcome in the channel

In the welcome channel the new person is introduced. The team says hello, and the buddy chimes in.

The welcome in the channel and the team's replies.
Agent

Step 5: An agent answers questions

How do I request holiday? Who is my buddy? The onboarding agent answers from the handbook and onboarding documents and says where the answer comes from.

Two questions, two answers, each with its source in the handbook.

What stays with people

The Hub organises. People make someone feel welcome.

Conversations

You hold the 30-day check-in.
Accounts

IT sets up accounts; the workflow only creates the task.
Knowledge

If it is not in the handbook, the agent names who knows.
Welcome

You choose the buddy.

More use cases

Lead management

New enquiries land in one list. An agent grades them, and a workflow passes the good ones to sales with a booked call and a reply draft.
Management report

Every Monday at 8 am a workflow collects the numbers from four lists. An agent writes the report, and leadership gets it in their channel.
Customer support

New requests get sorted. An agent drafts replies from your help articles, bugs go to engineering and complaints to a person.
Dunning

Every morning an agent checks open invoices, suggests the dunning level and writes the reminder. Accounting approves, and sales hears about late payers.
Sales proposals

When a deal is qualified, one agent writes the company profile and another drafts the proposal from your template. Sales approves it in the channel.
Project time tracking

The team logs time against projects and tasks. A workflow reminds people about gaps, and the billing journal works out the hours per client at your rates.