Overview
Inconsistent onboarding is one of the biggest hidden costs for small businesses — missed paperwork, forgotten equipment requests, and new hires left wondering what to do on day one. BambooHR's onboarding module lets you build a reusable task list that automatically assigns to HR, IT, the manager, and the new hire themselves when a new employee is added. Combined with BambooHR's e-signature forms for policy acknowledgments, you eliminate 80% of the manual effort in getting someone started.
Before you start
- BambooHR Essentials or Advantage plan (onboarding module included)
- HR, IT, and manager team members in BambooHR with email addresses
- Company documents ready for e-signature (handbook, I-9 instructions, direct deposit form)
Step-by-step guide (4 steps)
Build your onboarding task list in BambooHR
Go to BambooHR → Settings → Onboarding → New Hire Packets. Create a new packet and add tasks for each stakeholder: HR tasks (process paperwork, set up payroll), IT tasks (provision laptop, set up email), Manager tasks (schedule 1:1, add to team meetings), New Hire tasks (complete I-9, sign handbook, watch orientation video).
Assign tasks to roles (HR, IT, Manager) rather than specific individuals. This way the right task goes to whoever fills that role for each new hire, not hardcoded to one person.
Add e-signature documents to the new hire packet
In your onboarding packet, add documents for e-signature: offer letter, employee handbook acknowledgment, direct deposit form, emergency contact form. BambooHR sends these automatically to the new hire's email for completion before day one.
Set up automated task notifications
In BambooHR Settings, ensure email notifications are enabled for onboarding tasks. Each assignee receives an email when a task is assigned to them, with a direct link to complete it. Due dates are set relative to the start date (e.g., 'complete by 5 days before start date').
Assign the packet when creating the employee record
When you add a new employee to BambooHR, the system prompts you to select an onboarding packet. Select your template and the start date. All tasks are automatically created and assigned with the correct due dates calculated from the start date.
What you'll get
New hires complete paperwork before day one — no first-day form filling
Every stakeholder knows exactly what they need to do and when
Nothing is forgotten — equipment requests, system access, and forms all tracked
New hire experience is consistent regardless of who handles HR
Common mistakes to avoid
Not setting due dates relative to start date — all tasks become due the same day
Assigning tasks to specific people instead of roles, breaking the template when staff changes
Not including new hire tasks — they should self-onboard into the system too
Forgetting to assign the packet at employee creation time, triggering nothing
Frequently asked questions
Do I need coding experience to set up this BambooHR automation?
No coding is required. This guide walks you through everything using BambooHR's built-in features and Zapier's visual interface. If you can follow a recipe, you can follow this guide.
How long does this automation take to set up?
Most users complete this setup in 30–60 minutes on their first try. Once set up, it runs completely automatically with zero ongoing effort.
What happens if the automation fails?
Zapier and Make both have error notifications and task history, so you'll know immediately if something goes wrong. We cover troubleshooting steps in the guide above.
Can I customize this automation for my specific business?
Absolutely. The guide includes notes on common customizations. Most automations have multiple variation points — timing, conditions, notification recipients, and more.