Most HR managers spend 8+ hours per new hire on welcome emails, manager briefings, compliance reminders, and first-day logistics. This template automates the entire onboarding sequence from a single form submission — consistent, professional, and zero manual effort.
The workflow fires the moment a new hire submits their intake form. Here is exactly what happens in sequence:
The workflow includes n8n's built-in form trigger — share the URL with HR staff. Works with Typeform, Tally, or any webhook-compatible form tool. Captures name, email, start date, role, department, and manager details.
All intake data is appended to your Employee Onboarding Tracker spreadsheet immediately. Status is set to Pending. Every milestone — training reminder sent, first-day email sent, status active — updates the row automatically.
The new hire receives a warm welcome confirming their start date, role, and what to expect. Simultaneously, the manager receives a structured brief with the hire's details, personal email, and a checklist of setup actions to complete before day one.
The workflow calculates how many days until 3 days before the start date and enters a Wait state. At exactly the right time, a compliance training email is sent — listing the required modules (Data Protection, Security Awareness, Code of Conduct) with your links. The tracker row updates to Training Reminder Sent.
Three days after the compliance reminder — the first morning — the new hire receives a first-day checklist: log in to work email, join Slack, orientation schedule, and manager contact. The tracker row updates to Status: Active.
| n8n workflow | 10-node workflow JSON — Form Trigger, Google Sheets (log), Gmail x4 (welcome, manager brief, compliance reminder, first-day email), Wait x2 (3 days pre-start, start day), Google Sheets (update status) |
| Make.com blueprint | Same logic in Make.com module format — Webhook trigger, Google Sheets, Gmail x4, scheduling logic |
| PDF setup guide | Plain-English step-by-step guide — Sheet setup, form configuration, credential connection, test and activate |
| Markdown guide | Same guide in .md format — readable in any text editor or GitHub |
| Licence | Personal commercial licence — use on your own business, unlimited runs |
The workflow triggers when a new hire submits an intake form. The template includes n8n's built-in form trigger for immediate use, but works with any webhook-compatible form tool — Typeform, Tally, Google Forms, or a custom web form. The workflow fires the moment form data is received.
Four emails total: (1) a welcome email to the new hire confirming their start date and role, (2) a manager brief with the hire's details and setup action items, (3) a compliance training reminder sent 3 days before the start date, and (4) a first-day checklist on the morning of their start date.
Yes. The template includes n8n's built-in form trigger, but can be adapted for any form tool that supports webhook output. Typeform, Tally, and Google Forms (via AppScript) can all POST to the n8n webhook endpoint. Make.com uses a Custom Webhook that accepts any HTTP POST.
For the onboarding sequence automation use case, yes. BambooHR starts at $40/month. This template handles the intake form, automated email sequence, compliance reminder, and Google Sheets tracking for a one-time $79 with no monthly fees. For full HRIS features like payroll and performance reviews, you may still need a dedicated HRIS — but if onboarding admin is your primary pain point, this template solves it.
Yes. Every email subject and body is fully editable inside n8n or Make.com. Add company links, update the compliance training list, adjust the tone, or change the scheduling (5 days pre-start instead of 3). The setup guide explains every customisation point.
The tracker logs every hire with columns for name, email, start date, role, department, manager, onboarding status, date added, training reminder sent flag, and first-day email sent flag. Each milestone updates the row automatically — your HR team always has a real-time view of where every hire stands without checking email chains.
Import the workflow, connect Gmail and Google Sheets, share the intake form link — and every new hire gets a professional, consistent onboarding experience from day one.
Get the Template — $79