Employee onboarding — full operational workflow

PROCESS DESIGN · SOLO BUILD · 2024 · 7 PHASES · 41 NODES · US TRACK

Ops/Admin New hire Approval gate Decision Vendor platform
Ops-owned task
New hire action
Approval gate
Decision point
System action
End / complete
Connector
Conditional path
Phase 1 — routing
Phase 2 — payroll & benefits
Phase 3 — identity & security
Phase 4 — office access
Phase 5 — core tools
Phase 6 — spend & policy
Phase 7 — technical (conditional)
Ops / Admin
New hire
HR / Payroll
IT / Systems
Security / Infra
Vendor platforms

Exception paths & edge cases

E1 — Missing invite (any system)

New hire reports no invite received for Gusto, Slack, Notion, 1Password, or any other tool.

Resolution: Ops verifies email, resends invite → re-enter at that system's node

E2 — 2SV setup failure

New hire cannot enable 2-step verification due to device issue or prompt not appearing.

Resolution: IT provides backup codes or security key → re-enter N10

E3 — Wrong Slack workspace

New hire joins incorrect Slack org (common failure — doc includes explicit warning).

Resolution: Provide correct join link, remove from wrong workspace → re-enter N18

E4 — WeWork access delayed

Hire goes remote first but later needs SF office access.

Resolution: Create WeWork account, issue keycards → re-enter N11 → N12

E5 — Payroll setup incomplete

Gusto shows incomplete tasks or bank details rejected.

Resolution: HR requests correction, new hire updates → re-enter N4

E6 — Policy ack not sent (week 1)

No Slack acknowledgement received by deadline.

Resolution: Ops reminder + manager escalation, optionally block access → re-enter N31

E7 — GitHub repo access missing

New hire joined org but cannot access core repository.

Resolution: Approver adds to correct team/repo → re-enter N35

E8 — AWS SSO wrong role

New hire can log in but lacks research-platform-dev or required role.

Resolution: Security/Infra grants correct role, confirms least-privilege → re-enter N36

E9 — Non-default tool request

New hire needs tool not in standard stack (Wiz, CrowdStrike, M365, etc.).

Resolution: Submit Software Request Form, approver reviews → subprocess off N32

E10 — Ramp receipt missing

Reimbursement submitted without acceptable receipt.

Resolution: Request receipt, resubmit or reject → re-enter N26/N27

E11 — UK doc mirrors US steps

UK hire confused by US-specific items (I-9, Human Interest, Gusto).

Resolution: Ops clarifies UK flow, update docs → re-enter N1 (doc maintenance)