AI in onboarding.A good start.
A new colleague has questions. HR, IT and the manager each have their own responsibilities. How does AI bring them together? From the right explanation to a checklist and a clear next step.
- One onboarding process, worked out step by step
- Which knowledge, task status and access you need
- What to do when information is missing
6 min read · AI in onboarding explained practically
Choose a moment during the first working week.
Where do I report on Monday?
Archie can consult the starter pack for the relevant location and explain where you are expected. The current arrangement remains leading.
Needed: a starter pack that matches the location and start date.
My account still doesn't work. What now?
Archie can explain the agreed support route. Creating a ticket or retrieving its status requires a configured integration and the right permissions.
Don't guess. A requested account is not yet a working account.
Which introductions are still open?
With access to task status, Archie can show open introductions. A general checklist tells you what is needed, but not what you have already completed.
Needed: reliable task status for this employee.
Illustrative examples. Possibilities depend on your setup and integrations.
A clear start.
With room for people.
The Joiner Agent helps new colleagues with your starter pack, checklist and next steps. You take care of introductions, guidance and personal arrangements.
From question to
the next step.
- The right explanation
Answers based on your current starter package.
- Visibility into open tasks
What has already been done? What still needs to happen?
- Knowing where to continue
The right place to arrange something or ask for help.
Personal progress and actions require the right integrations and access permissions.
A good start
is something you create together.
- Manager
Discuss expectations and provide direction.
- Buddy
Help someone find their way around the team.
- HR
Guide personal arrangements and exceptions.
Archie supports the administrative work. The personal contact remains with you.
“I’m starting on Monday.
What do I still need to arrange?”
A question from Sam. An answer, an overview and the right next step.
I’m starting on Monday. What else do I need to arrange?
Your introduction is scheduled. Your laptop has been requested. You still need to check your contact details.
- IntroductionScheduled
- LaptopRequested
- Contact detailsStill to check
- 01
The right checklist
Start date, role and location determine which arrangements apply to Sam.
- 02
Current progress
The checklist and connected task status show what is scheduled, requested or still open.
- 03
A concrete next step
Sam checks the contact details in the employee portal. That system confirms completion.
- 04
The right owner
The laptop request belongs with IT. Archie provides the contact route or forwards it through a configured workflow.
Illustrative example with fictional data. Capabilities depend on your setup, access and integrations.
Three components that need to be right.
The quality of the answer depends on the information and processes you make available.
Up-to-date knowledge
The starter pack, first-day arrangements and checklist for each role or location. Record when a version takes effect and which source takes precedence in case of differences.
HR manages the content and its validity.Reliable task status
Determine where requests and completed tasks are recorded. Use that record to track progress, so a conversation does not become a second task list.
HR, IT and the manager each manage their own tasks.Access and ownership
Determine who may see which data, which actions are permitted and who receives an open item. Also arrange access before the first working day separately.
IT manages access; the process owner determines the route.Even a missing answer
requires a good next step.
There are two different arrangements.
Let the designated source take precedence. Is it unclear which version applies? Raise the question with the content owner and do not present your own solution as policy.
The current status is unavailable.
Make that visible. Provide the route to IT or HR, without suggesting that a task is complete or will be followed up automatically.
There is a personal exception.
An adjusted start date or exceptional arrangement requires assessment by the responsible colleague. Share only the context needed for that handover.
Start with the first working day.
One group of starters. One checklist. Test these four points before expanding further.
Explanations that are right
Have Archie answer the same initial question for two roles or locations.
The answer follows the correct, up-to-date source.
Progress that is right
Test an open task, a completed task and an unreachable system.
The status is correct. Missing information is identified.
Access that is right
Use test accounts to check which information each employee can see.
Personal tasks are only visible to the right employee.
Handover that works
Test an unusual start date or an arrangement that is not included in the knowledge base.
The employee knows who will take it on and how to reach that person.
What gets better?
Does the explanation match your source?
What is still missing on the first day?
Which questions come up again with HR?
Your questions.
Clearly answered.
About AI in onboarding and setting up a first application.
Can we get started without connecting to our HR system?
Can a new employee use Archie before their first working day?
Does Archie automatically mark a task as completed?
What is the difference between the Joiner Agent and the HR Knowledge Agent?
Does AI replace the buddy or manager?
Bring your onboarding question.
What question do HR and IT receive from almost every new colleague? Bring it along, and we’ll look at what knowledge and next steps Archie needs for it.
