Hiring and onboarding automation
From an application landing to a new starter with their accounts open. Most of it is coordination, not judgment.
What a hiring and onboarding build looks like running6 steps, 1 decision
- 01Application landsFrom any board or your own form
- 02AcknowledgedInside the hour, every time
- 03Meets the screening bar?Yes, interview self-bookedNo, declined politely and logged
- 04Feedback collectedWhile the interview is still fresh
- 05Offer pack assembledRole, band and terms filled in
- 06Start date approachingAccounts and access requested
Each one is priced on the pricing page. Automations start at $499, or bundle into a package. The detail is below.
Automated candidate screening and ranking is regulated in a growing number of jurisdictions. New York City requires an annual independent bias audit and candidate notification for automated employment decision tools; the EU AI Act classifies employment-related AI as high risk; Illinois regulates AI analysis of video interviews. We do not build candidate scoring or ranking systems. Everything on this page automates coordination, not assessment.
01Application intake and acknowledgement
What happens now: applications arrive by email and through a job board, get manually copied into a tracker, and candidates hear nothing for two weeks.
What we build: applications from every source into one pipeline with the CV attached and parsed into structured fields for searching, immediate acknowledgement to the candidate, and notification to the hiring manager.
Note what the parsing is for: making applications searchable and comparable by a human. Not scoring them.
02Structured screening questions
What happens now: a first call spent establishing facts that could have been asked in a form: notice period, salary expectation, right to work, location, hard requirements.
What we build: a short structured questionnaire at application, with genuine knockout criteria applied automatically where they are objective and job-related: right to work, a required license, willingness to be on site. Everything else is presented to a human alongside the application.
The line: a knockout on "holds a valid CDL" is objective and defensible. A knockout on a scored assessment of "culture fit" is neither. We build the first and decline the second.
03Interview scheduling
What happens now: the single biggest time sink in hiring. Email threads to find a slot across three interviewers, rescheduling when one drops out, and candidates lost to faster-moving employers.
What we build: availability pulled from interviewer calendars, a self-service booking link honouring panel availability and buffers, automatic invitations with joining details, reminders to both sides, and rescheduling that does not require a human.
Best first build in this function by a wide margin. Highest hours saved, no risk, and candidates notice immediately.
04Interview logistics and feedback collection
What happens now: interviewers are chased for feedback, submit it days later in inconsistent formats, and the decision meeting relies on memory.
What we build: a scorecard sent automatically after each interview against the criteria defined for the role, reminders until submitted, and a consolidated view for the decision meeting.
The automation collects and organizes. It does not aggregate into a hire/no-hire score. Structured feedback improves decisions; a computed ranking replaces them.
05Offer pack assembly
What happens now: a contract copied from the last one, details changed by hand, benefits documents attached, sent for signature, and chased.
What we build: the offer generated from a maintained template with role, salary, start date and terms populated from the approved record, the correct policy documents attached automatically, routed for internal approval then e-signature, with countersignature triggering onboarding.
06Onboarding and provisioning
What happens now: a signed contract starts a checklist someone half-remembers. IT accounts, payroll, equipment, system access, first-week schedule, buddy assignment. Something is always missing on day one.
What we build: signature triggers the full sequence: identity account creation, group and system access by role, payroll and benefits enrolment records, equipment request, first-week calendar, and manager checklist. Access provisioning is role-templated so a new account manager gets exactly what account managers get.
Highest value, and the one with the security dividend: role-based provisioning also gives you role-based de-provisioning, which is the part most businesses handle badly. The same map that grants access on day one revokes it on the last day.
07Probation and check-in scheduling
What happens now: 30, 60 and 90-day check-ins that everyone intends to hold and that quietly slip until the probation deadline arrives unreviewed.
What we build: check-ins scheduled at hire with prompts to both manager and new starter, structured notes captured against the record, and escalation to HR when a probation decision date approaches without a review.
The de-provisioning point, expanded
Worth stating separately because it is the most commonly neglected item in this whole function. Most businesses have a good-enough process for granting access and a poor one for removing it. Former employees retain email, file access and system logins for weeks or months.
If you build role-based provisioning, you get the offboarding map for free. Departure triggers the reverse of the same template: accounts disabled, sessions revoked, access removed, equipment return tracked, with a report of what was revoked and when. Auditors ask for this, and it is much easier to produce as a by-product of onboarding than as a separate project.
What we would do first
Scheduling, then onboarding and provisioning. Scheduling is the largest pure time saving with no downside. Onboarding is the largest quality improvement and brings the offboarding benefit with it. Application intake is worth doing only if you hire frequently enough. Below about a dozen hires a year, an applicant tracking product will beat a custom build.
Losing candidates to scheduling delays?
Usually the cheapest fix in this whole function. Thirty-minute call to scope it.
You will talk to Fayez or Kareem. Nobody else.