Employee Onboarding
Automated employee onboarding - creates a parent ticket and configurable linked child tickets for new hire preparation.
The Employee Onboarding agent automates employee onboarding by creating a parent ticket and configurable linked child tickets for new hire preparation. A ready-made onboarding template gives you a pre-built structure to work from, so you do not have to build your process from scratch.
What it does
Triggered when agent detects employment status changed to "New Hire"
Collects full employee profile to reuse data for ticket creation
Creates parent onboarding ticket with new employee details, including rich HR fields such as work email, job title, and manager information
Creates configurable linked child tickets related to the parent ticket for onboarding tasks (child tickets are optional and can be omitted when not needed)
Monitors completion of correlated tasks and marks them as completed when associated steps are finished
Pauses workflow progression until associated support tickets are resolved before advancing
Sends a confirmation message upon initiation to notify employees and managers of what comes next
Triggers
Schedule - Trigger workflow a configurable number of days before employee's starting date (e.g., 14 days). Each ticket in the workflow can also be scheduled independently relative to the employee's start date.
Approval
No approval required. The agent automatically creates tickets based on the new hire detection.
Configuration
Run Schedule
Trigger workflow - Number of days before employee's starting date (e.g., 14 days)
The agent will automatically run before the employee's start date to ensure all onboarding tasks are prepared in advance.
Parent Ticket Destination
Configure where the main onboarding ticket will be created:
Desk - Target desk for parent ticket (e.g., IT)
Priority - Priority level for parent ticket (low, medium, high)
Assignee - Optional assignee for parent ticket
Opening schedule - Number of days before or after the employee's start date when this ticket should open (configured independently from linked tickets)
Linked Tickets
Create multiple linked child tickets for specific onboarding tasks. Child tickets are optional - you can omit them entirely if your process does not require sub-tasks. Each linked ticket can have its own configuration:
Title - Name of the onboarding task (e.g., "Set up a workstation", "Order a laptop")
Desk - Target desk for the task (e.g., IT)
Priority - Priority level for the task (low, medium, high)
Assignee - Optional assignee for the task
Opening schedule - Number of days before or after the employee's start date when this specific ticket should open (set independently per ticket)
Add as many linked tickets as needed to cover all your onboarding preparation steps. Common examples include:
Setting up workstations
Ordering laptops and equipment
Provisioning software licenses
Creating email accounts
Scheduling orientation sessions
Per-Ticket Timing
Instead of all tickets opening at the same time, you can configure an independent opening schedule for each ticket in the workflow. Set a specific number of days before or after the employee's start date for each individual ticket. This lets you stagger task creation to match the natural sequence of your onboarding process.
Employee Data in Tickets
Both the parent ticket and all sub-tickets are automatically populated with key HR fields when the onboarding workflow is triggered. This means you can reference and act on employee details without leaving the ticket. The following fields are included in ticket metadata:
Employee display name - the full name of the onboarded employee
Work email - the employee's work email address
Job title - the employee's role or position
Manager name and ID - the employee's direct manager for routing and visibility
ServiceNow Workplace Space Provisioning
If your organization uses ServiceNow Workplace Service Delivery (WSD), you can extend onboarding workflows in the custom agent builder with six dedicated blocks to automate workspace assignment. These blocks let agents query your workplace hierarchy and assign employees to the right space without manual lookup or coordination. The blocks are available under ServiceNow > Workplace in the agent builder:
List Buildings - retrieve all buildings available in your ServiceNow WSD instance
List Floors - query floors within a specific building
List Spaces - retrieve available spaces on a given floor
These blocks can be combined with other agent builder steps to create end-to-end workspace provisioning as part of your HR onboarding workflow.
Confirmation Message
A confirmation step is automatically triggered when a new employee onboarding process is initiated. This sends a message to the relevant parties to acknowledge the request and set expectations for what comes next, reducing uncertainty and manual follow-up from day one.
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