Transform your employee onboarding from a manual checklist into a fully automated provisioning system. This puq.ai template monitors your Airtable employee database and automatically creates all necessary accounts, grants role-specific access, and notifies managers — the moment a new hire is added.
Designed for growing teams who need consistent, error-free onboarding at scale, this workflow ensures every new employee has the right tools on day one, whether they're an engineer needing AWS access or a sales rep requiring HubSpot CRM.
How This Automation Works
1. Trigger on New Employee in Airtable
When a new employee record is added to your Airtable base, the workflow captures all relevant fields: name, email, role, department, manager, start date, and employment type.
2. Role-Based Routing
The workflow intelligently routes each new hire based on their role:
- Engineering → Full developer stack provisioning
- Sales → CRM and scheduling tools
- Operations → Documentation and ops platforms
- Other Roles → Basic accounts + HR notification for manual setup
3. Engineering Onboarding Path
Full-time engineers receive complete provisioning:
- Google Workspace — Email account in Engineering OU
- GitHub — Organization membership with team assignments
- AWS IAM — Developer user with appropriate group permissions
- Slack — Workspace access with #engineering, #dev-announcements channels
- Asana — Onboarding task list assigned to manager
- Gmail — Personalized welcome email with setup instructions
4. Sales Onboarding Path
Sales team members are set up with:
- Google Workspace — Email account in Sales OU
- HubSpot CRM — User account with appropriate permissions
- Calendly — Scheduling account for prospect meetings
- Slack — Access to #sales, #deals, #sales-wins channels
- Asana — Sales onboarding checklist
- Gmail — Welcome email with CRM training resources
5. Operations Onboarding Path
Operations staff receive:
- Google Workspace — Email account in Operations OU
- Notion — Workspace membership for SOPs and runbooks
- Slack — Access to #operations, #ops-alerts channels
- Asana — Operations onboarding tasks including compliance training
- Gmail — Welcome email with first-week schedule
6. Fallback for Other Roles
Roles not matching predefined categories get basic provisioning plus HR notification for manual tool setup.
7. Manager & Leadership Notifications
Slack notifications inform managers and department leadership about new team members with complete provisioning status.
Key Benefits
- Zero-touch account provisioning for new hires
- Role-based access control from day one
- Consistent onboarding experience across departments
- Automatic task creation for manager follow-up
- Personalized welcome communications
- Complete audit trail of provisioned accounts
- Reduced IT and HR manual workload
- Faster time-to-productivity for new employees
Use Cases
- Fast-growing startups hiring across multiple departments
- Companies with complex role-based access requirements
- Organizations using Airtable as their HR system of record
- Teams needing consistent onboarding across remote locations
- IT departments wanting to eliminate manual provisioning
- HR teams tracking onboarding completion and compliance
Integrations Used
- Airtable — Employee database and workflow trigger
- Google Workspace Admin — Email and account provisioning
- GitHub — Organization and team membership
- AWS IAM — Cloud infrastructure access
- HubSpot — CRM user provisioning
- Calendly — Scheduling tool setup
- Notion — Documentation workspace access
- Slack — Team communication and channel assignments
- Asana — Onboarding task management
- Gmail — Welcome email delivery
Why Use This puq.ai Template?
Manual onboarding is slow, inconsistent, and doesn't scale. This template replaces spreadsheet checklists with automated, role-aware provisioning, ensuring every new hire has exactly what they need from day one — no tickets, no delays, no forgotten accounts.
With puq.ai, you deploy enterprise-grade onboarding automation in minutes — no code, no manual provisioning, no onboarding delays.
Get Started in Minutes
- Import the template into puq.ai
- Connect your Airtable, Google Workspace, GitHub, AWS, HubSpot, Calendly, Notion, Slack, Asana, and Gmail accounts
- Configure your Airtable base with required employee fields
- Customize role routing conditions for your organization
- Set up department-specific Slack channels and Asana projects
- Activate and start onboarding employees automatically
Hire faster. Provision instantly. Onboard perfectly.
Use this template to transform employee onboarding into a seamless, automated experience — powered by role-based intelligence and orchestrated by puq.ai.