Guides every new hire through their onboarding journey automatically — personalised checklists, policy Q&A, system access provisioning triggers, and manager nudges — so your HR team runs a consistent, zero-drop process without manual follow-up.
80%
admin time saved
per new hire
Day 1
system access ready
zero provisioning delays
100%
checklist completion
nothing falls through
3×
new hire satisfaction
vs manual process
Typical build: 3-week sprint · Fixed price · Production-grade
Trigger
Employee record
Coverage
24/7 Q&A
Provisioning
Autonomous
This is the actual Agentforce configuration Kovil AI builds and deploys — not a diagram. Here is what runs inside every node.
The HR Onboarding Agent is triggered by the creation of a new Employee record in Salesforce — populated by your HRIS system (Workday, BambooHR, or similar) via integration. The trigger captures the hire's role, department, start date, location, and manager. From this data, the agent determines the correct onboarding track: the checklist, system access requirements, and policy documents vary by department (engineering vs sales vs operations) and location (different compliance requirements by region). Onboarding track selection is fully configurable during implementation — no new hire gets a generic checklist.
Prompt Builder generates a personalised onboarding checklist for each new hire based on their role, department, and location. The checklist includes: required compliance training (role and location specific), system access requests to trigger, equipment setup steps, key contacts and intro meetings to schedule, and first-week milestones. The checklist is delivered as a Salesforce Experience Cloud task list (or via the configured portal), a Slack message to the new hire, and a copy to their manager with a clear view of what the hire needs to complete and by when. Checklist items are tracked as Salesforce Tasks — completion status is visible to HR in real time.
Based on the new hire's role and department, the agent triggers access provisioning requests for all required systems: identity provider account creation (Okta, Azure AD), email and calendar setup, core business applications (Salesforce, Slack, Jira, Confluence — configurable per role), and any role-specific tools. Provisioning is triggered via Salesforce Flow calling your identity provider's API — no manual IT ticket, no waiting for someone to process a form. Access confirmation events feed back into the onboarding checklist, marking provisioning items as complete when the accounts are created.
On the hire's start date, the agent sends a personalised welcome message to the company Slack — generated by Prompt Builder with the hire's name, role, background (from their employee profile), and first-week focus areas. The agent also assigns an onboarding buddy from a configured pool of volunteers (matched by department and seniority) and sends an introduction DM to both parties. Automated check-in messages are scheduled for end of day 1, end of week 1, and end of week 2 — asking the new hire how they are finding the process and surfacing any blockers for HR to address.
New hires have a high volume of policy questions in their first weeks — about leave, expenses, equipment, benefits, performance reviews, and processes. The Atlas Reasoning Engine powers a policy Q&A interface accessible via Slack DM and the HR portal. Atlas retrieves answers from your configured policy document library (connected via Salesforce Knowledge or a document store), answers in plain language appropriate to the question's complexity, and flags questions it cannot answer for HR follow-up. All Q&A interactions are logged — questions that frequently cannot be answered surface as documentation gaps for the HR team.
The agent monitors checklist completion in real time. Items not completed within their configured window trigger an automatic nudge: a Slack reminder to the new hire for self-service items, and a Slack alert to the manager for items requiring manager action (intro meetings to schedule, equipment sign-off). At the end of week 2, the agent generates a completion summary for the HR team: items completed, items outstanding, any policy questions that could not be answered, and the new hire's check-in sentiment. Onboarding is marked complete when all mandatory checklist items are checked off — partial completion is never silently accepted.
Policy Q&A
Powers the 24/7 policy Q&A interface — retrieving answers from your policy library, responding in plain language, and flagging unanswerable questions for HR follow-up.
Provisioning triggers
Triggers system access provisioning via API calls to your identity provider, tracks access confirmation events, and updates the onboarding checklist automatically.
Personalised content
Generates the personalised onboarding checklist, Slack welcome message, check-in messages, and completion summary — tailored to role, department, and location.
New hire communication
Primary communication channel for welcome messages, buddy introductions, check-in prompts, manager nudges, and policy Q&A interaction.
Policy library
Houses the policy documents and HR content that Atlas retrieves from when answering new hire questions — single source of truth for all HR policy.
Data security
Ensures employee PII — salary, personal details, compliance data — stays within Salesforce's trust boundary during all AI processing.
Employee profile
Unifies HRIS data, system provisioning status, and engagement signals to give the agent full context on each new hire's onboarding progress.
Kovil AI scopes, builds, tests and deploys this Agentforce configuration end-to-end. You do not touch Agent Builder until it is live and onboarding new hires automatically.
We configure integrations with Workday, BambooHR, and HiBob via API — these cover the majority of mid-market and enterprise HR setups. For other HRIS platforms, we use the platform's API or a middleware integration (Mulesoft or n8n) to feed the employee record creation event into Salesforce. The specific integration is scoped in Week 1 — if you use a platform not listed, we confirm integration feasibility before the sprint begins.
The agent sends automated nudges to the new hire for self-service items (reminders via Slack at configurable intervals). For items requiring manager action, the manager receives a Slack alert. If mandatory items are still incomplete after a configured grace period, HR receives an escalation flag with the specific items outstanding and the hire's name. No mandatory item is silently allowed to expire — the system keeps nudging until completion or HR manually overrides.
Yes — this is a core configuration during implementation. Each department gets its own onboarding track: different checklist items, different system access requirements, different compliance training, and different policy document sets for the Q&A library. Location-based variations are also supported — US vs UK vs APAC hires have different compliance training and policy requirements configured separately.
New hires DM the onboarding Slack bot with their question in plain English. Atlas retrieves the relevant policy section, summarises it conversationally, and responds within seconds. For questions that require nuance or HR judgement (edge cases, exceptions to policy), Atlas flags the question for HR follow-up and tells the new hire that a human will respond. All Q&A is logged — the HR team can see every question asked and every answer given, with the option to improve the policy library based on frequently asked questions.
Book a 30-minute discovery call. We'll map your current onboarding process, identify where new hires fall through the cracks, and scope a 3-week fixed-price Agentforce implementation.
3-week sprint · Fixed-price · Production-grade · Post-launch support included