The Process

From hire to first day: how Welcomeloom runs it

One connection to your HRIS. Four parallel tracks. Everything that needs to happen before Day 1 happens without HR manually pushing it.

Get Started
Setup

Getting started takes less than a day

Welcomeloom connects to your HRIS via a native integration or API. You configure role templates once, and every new hire gets the right workflow automatically.

Connect your HRIS

Welcomeloom integrates with Workday, BambooHR, Rippling, ADP, Gusto, and other common HRIS platforms. Authentication is OAuth-based and takes under 10 minutes.

When a hire is marked in your HRIS with a start date, Welcomeloom triggers automatically. No manual input needed on your side.

Configure role templates

For each role in your organization, you define which software access is required, which equipment type to request, and which compliance forms apply. You do this once in Welcomeloom's role editor.

Most teams configure 5 to 15 role templates in the first setup session. Templates can be updated at any time without affecting in-progress onboardings.

New hire added triggers all four tracks

The moment a hire is added to your HRIS, Welcomeloom starts four workflows in parallel: compliance forms, equipment request, IT account provisioning, and benefits enrollment link.

Each track has its own timeline, reminders, and escalation rules. They run independently so one track being slow doesn't hold up the others.

Reminders and escalations run automatically

If the new hire hasn't submitted their I-9 by Day 3 after receiving the packet, Welcomeloom sends a reminder. If IT hasn't acknowledged the equipment request in 48 hours, it escalates to a defined contact. HR doesn't have to track any of this.

HR sees one dashboard, not five inboxes

Every active hire's progress across all four tracks is visible in one place. HR can see at a glance which onboardings are on track and which need attention, without asking IT or checking multiple systems.

Timeline Example

What happens from Day -14 to Day 1

Day -14 Hire marked in HRIS. All four workflows start simultaneously.
Day -13 I-9 packet and new-hire paperwork sent to employee. Equipment request sent to IT with specs and start date.
Day -10 I-9 submitted. Section 2 deadline sent to the employee's hiring manager. Benefits enrollment link sent.
Day -5 Provisioning request sent to IT for role-mapped software access. 24-hour acknowledgment window starts.
Day -1 HR receives a summary: all items complete or flagged. Equipment confirmed shipped. Accounts provisioned.
Day 1 New hire arrives. Laptop is at their desk. Accounts are active. Welcome email sent at 8 am. HR didn't send a single reminder.

See it running on your next hire

Connect your HRIS and start your first automated onboarding in under a day.

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