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AI agent for training and development managers

New Hire Onboarding Program Tracker Agent

Every new hire completes their onboarding plan on time and early warning signs reach the right person

People and hiringMonitoringEducationHuman resourcesManagement
See how it worksGet access
New Hire Onboarding Program Tracker Agent: what goes in, what the agent does and what you get

What it does

New hires often miss sessions or never get a buddy because nobody owns the whole checklist. This agent builds each new hire's 90-day onboarding plan from the program template for their role, then tracks every step: orientation, system access, buddy match, role training and 30, 60 and 90 day check-ins. Each week it checks what is due and what is late, and drafts nudges to the right owner. After each check-in survey it reads the answers and flags low scores. If a key step is missed, it reschedules it and checks again the next week. It decides who to nudge by step owner and days late. The training manager approves changes to a plan and any concern raised to HR. Edge case: when a hire changes role in the first month, it swaps the role training block and keeps completed steps.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN New hire added or weekly review 2 USES A TOOL Build a 90-day plan from the role template 3 DOES Assign owners and dates for each step 4 USES A TOOL Check calendar and learning system for completedsteps 5 CHECKS THE RESULT Are all due steps done within 5 days? If not: draft a nudge to the step owner and reschedule.Back to step 4. 6 USES A TOOL Read 30, 60 and 90 day check-in surveys 7 CHECKS THE RESULT Is any score at or below 2 out of 5? If not: flag the hire and suggest a follow-upconversation. Back to step 6. 8 YOU APPROVE Training manager approves plan changes and flags 9 RESULT Weekly onboarding status by cohort
Read the steps as a list
  1. New hire added or weekly review
  2. Build a 90-day plan from the role template
  3. Assign owners and dates for each step
  4. Check calendar and learning system for completed steps
  5. Are all due steps done within 5 days?If not: draft a nudge to the step owner and reschedule. Back to step 4.
  6. Read 30, 60 and 90 day check-in surveys
  7. Is any score at or below 2 out of 5?If not: flag the hire and suggest a follow-up conversation. Back to step 6.
  8. Training manager approves plan changes and flagsThe agent waits here for your OK.
  9. Weekly onboarding status by cohort

How it decides

Steps late by more than 5 days get a nudge to the owner; check-in scores at or below 2 out of 5 get flagged for the training manager.

  • Steps late more than 5 days trigger an owner nudge
  • Survey scores at or below 2 of 5 get flagged
  • Role changes swap the role block but keep completed steps
  • Missed buddy match after day 3 goes straight to the training manager

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Onboarding templates per role
  • Days late before a nudge (default 5)
  • Survey flag score (default 2 of 5)
  • Review day (default Monday)

What keeps you in control

It always asks you first

  • Training manager approves plan changes
  • Training manager decides whether to involve HR

Hard limits

  • Never shares survey answers with the hire's manager without approval
  • Never removes a required step from a plan

It stops when

  • Done: hire reaches day 90 with all steps closed
  • Stop: hire leaves the company

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensFor the May 6 cohort of 14 hires, the agent found that 3 had no buddy by day 4 and that system access for 2 was still missing on day 6. It drafted nudges to the managers and IT, and the next week's check passed. A 30-day survey from a support hire scored 2 on clarity of role. Priya, the training manager, approved a follow-up with the hire's manager.

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