Employee onboarding software that tells you on Wednesday who won't be ready on Monday — and proposes the fix
Every new hire ready on day one, with pay and right to work checked before the start.
See one case, screen by screen ↓Software that takes a new hire from a signed offer to a ready first day: forms and ID, background check, right to work, payroll and benefits, laptop, accounts, badge and a first-week plan, across HR, payroll, IT, facilities and the manager. Employee Onboarding Automation adds seven agents that build the plan, check every form, book the right-to-work checks, prepare pay, prove IT and facilities work, and forecast who will not be ready in time to fix it — while people approve what matters.
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Every new hire needs twenty or so things to land before day one, across five teams that do not share a system: the signed offer in the recruiting system, forms and ID with HR, a background check with the screening vendor, right-to-work checks with a deadline in law, a payroll record and a verified bank account, a laptop, accounts, a badge and a desk, and a first-week plan from the manager. Onboarding coordinators hold it together with checklists, spreadsheets and email, and call round IT and facilities on Friday.
The risk sits in what nobody checked. A bank letter in a married name that does not match the ID, one wrong character in a CURP, a Canadian SIN beginning with 9 and no permit expiry recorded, an I-9 Section 2 that misses its 3 business days, a contingent offer starting before the court search clears, a device ticked “done” that was never imaged. A task list says what is complete; it does not tell you which hire will have a bad first day, or what to do about it while there is still time.
Estimated split of the sample organisation's figures in the working solution: 3.4 hours a hire chasing other teams in July–August, 1.3 hours in October with the agents. Hours, not days.
Seven agents plan, check, book, prepare, provision and forecast; the coordinator approves pay and right to work, the manager the first week.
Kestrel & Vane Group runs Americas onboarding from its Austin hub: six coordinators for about 2,400 hires a year across the US, Canada and Mexico. It is Wednesday 28 October, 09:10, and twelve people start on Monday 2 November. Here is the week, screen by screen, in the working solution.
Ben's home screen: 12 start Monday at 10 sites, 8 ready or on track, 4 at risk or blocked, and 9 I-9 Section 2 checks due by Thursday 5 November, all booked. Three decisions wait for him, each an agent's proposal with its sources: swap Aisha Bello's late laptop to a spare, confirm Chloe Martin's work permit expiry, and move Jordan Ellis to Mon 9 Nov while his county court search is pending.
Passed to Ben by the welcome agent: Grace Whitfield's question about when her parental leave can start. “Leave timing and pay are for a person, not an agent.”
Each row runs forms, check, right to work, pay, laptop, accounts, badge and first week to the day-one flag, with the forecast at the end. Forecast at 06:30: Jordan Ellis 40%, blocked, check pending; Aisha Bello 58%, laptop late; Samuel Brooks 64%, bank name differs; Chloe Martin 71%, permit to confirm. Ben asks the agents about anyone on the page; they cite, and act when he says so.
“Green means proven: an asset scan, a login test, a print record or a signed form. The readiness agent re-checks each one.”
Samuel Brooks's offer letter, licence and HR record say Samuel Brooks; his bank letter says Samuel A. Brooks-Ayodele. The documents agent held his pay setup and wrote to him in plain words. He replied at 21:30: he married last month and will send the marriage certificate. His first pay cut-off is Thursday 12 November, so there is time. Mateo Alvarez, in Monterrey, was asked in Spanish about one wrong character in his CURP and fixed it the next morning.
“One field differs: the bank letter carries a married name. Nothing is paid until it is explained.”
Aisha Bello's data workstation, PO-77314, was promised for Fri 23 Oct. The provisioning agent read Northgate Devices' notice at 16:41: it moves the laptop to Mon 9 Nov, a week after she starts. Her accounts cannot be enrolled without the device, and in past starts a missing laptop cost a median of 2.1 working days. The readiness agent lowered her forecast to 58% and told Tomás Reyes and Leila Haddad at 17:05, the day the notice came.
“The settings tell managers at T-5 and the IT lead at T-3; a risk that appears later goes out at once.”
The agent searched three IT rooms — Austin Riverside, Austin North and San Antonio — for a device that takes the Data science image. One matches: spare KV-AUS-L-20931, the same 16-inch data workstation with 64 GB, in Austin stock since Thu 22 Oct. Re-image it with Data science v7 on Thursday, about 3 hours plus enrolment and a login test; the backordered unit goes to stock when it arrives, at no extra cost. Ben asks why not a loaner.
“Loaners are 16 GB and cannot take the Data science image, which needs 32 GB or more. KV-AUS-L-20931 is the same 64 GB model you ordered, so Aisha keeps it and nothing is swapped twice.”
Approve, approve with a change, or reject — each with a reason code. Ben picks P2, “Use matching stock”, adds his note for the record and signs as Ben Carter, HR Onboarding Coordinator. The provisioning agent opens task IT-58214 with the Austin service desk — assign the spare, re-image it by Thu 29 Oct 17:00 — and tells Aisha a laptop will be waiting at her desk on Monday.
Ben's note: “Same model as ordered; return the backordered unit to stock.” · e-signed
Tomás sees the task with the asset, the image and the due time — the work, never the hire's personal data. To mark IT-58214 imaged he scans the asset tag and names the image applied. Only the IT service desk can mark it done, and the segment does not turn green on his word alone.
“Scan the asset tag on the laptop. The readiness agent checks the scan, the image and a login test before the segment turns green.”
The readiness agent reads the asset scan — KV-AUS-L-20931 assigned to Aisha Bello — confirms in device management that Data science v7 completed at 15:42, and runs a login test. Laptop and accounts turn green. Every step of the week sits in Aisha's conversation, from the plan agent's first message on Mon 5 Oct to Ben's signed approval.
“I checked the proof, not the tick … Laptop and accounts are done. Forecast 96%; the first-week plan is still with Leila.”
Aisha's page shows what is left — confirm her Monday arrival, and her benefits window from Mon 2 Nov to Tue 1 Dec — and her Monday: 08:30 at Building 4 reception, parking in Garage B, her US passport for Form I-9, lunch with her buddy Marta Kovacs. She asks about a standing desk for her back. The welcome agent recognises an accommodation and offers to pass it, in confidence, to her HR business partner.
“That is an accommodation, so a person handles it, in confidence.”
The welcome agent drafted Aisha's first week from her role and the team's calendar: arrival and Form I-9 with Ben Carter at 08:30, a welcome with Leila, laptop and accounts with IT, a data platform walk-through on Tuesday, first goals for 30, 60 and 90 days on Wednesday, and a week-one check-in on Friday. Leila changes what she likes and confirms the plan; with the laptop proven, Aisha's strip reads ready.
Leila's line: “Tell me the one thing I have to do, and when.”
The same Monday start, seen by five of the people who carry it — what their week looked like, and what it looks like now.
Seven agents plan, check, book, prepare, provision and forecast; the coordinator approves pay and right to work, the manager the first week.
When an offer is signed, builds the hire's plan from the template for the country, site type and job family, counts every due date back from the start on the business-day calendar, and opens the requests.
Collects forms and ID and reads each one against the offer, the ID, the bank letter and the HR record — names, dates, numbers and country rules — then asks the new hire, in plain words and their own language, for the one thing that is wrong.
Counts the I-9, E-Verify, Canadian SIN and Mexican IMSS clocks for each hire, books a named examiner and room or the live video, and reads what the documents say.
Prepares the payroll record, tax setup and bank verification as a draft, opens the benefits window, and ties every value to the offer, the tax form and the verified bank account.
Opens IT and facilities requests at the template's lead time with the right profile and due-by date, follows vendor notices, and accepts “done” only with an asset scan, a login test or a print record.
Every morning and on every change, forecasts each hire's day-one readiness per step from lead times, vendor notices and past starts; explains why, finds a fix across systems, escalates early and re-checks every “done” against its proof.
Drafts the first-week plan from the role, the team calendar and the site for the manager to confirm, and answers new hires' questions from the handbook and site guides, with the passage.
Reason codes, e-signatures. The agents propose; a named person decides.
Coordinators, managers, the IT desk and new hires ask about any hire, form or clock — or tell the agents what to do. They answer with sources and act only when a person says so.
What will stop anyone on Monday?
Four things. Aisha Bello's laptop is backordered to Mon 9 Nov; Jordan Ellis's background check is pending; Samuel Brooks's bank name does not match; Chloe Martin's permit needs your confirmation. I have filtered Starts to them.
Why this unit and not a loaner?
Loaners are 16 GB and cannot take the Data science image, which needs 32 GB or more. KV-AUS-L-20931 is the same 64 GB model you ordered, so Aisha keeps it and nothing is swapped twice.
Can you approve the 13 for me?
No. I prepare each record and tie every value to the offer, the tax form and the verified bank account, but only a person approves pay. Approve all 13 together and you sign once; Tyler Brooks and Brianna Lowe stay out until their forms arrive.
How is Priya's I-9 done remotely?
By live video with Ben Carter on Mon 2 Nov at 10:00. Kestrel & Vane is enrolled in E-Verify in good standing, so the alternative procedure applies. I booked the call and sent Priya the link; a person examines her documents, never an agent.
13 screens from the working solution, on its sample data. Pick one to see it large.
Lead times, escalations and windows are settings; a change is sent to the HR operations director for approval and logged. The clocks set by law are locked.
| Setting | Default | Choose from |
|---|---|---|
| At risk below this forecast | 80% | Any value · applies once the HR operations director approves |
| Tell the manager at | 5 business days before | Any number of business days before the start |
| Tell the IT lead at | 3 business days before | Any number of business days before the start |
| Order a new laptop at | 10 business days before | Any number of business days before the start |
| Badge photo by | 12:00, T-1 | Any time before the start |
| Benefits window | 30 days from start | Any number of days from the start |
| I-9 Section 1 · Section 2 | First day of work · 3 business days | Set by law · cannot be loosened |
| Canada SIN · Mexico IMSS | 3 days · 5 business days | Set by law · cannot be loosened |
Every figure is labelled: a target the solution is built to, an estimate, a typical published result, or a proven one.
“demo” = seen in the working solution, on its sample data · “target” = the design goal, measured in the live solution · “estimated” = our estimate · “typical” = published figures (Gallup on onboarding, 2021 — 12% strongly agree their organisation onboards well, 29% of new hires feel fully prepared; DHS civil penalty adjustment, Federal Register, 2 Jan 2025 — $288–$2,861 per Form I-9 paperwork violation). 8 CFR 274a.2 and the USCIS M-274 handbook (Section 2 within 3 business days), Canada's Employment Insurance Regulations (SIN within 3 days) and Mexico's Ley del Seguro Social art. 15 (IMSS registration within 5 business days) are named as context. Kestrel & Vane Group, its hires, sites, vendors and the people named on this page are fictional — characters and sample data in the working solution.
Software that takes a new hire from a signed offer to a ready first day: forms and ID, background check, right to work, payroll and benefits, laptop, accounts, badge and a first-week plan, across HR, payroll, IT, facilities and the manager. Employee Onboarding Automation adds seven agents that build the plan, check every form, book the right-to-work checks, prepare pay, prove IT and facilities work, and forecast who will not be ready in time to fix it — while people approve what matters.
The readiness agent forecasts each hire's readiness per step every morning and on every change, from lead times, vendor notices and past starts, and explains the forecast with its sources. When it finds a risk it looks for a fix — a matching spare in local stock, for example — proposes it to the coordinator, and tells the manager and IT lead the day the risk appears, at T-5 and T-3 at the latest.
No. The right-to-work agent counts the I-9 Section 2 clock — 3 business days from the first day of work — books a named examiner and room or the live video, and reads what the documents say. A person examines the documents and completes Section 2; agents only read E-Verify case status.
It prepares the payroll record, tax setup and bank verification as a draft and ties every value to its source, but it never activates pay. The coordinator approves each setup, or approves those that match every source together with one signature; a record whose sources disagree — a bank letter in a different name — is held until it is explained.
Yes. Plan templates cover country, site type and job family, and the right-to-work agent tracks Canada's SIN (with the permit expiry when a SIN begins with 9) and Mexico's IMSS registration within 5 business days, alongside the US I-9. The documents agent writes to each hire in their own language — in the working solution, to a technician in Monterrey in Spanish.
Requests with the hire's first name and hire ID, the site, the device profile and the due-by date — never tax IDs, bank details or ID images. The desk marks work done with proof, such as an asset scan, and the readiness agent checks that proof before the step turns green.
Yes. The coordinator approves anything that sets up pay or records a right-to-work fact, the manager confirms the first week and approves privileged access, and the HR operations director approves changes to the rules. Every decision carries a reason code and an e-signature, and agents never change a start date, activate pay or complete a check.
The Agentic Solution Engine builds and deploys it from your requirements and documents — your plan templates, handbook and site guides, and the systems your starts already run on — and it goes live once every quality gate has passed. Before go-live the agents replay a past month of your starts from the records, without contacting anyone, so you can see what they would have flagged.
Every HR answer cited to the policy that applies; sensitive cases always with a person.
1-min demoAI Resume ScreeningEvery applicant read against the job, and every decision cited and checked for fairness.
1-min demoWorkplace Investigation ManagementEvery finding tied to quoted evidence and tested for gaps before anyone signs.
1-min demoWe'll run Employee Onboarding Automation on a sample of your own recent starts.