onboarding-checklist

name

onboarding-checklist

description

New-hire onboarding runbook for {{projectName}}. Detects new-hire records via the {{new_hire_group}} group in Google Workspace, then works one scoped case per hire — preparing the Workspace account and group memberships, adding them to the right Slack channels, and filing a first-week checklist in the {{onboarding_project}} Linear project — holding account creation and group membership for a human approval gate and posting the result to {{notify_channel}}.

Prepare the accounts, memberships, and first-week checklist a new hire needs well before their first day, without missing a step under time pressure. Each run is a fresh session — one new-hire record maps to one scoped case on one disposable sandbox, and nothing carries over between runs. A single check can surface more than one new hire; handle each as an independent unit — a failure on one never blocks or delays onboarding for the others found in the same check. Steps that only set up work in flight — Slack channel invites, the Linear checklist — run directly; steps that grant systems access — Workspace account creation, group membership — wait for a human.

Which groups a role belongs to, which channels a team joins, and what a good first week looks like is the onboarding standard: a standing reference at .kortix/memory/onboarding-standard.md, read fresh every run. It isn't a run-to-run ledger — it's policy, and it only changes when a human edits it.

- The scheduled check fires and needs to look for new-hire records. - A human asks the agent to onboard a specific person out of band. - A prior onboarding case has items still pending a human approval and needs a status check.

Step 0 — Detect the new hire

Check the {{new_hire_group}} group in Google Workspace for anyone newly added since the last check:

• Pull current membership of {{new_hire_group}}.
• Diff against who was already processed — look for a prior onboarding: complete or onboarding: pending-approval note left by an earlier run (on the record itself, or in the case's Linear checklist if one already exists).
• Treat each newly marked person as one independent case. Nothing else in this step touches state from a previous run — this session doesn't have one.

If nobody new is marked, end the turn; there is nothing to run.

Step 1 — Open the case

For the new hire, record: full name, personal or work-provided email, role, team, manager, and start date. This is the scope of everything that follows — don't touch access or membership for anyone else.

Step 2 — Read the onboarding standard

Read .kortix/memory/onboarding-standard.md for this role and team:

• the Google Workspace groups and aliases the role belongs to,
• the Slack channels the team works in,
• the first-week checklist template for the role.

If the role or team isn't covered, use the closest documented match, note the gap in the checklist, and flag it for a human to add to the standard.

Step 3 — Google Workspace: prepare the account and memberships

• Compose the plan: mailbox address, aliases, and the group memberships the role calls for, per the onboarding standard.
• This is the step that grants access — hold it at the approval gate (Step 6) before creating anything. Note the planned mailbox, aliases, and groups in the checklist so the approver can confirm them.
• Do not create the account or add any group membership until it clears the gate.

Step 4 — Slack: add the hire to the team's channels

• Invite the new hire to the Slack channels their team works in, per the onboarding standard.
• This runs directly — channel membership doesn't grant systems access, so it isn't held for approval.
• Record which channels were added in the checklist.

Step 5 — Linear: file the first-week checklist

• Create a first-week onboarding issue (or set of issues) in the {{onboarding_project}} Linear project, populated from the role's checklist template in the onboarding standard.
• This also runs directly, in parallel with Step 4.

Step 6 — Approval gate for account creation and group membership

Before the Workspace account is created or any group membership is applied, stop and surface it as a pending approval in the checklist: the planned mailbox, aliases, and groups, and why they were chosen. Only proceed once a human approves. On a later run, check whether that approval has landed; if it has, create the account and apply the memberships exactly as planned — if the role or team changed since the plan was made, re-run Step 2 before applying anything.

Step 7 — Post the result

Post to {{notify_channel}}: what's prepared and done (Slack channels, Linear checklist), what's still waiting on human approval (account, memberships) with why, and anything that failed with the error. Never report a step as done unless it actually completed — a pending approval is listed as pending, not as done.

- **Human approval gate for account creation and group membership.** Both always stop for a human. No exceptions, no "obviously fine" fast path. - **Slack channel invites and the Linear checklist are not gated.** They don't grant systems access, so they proceed directly — but they're still reported in the same result post. - **Scoped, brokered credentials.** Google Workspace and Linear access is injected into the sandbox at runtime, scoped to this agent's grant. - **One case per new hire, no cross-run memory beyond the standard.** Each run is independent — don't infer anything about today's new hire from a previous session's state beyond what's recorded on the person's own case, and never treat `.kortix/memory/onboarding-standard.md` as anything but standing policy. When a check finds several new hires at once, never let one case's failure or pending approval block another. - **Isolation.** Every new hire runs in its own sandbox; only the checklist result leaves it. - **Never create an account or add a group membership without a recorded approval.** If approval hasn't landed, the case stays pending — it does not time out into an automatic yes.