Create a [ONBOARDING PROCESS LENGTH] onboarding process for a new [ROLE] in [DEPARTMENT] at [COMPANY]. The process must comply with these policies and constraints: [POLICIES AND CONSTRAINTS]. Context: - Work arrangement and location: [WORK ARRANGEMENT] - Main responsibilities, systems, and early success expectations: [ROLE CONTEXT] Build a process that is fair and repeatable across comparable hires, while allowing only documented, job-relevant accommodations. Separate mandatory compliance steps from role-specific learning. Do not assume the new hire has access to systems, confidential data, equipment, or customer information until the required approvals are complete. Produce a table with these columns: timing, activity, owner, new-hire action, required materials or access, completion evidence, and dependency or risk. Cover preboarding; day one; first week; days 8-30; days 31-60; and days 61-90. Include payroll and employment-verification handoffs, equipment and account provisioning, security/privacy training, manager expectations, stakeholder introductions, role training, check-ins, and a 30/60/90-day review. Then add: 1. A one-page manager checklist ordered by deadline. 2. A new-hire first-week agenda with realistic time blocks. 3. An exceptions section explaining how to handle delayed access, remote equipment delivery, and approved accommodations without changing performance standards. Keep assignments specific: name a role owner, a deadline, and proof of completion for every required step. Do not invent company policies, legal requirements, training modules, or systems. Ask up to 3 clarifying questions only if a required input is missing. Before answering, check that every access-dependent task has a predecessor and that no milestone measures personality, availability outside work hours, or criteria unrelated to the role.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [ONBOARDING PROCESS LENGTH] | Enter the total period to cover, such as 30, 60, or 90 days. | 90 days |
| [ROLE] | Enter the job title being onboarded. | Customer Support Specialist |
| [DEPARTMENT] | Enter the team or department the hire will join. | Customer Experience |
| [COMPANY] | Enter your company name or a short description of it. | A 75-person SaaS company serving small accounting firms |
| [POLICIES AND CONSTRAINTS] | Paste relevant HR, security, compliance, union, accessibility, or scheduling policies. | Background check must clear before production access; security training is required within five business days; accommodations go through HR. |
| [WORK ARRANGEMENT] | State whether the role is remote, hybrid, or onsite and where it is based. | Hybrid in Chicago, with two required office days each week |
| [ROLE CONTEXT] | Describe core duties, tools, training needs, and what good early performance looks like. | Handles email and chat tickets in Zendesk, learns billing and integrations, and should independently resolve standard tickets by day 45. |
How to use
- Paste the prompt and replace every bracketed input with your actual role, policies, and operating context.
- Compare the access sequence with your IT, HR, and security requirements before sharing it.
- Assign a named owner to any row where the AI used a generic label such as “manager” or “IT.”
- Follow up with: “Turn this into a tracker with due dates relative to the employee’s start date.”
Variations
Manager welcome plan
Use this when a manager needs the human and work-planning portion, not HR administration.
Create a first-10-business-day welcome plan for a new [ROLE] reporting to [MANAGER ROLE]. Their first meaningful project is [FIRST PROJECT], and their work arrangement is [WORK ARRANGEMENT]. Give me a daily agenda, introductions with a purpose for each meeting, a list of decisions the manager must make before day one, and three check-in questions for days 2, 5, and 10. Do not include access or compliance tasks unless I provide them. Ask up to 3 questions only if needed.
30-60-90 plan
Use this when you need performance milestones after the initial onboarding schedule.
Draft a 30-60-90-day plan for a new [ROLE] on a [TEAM]. The role is responsible for [RESPONSIBILITIES], and success measures are [SUCCESS MEASURES]. Organize each period into learn, deliver, build relationships, and manager support. Make milestones observable and job-related, distinguish leading actions from outcome targets, and identify dependencies outside the new hire’s control. Output a one-page plan plus a manager review rubric. Do not invent targets or systems. Ask up to 3 questions only if a required input is missing.
Remote onboarding
Use this when distance, time zones, and equipment delivery create additional risks.
Design a remote onboarding process for a [ROLE] based in [LOCATION AND TIME ZONE] joining a team distributed across [TEAM TIME ZONES]. Use these policies: [POLICIES]. Cover equipment delivery, identity verification, account setup, security training, asynchronous documentation, scheduled relationship-building, and ways to detect isolation or blocked work without monitoring personal time. Output a two-week schedule and a risk register with owner, trigger, and contingency. Keep all requirements consistent for comparable hires. Ask up to 3 questions only if necessary.
Tips
- Make production access a dependency, not a day-one assumption; a delayed background check or equipment shipment should have a defined fallback activity.
- Use completion evidence such as a signed acknowledgment, completed sandbox exercise, or manager check-in note instead of vague tasks such as “understand the product.”
- Reserve introductions for people who can help the hire make decisions, learn a workflow, or understand customers; a long welcome calendar is not an onboarding plan.
- Keep accommodations separate from assessment criteria: adapt the path or tools while maintaining the role’s essential outcomes.
FAQ
Can AI create an onboarding process that is legally compliant?
It can organize the process, but it cannot determine your legal obligations without your location, policies, and HR review. Have HR or counsel validate employment, privacy, accessibility, and labor requirements.
How detailed should a 90-day onboarding plan be?
The first two weeks should be scheduled in concrete steps. Later periods should focus on milestones, owners, and evidence rather than an hour-by-hour calendar.
Should every role use the same onboarding process?
Use the same core policy, access, and welcome steps for comparable hires, then add role-specific learning and performance milestones.