TALENT & LEARNING AUTOMATED COMMS
Personalized, location-aware onboarding messages delivered automatically to new hires and managers — pre-start reminders, day-one instructions, and week-one check-ins, all without anyone pressing send.
500+
New Hires/Year
170+
Hours Saved/Year
100%
On-Time Delivery
THE PROBLEM
The Talent and Learning team was manually drafting and sending every onboarding communication — manager pre-start reminders, new hire welcome emails, day-one Slack messages, and week-one check-ins. With 500+ new hires per year, this was consuming over 170 hours annually of work that never needed a human in the loop.
Beyond the time cost, manual sends introduced inconsistency: some new hires received all touchpoints, others missed check-ins entirely depending on the team's bandwidth. The automated system ensures 100% delivery rate, every time.
AUTOMATED TOUCHPOINTS
Pre-Start Manager Reminder
Sent automatically when the new hire is processed in Workday. Reminds managers of all tasks to complete before the start date — equipment requests, system access approvals, team introductions. NYC-specific managers receive an additional Slack reminder to meet the new hire at IT training on day one.
- • Location-aware: NYC managers receive additional IT training location reminder
- • Dynamic manager lookup via Workday API
- • Personalized with new hire's name and start date
Welcome Email
Personalized first-day instructions differentiated by location. Three variants: NYC (includes in-person IT training details), US non-NYC (remote setup instructions), and International (localized instructions for non-US employees). Sent automatically on the process date — no scheduling required.
- • 3 content variants: NYC, US, International
- • Pulls employee name, manager name, and location from Workday
- • Delivered to personal email before work accounts are active
Day-One Slack Message
Sent on the start date once the new hire's Slack account is active. Includes orientation tasks, key links, and a personalized greeting with their supervisor's name. Two variants for US and International — accounting for differences in systems access, onboarding portals, and regional resources.
- • 2 variants: US and International
- • Personalized greeting with supervisor name
- • Sent only after Slack account provisioning confirmed
Week-One Check-In
A warm "how are you doing?" Slack message sent automatically on the Friday of each new hire's first week — ensuring every single new hire gets a personal touchpoint without the Talent team manually tracking start dates or remembering to send it.
- • Scheduled dynamically based on each hire's start date
- • Sent from the Talent team's Slack identity
- • Invites new hire to respond with any questions or feedback