New Member Onboarding
Hiring ends where onboarding begins. The moment a recruiter marks an applicant hired, the paperwork and the welcome start together. A self-serve form promotes the same record to pre-boarding with a portal account waiting, while a 30-day nurture drip introduces Edge8 across the notice period. Seven touches, designed to run on a schedule (not yet a routine), with a recruiter welcome to open and a manager note to close. Both land the new member at Day 1 ready to start.
Three lanes, two tracks
Work passes between the recruiter, the system, and the new member. It is not a single line: the hire starts a transactional track and a nurture track at once, and both land at Day 1. The system carries every handoff, so nobody has to remember to follow up.
On the job requisition, the recruiter moves the chosen applicant to hired. This single decision starts both the paperwork and the nurture drip.
In parallel, the recruiter creates the @edge8.ai Lark account by hand and records it in 8 Edges. It runs alongside and never holds up the portal invite.
Designed to fire the moment the hire is marked, carrying the onboarding form link and doubling as the Day 0 welcome under the recruiter name. Today the recruiter sends it by hand.
Alongside the paperwork, seven touches introduce Edge8 across the notice period. Designed as a scheduled drip with two human touches; no routine sends it yet, so each touch goes out by hand. Detailed below.
Self-serve, any time in the window. Contact, emergency contact, banking, and identity, the details only they can provide.
On submit, the existing applicant record is matched and promoted in place, never duplicated. Sensitive fields land in the restricted store. No applicant on file routes a backfill notice to operations.
Completing the form sends a portal invite to their personal email when they came through the hiring pipeline. No admin ticket, and no wait on the Lark account.
First login lands on their onboarding home: what they submitted, their probation details, and the benefits surface we keep building out.
Seven touches over thirty days
The drip is designed to run in English, to the new member’s personal email, on a schedule. No routine sends it yet: a recruiter sends the touches below by hand. It is warm and light on purpose: someone working a notice period needs only enough to feel they made the right call. Two touches are human by rule; the numbered markers below are dark for a human and green for the system.
The onboarding email doubles as a personal welcome, sent under the recruiter’s name. It confirms the offer and start date, previews the next few weeks so nothing is a surprise, and carries the single-use link to the onboarding form. This is the one touch that is deliberately human on the way in.
A note, automated in the design, that tells the Edge8 story: the operator lineage from Microsoft to Vinasource to TINYpulse, and the point of view that it is not an AI problem, it is the data. Context and something to be proud of, well before Day 1.
How we work, one line each: Leverage Intelligence, Deliver Impact, Communicate Transparently, Act With Ownership, Learn and Share, and Have Fun Building. Meant to send itself, with a light prompt to reply with the value that resonates most.
An introduction, scheduled in the design, to their manager and the people they are about to work with: faces, roles, and where they will sit. Belonging started early is the biggest driver of a strong first week.
A preview of Day 1: what it looks like, who they will meet, the start time, and one light piece of pre-reading. Never homework, just enough that they arrive oriented.
The logistics sweep three days out: a nudge if the form is not done, their Lark @edge8.ai credentials, the tools they will need, and where to be. Everything provisioned before they walk in.
A short, warm note from the manager the day before: start time, the first thing to do, and a genuine glad you are joining. The second deliberately human touch, this time on the eve of Day 1.
The recruiter checklist
Almost everything is automated. What is left is a short list the recruiter owns by hand, in parallel with the flow. The drip never waits on it.
Recruiter, by hand
Run alongside the automated flow, per new hire.
- Create the Lark @edge8.ai account and record it in 8 Edges
- Send the Day 0 welcome, the onboarding email personalized under their name
- Confirm the onboarding form is submitted; chase it personally if the drip goes quiet
- Verify portal access and tools work before Day 1
- Line up the manager for the Day 30 see-you-tomorrow note
- On an off-ramp, set the status and deactivate the portal account if the offer was rescinded
What the humans own
- Recruiter: the hire, the Day 0 welcome, the Lark account, and the checklist above
- New member: completing the onboarding form and logging in on Day 1
- Manager: the Day 30 note and the Day 60 pass or fail decision
- Operations: backfilling a direct hire who has no applicant on file
What the machine owns
- The onboarding form and its link, and five of the seven drip touches, once the schedule is built
- Matching the applicant and promoting the record in place
- The portal invite, sent on form completion
Pre-boarding, probation, then permanent
Completing the form does not make someone a full employee on the spot. It moves them into pre-boarding, and their status advances on a clock everyone can see.
The off-ramps
Not every start finishes, and the record has to say so plainly. Three exit statuses close the loop, and none of them turns into an alumni record.
The hire never accepts and never completes onboarding. The recruiter marks the record Declined Offer and it goes no further.
They accepted, then changed their mind. The recruiter deactivates the portal account and marks the record Rescinded, so the reversal is on the books.
They started but did not pass the 60-day window. The record is marked Failed Probation rather than moving to full-time.
None of these become alumni. Alumni is reserved for people who genuinely worked here and moved on, not offers that fell through or probations that did not pass.
The seven elements
Every workflow we document has the same anatomy: seven elements, each assigned to a human, a machine, or both. This is the Centaur Map from our workflow design method.
A recruiter marks an applicant hired in the ATS. That single decision is designed to start the paperwork and the nurture drip at the same time; today it starts the recruiter checklist.
The record the applicant built during hiring, the onboarding details only they can supply, the Lark @edge8.ai email the recruiter provisions, and the ready-made intro-to-Edge8 content the drip sends.
The recruiter decides to hire and the new member decides to accept and complete their form. Two more are human touches by rule: the recruiter welcome to open and the manager note to close. The manager also makes the Day 60 pass.
The form submission fans out: the applicant match, the pre-boarding record, and the portal invite. The hire event fanning out the onboarding email and the 30-day drip is designed, not yet scheduled. A direct hire with no applicant on file routes a backfill notice to operations.
One record that advances through a clear lifecycle: pre-boarding on submit, probation on day one, and full-time with a labor contract at day sixty if they pass. Promoted in place from the applicant, never duplicated.
The portal invite sends itself on form completion. The onboarding email and the seven nurture touches are designed to, and go out by hand until the routine exists.
Every stage transition is stamped. Once the drip runs, it will record which touches sent and where a hire goes quiet, so silence becomes a signal instead of a surprise.
The standing rules
- Only a hired applicant triggers onboarding; the recruiter owns that call
- The hire starts two tracks at once, a transactional spine and a 30-day nurture drip, both landing at Day 1
- The notice window is never dead air; the drip runs seven intro touches in English to the personal email
- Two touches are human by rule, a recruiter welcome on Day 0 and a manager note on Day 30; the rest are designed to send automatically
- A submission promotes the existing record; it never creates a second one
- Completing the form means pre-boarding, not full employment: probation starts on day one, full-time comes at day sixty on a pass
- Off-ramps are explicit: Declined Offer, Rescinded (account deactivated), and Failed Probation, and none of them become alumni
- Banking and identity data live in the restricted store, out of the general record
Why it works
- The gap between accept and Day 1 is where hires ghost; a warm, automated drip closes it
- Company story, values, and team intros land before Day 1, so day one is about people, not orientation
- The applicant and the employee are the same record, so nothing is retyped or lost
- A quiet drip is an early warning, not a mystery: silence cues a personal recruiter reach-out