New hires repeat the same information to IT, HR and their manager — often in three different formats. Each department then chases the others for status: has Legal signed off, has IT provisioned the accounts, has anyone told the manager the start date held.
Things slip through because nobody owns the full picture. The shared drive gets a half-finished checklist. The Slack thread dies on a Friday. By Monday someone is asking the new member for their bank details again.
IT, HR, and the manager all work from the same data the new hire entered. No re-entry.
IT gets provisioning tasks; HR gets onboarding checks. Each sees only what they need.
A final review stage with everything done so far, plus space for comments.
Each department gets exactly what they need to act, in the right order, without coordinating manually. Data entered once flows through every stage, and the shared sheet gives the manager a live view of progress across all four roles.
New Member — Completes the onboarding form and provides the required information.
Departments — Receive the information relevant to them (such as HR, IT, Legal, Finance, or any custom department).
Manager — Monitors every onboarding from the shared sheet and adds information whenever necessary.
Fills in details and preferences
Provisions accounts and schedules tutorials
Completes onboarding checks
Reviews all submissions and confirms completion
The Onboarding template collects what a new member needs to provide once, then routes it to the departments that actually have to act — HR, Legal, Medical, IT, or whoever you wire in. Each department only joins when it's their turn. Nobody has to chase status across three inboxes to find out whether the laptop arrived before the badge.
For organizations that onboard employees, contractors, customers, members, or volunteers — especially when different people require different paths. For example:
Open this map when a new member is about to join and the handoff spans more than one department.
