Gamut
Recruiting & HR

Onboarding Orchestrator Agent

Run every new-hire, account, member, or unit checklist to completion across your systems, automatically.

Updated

Connects with

OktaOktaGreenhouseGreenhouseSalesforceSalesforceHubSpotHubSpotPipedrivePipedriveGoogle SheetsGoogle SheetsAirtableAirtable
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The problem it solves

Onboarding stalls when one person owns a checklist that touches a dozen systems and three other teams. Steps get forgotten, access lands late, and new hires sit idle on day one. This agent works the checklist item by item, completes what it can automatically, chases the human-required steps, and reports exactly what is done, pending, or blocked.

Who it's for

  • HR and People Ops teams handling new-hire onboarding
  • IT and security teams provisioning access and equipment
  • Operations leads at associations onboarding new members
  • Financial services teams onboarding new accounts (KYC/AML)
  • Franchise and multi-unit operators opening new sites

What it does

  1. 1

    Load your checklist

    The agent reads your written onboarding checklist for the relevant type and never improvises one of its own.

  2. 2

    Pull the subject's details

    It gathers name, email, start date, role or tier, and the assigned owner from your intake system.

  3. 3

    Execute each step in order

    For every item it identifies the right connected system, performs the action, and verifies it succeeded.

  4. 4

    Route the human steps

    Manager approvals, signatures, and equipment handoffs get posted to Slack tagging the responsible person.

  5. 5

    Log status with timestamps

    Each item is recorded as Done, Pending, or Blocked in your tracker with a timestamp and the agent as actor.

  6. 6

    Work around blockers

    When a step cannot finish, it logs the reason, alerts the owner, and continues with independent items instead of stalling.

  7. 7

    Close the loop

    Once everything is complete it posts a summary, flags any remaining human steps, and sends the new subject a welcome message.

Key benefits

  • New hires and accounts are ready on day one instead of waiting on scattered manual steps
  • Nothing falls through the cracks: every checklist item is logged Done, Pending, or Blocked
  • Human-required approvals and signatures are chased automatically with follow-up reminders
  • One agent covers new hire, new account, new member, and new unit onboarding
  • A timestamped audit trail of every provisioning action for compliance reviews
  • Blockers never freeze the whole process; independent steps keep moving

Sample use cases

A new engineer starts Monday and needs HRIS setup, Okta access, equipment, and a welcome packet.

The agent provisions the system access it can, posts the equipment and manager-approval steps to Slack, and confirms the new hire is fully set up before the start date.

A wealth firm opens a new client account requiring KYC/AML checks, custodian setup, and a CRM record.

It works the account-onboarding checklist, routes the KYC documents for human confirmation, creates the CRM record, and logs each step with a timestamp.

An association signs up a new member who needs portal access, dues setup, and benefits enrollment.

The agent sets up the member portal, triggers dues, enrolls benefits, and sends a welcome message once the tier is fully active.

A franchise opens a new unit needing licensing, systems setup, and staffing in place.

It runs the unit-opening checklist across systems, flags licensing steps that require sign-off, and reports completion status to the owner.

Key integrations

  • HRIS

    The system of record for employees, used to create and update new-hire records.

  • Okta

    Identity and access provisioning for granting system access to new subjects.

  • ATS / CRM

    Intake source where new hires, accounts, or members first appear.

  • Google Sheets

    Progress tracker for logging each checklist item's status and timestamps.

  • Airtable

    Alternative structured tracker for onboarding progress and blockers.

  • Notion

    Alternative tracker and home for onboarding checklists and notes.

  • Slack

    Where the agent notifies stakeholders, tags owners for human steps, and posts completion summaries.

Because the agent works from your own written checklist rather than a fixed playbook, it adapts to whichever onboarding type you run: new hire, new financial account, new association member, or new franchise unit. It never skips a required item, and it will not provision access to any system that has not been connected, flagging those for a human instead.

Every provisioning action is logged with a timestamp and the agent recorded as the actor, which gives People Ops, IT, and compliance teams a clean audit trail. If a start date is in the future, the agent can prepare the steps ahead of time but holds activation until the date arrives.

Getting started

  1. Import the workspace — Add the Onboarding Orchestrator template to your Gamut workspace in a couple of clicks.
  2. Run the setup interview — The agent-onboarding skill launches on import and asks for your onboarding type, checklist, systems to connect, and where to log progress and notify stakeholders.
  3. Give it a first task — Tell the agent to onboard someone, for example "Onboard Jordan Lee as a new hire, start date July 1," and it runs the checklist to completion.

Frequently asked questions

What is the Onboarding Orchestrator agent?

It is automated employee onboarding software that executes your written onboarding checklist across your connected systems, completing each step, chasing the human-required ones, and logging progress until the new hire, account, member, or unit is fully ready.

Does the agent take irreversible actions without approval?

No. Any action that cannot be reversed, such as account creation or document submission, requires explicit confirmation from the designated owner before the agent proceeds, unless your checklist marks that step as auto-approved.

Which systems does it work with?

It connects to your intake system (ATS, CRM, or HRIS), the systems your steps touch such as HRIS, Okta and other provisioning tools, a progress tracker in Google Sheets, Airtable, or Notion, and Slack for notifications. Accounts are connected through Gamut, so no API keys are needed.

How is this different from onboarding manually or with generic HR onboarding software?

Most new employee onboarding software gives you a checklist that people still have to work by hand. This agent actually performs the steps across systems, verifies each one, chases the human approvals, and keeps a timestamped record, so onboarding finishes without someone babysitting it.

Can it handle both onboarding and offboarding?

The agent is built for onboarding, running a new-X checklist to completion. If you need employee onboarding and offboarding software, you can pair it with a separate offboarding checklist or agent; this one focuses on getting new subjects fully ready.

How much does it cost?

The template is free to import into your Gamut workspace, and it needs no extra API keys since accounts connect through Gamut. Your only cost is your existing Gamut plan and the underlying systems you already use.