Onboarding Task Orchestration

Instantiate role-specific onboarding checklists as owned, dated board tasks so IT (information technology), payroll, and the hiring manager each get exactly what they need to do, with a clear owner and due date.

When to use

A new hire's start date is confirmed and role-specific onboarding tasks need to be created and assigned.
Onboarding is stalling because IT, payroll, or the manager have not been given clear, dated tasks.
You need a status check across all onboarding tasks for a start date to spot what is blocked or overdue.
A recurring reminder is needed ahead of a hire's first day (equipment prep, account provisioning, welcome message).

Tools

create-task
delegate-task
check-task
list-tasks
schedule-task
send-message

Playbook

Confirm the new hire's role, start date, manager, and department before creating anything. If any of these are missing, stop and use send-message to ask the requesting human for the missing details.
Use create-task to create the parent onboarding task, e.g. "Onboarding: Jane Doe – Sales, starts 2026-08-03," with the start date recorded in the task description.
Use delegate-task to hand the IT provisioning task to the IT owner (or IT queue), naming exactly what is needed: laptop, email account, VPN (virtual private network) access, software licenses. Set the due date to at least one business day before the start date.
Use delegate-task to hand the payroll setup task to the payroll owner (or payroll queue): bank details collection, tax forms, benefits enrollment start, salary confirmation. Set the due date so payroll is ready before the first payday.
Use delegate-task to hand the manager a task covering first-day agenda, team introductions, and initial 30/60/90-day goals. Due date is the morning of the start date. 5b. If the role has additional standard checklist items (badge/access card, workstation setup, role-specific software), use create-task for each and delegate-task to the correct owner. Do not invent items outside the role's normal onboarding scope.
Use schedule-task to set a reminder two business days before the start date, prompting IT and the manager to confirm readiness.
On or after the due dates, use check-task on each delegated task to confirm completion status. If a task is still open past its due date, use send-message to escalate to the task owner and their manager.
Use list-tasks filtered by the parent onboarding task to produce a rollup status (complete, in-progress, blocked) and share it via send-message with the hiring manager and HR (human resources).
If any task surfaces a sensitive employee-relations question (leave, complaints, disputes, eligibility) or a decision requiring a policy judgment, stop that task and use send-message to escalate to an HR human. Do not make policy or eligibility determinations yourself.

Failure modes

Missing start date or role details cause tasks to be created with wrong due dates — always confirm and record start date on the parent task before delegating.
Delegating to the wrong owner (e.g. sending payroll tasks to IT) creates silent bottlenecks — verify each recipient's function before calling delegate-task.
Treating this as an approval flow for the hire itself — this playbook only orchestrates onboarding logistics after a hire decision is made; it does not evaluate candidates or make hire/reject calls.
Letting overdue tasks go unnoticed — always run check-task / list-tasks on or after due dates rather than assuming completion.

Done when

Parent onboarding task and all role-specific subtasks (IT, payroll, manager, and any additional checklist items) exist on the board, each with an owner and a due date.
A status rollup has been shared with the hiring manager and HR, and any overdue or blocked items have been escalated via send-message.