# 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

1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. Use `schedule-task` to set a reminder two business days before the start date, prompting IT and the manager to confirm readiness.
7. 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.
8. 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).
9. 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`.