Status: Delivered. Described from our own delivery records. Client identity, brand and commercial terms are withheld. Figures, where given, cover the period stated and nothing beyond it.
Context
A staffing and recruitment business running two recurring people-processes that both depended on somebody remembering to act: bringing a new hire on board, and holding regular one-to-one performance conversations between managers and their reports.
The problem
- Onboarding: offer letters, policy documents, IT account setup and equipment issue were separate manual handoffs with no workflow tracking them end to end.
- Onboarding: a missed step surfaced on the new hire's first day, which is the worst possible time.
- Onboarding: document retention for compliance depended on someone filing correctly.
- Check-ins: there was no standard cadence, so check-ins happened irregularly.
- Check-ins: feedback was unstructured, which made it hard to compare or to act on.
- Check-ins: there was no central, access-controlled record of what had been discussed.
What we built
An end-to-end onboarding workflow
Triggered from a single form: tailored offer letters sent for electronic signature, policy documents chained behind them, IT notified for account and equipment setup, and everything archived to secured storage.
A recurring check-in workflow
That schedules conversations at a set cadence, sends the evaluation form to the employee beforehand, delivers the completed form to the manager as an actionable card in the collaboration platform, and archives the finalised review with restricted access.
How we delivered it
- 1
Map both processes end to end
Including the handoffs that were failing rather than only the steps that were documented.
- 2
Design the retention and access model first
Who may see a performance record, and for how long it is kept.
- 3
Build onboarding
Tested with real hires under supervision before running unattended.
- 4
Build check-ins
Starting with one department.
- 5
Extend across the organisation
Once the pattern held.
How it was phased
Indicative phasing for work of this shape. Actual duration varies with data quality, access and decision speed.
What the client keeps
- The workflow definitions
- Document templates
- The access and retention model as documentation
- The archived record structure