Agent setup guide
New Hire Onboarding Coordinator
Add a new hire to your sheet: a first-week plan and checklist in Notion, a prep email to the manager, and a welcome on the start date.
What it does
Add a new hire to your sheet: a first-week plan and checklist in Notion, a prep email to the manager, and a welcome on the start date.
- Starts from each new hire added to your New hires sheet in Google Sheets.
- AI builds a role-specific first-week plan, an onboarding checklist (accounts, equipment, HR and payroll items, each with its owner) and the manager's prep list from your onboarding rules.
- Files them as a page in your Notion onboarding database, with the checklist as to-dos the team ticks off.
- Emails the manager who's starting, the prep list and the Notion link to review and edit.
- Dates are worked out in code, never by the AI: days until or since each date, the window and business days are computed in your workflow's time zone, and records outside the window are skipped before the AI sees them.
- Waits until 08:00 on the start date (your time zone, set on “Check the start date”), then emails the new hire a welcome with your first-day details (replies go to the manager) and introduces them in your #team channel.
- Start dates more than 29 days away, past or missing, or no valid new-hire email (checked in code): the manager gets the welcome drafts to send themselves.
What it needs
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Google Sheets, Notion and Slack, connected in Settings → Integrations.
- A New hires sheet with the manager's email, the new hire's email and the start date, and a Notion onboarding database.
What it doesn't do
- It doesn't create accounts, order equipment, run payroll or do I-9 / right-to-work checks; it lists them as checklist items for their owners and gives no legal or tax advice.
- The manager reviews the plan by editing the Notion page; the welcome itself isn't re-generated from those edits.
- Start dates more than 29 days out skip the timed welcome (a run can wait at most 30 days).
- It reads new rows only: rows edited later, or inserted in the middle of the sheet, aren't picked up.
Availability and plans
Available
Its workflow is built and tested, and every app it needs is live. You can get it and set it up now.
Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.
Before you start
- A paid plan: agents run live, and the Free plan only runs Dry Runs.
- An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
- These apps, connected in Settings → Integrations: Google Sheets, Notion and Slack.
- The app it watches, connected in Settings → Integrations (the agent starts from an app event).
- About 25 minutes.
Set it up step by step
Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.
1. Connect your AI provider
The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
2. Connect Google Sheets
Connect the Google account that can open the New hires sheet (Settings → Integrations → Google Sheets).
3. Connect Notion
Connect Notion and share your onboarding database with the Fluxo Flow integration (Settings → Integrations → Notion).
4. Connect Slack
Connect your Slack workspace (Settings → Integrations → Slack).
5. Pick the New hires sheet
Open the trigger, pick your Google account, paste the spreadsheet link and the tab name.
| Setting | What to enter | In step |
|---|---|---|
| Google account (New hires sheet) | The Google account that can open the New hires sheet. Pick your connected Google Sheets account. | “New row in your New hires sheet” |
| New hires spreadsheet | Paste the link of the spreadsheet you add new hires to. | “New row in your New hires sheet” |
| New hires tab | The tab new hires are added to, e.g. New hires. | “New row in your New hires sheet” |
6. Paste your onboarding rules
Open “Build the first-week plan” and replace the placeholder with your first-day details, standard items, accounts per role and HR/payroll items.
| Setting | What to enter | In step |
|---|---|---|
| Your onboarding rules | Replace the placeholder with your company name, time zone, first-day start time and place or link, standard first-week items, accounts and equipment per role or team, and the HR and payroll checklist items with their owners. It starts as “[PASTE YOUR COMPANY NAME, TIME ZONE, FIRST-DAY START TIME AND PLACE OR LINK, STANDARD FIRST-WEEK ITEMS, ACCOUNTS AND EQUIPMENT PER ROLE OR TEAM, HR AND PAYROLL CHECKLIST ITEMS AND WHO OWNS THEM HERE]” until you replace it. | “Build the first-week plan” |
7. Pick the onboarding database
Open “Create the onboarding page” and pick your account and database, then pick the same account in “Add the checklist”.
| Setting | What to enter | In step |
|---|---|---|
| Notion account (onboarding page) | The Notion workspace with your onboarding database. Pick your connected Notion account. | “Create the onboarding page” |
| Onboarding database | The Notion database onboarding pages are added to (any database with a Name title), shared with Fluxo Flow. | “Create the onboarding page” |
| Notion account (checklist) | The same Notion workspace, to add the checklist to-dos. Pick your connected Notion account. | “Add the checklist” |
8. Pick the team channel
Open “Introduce them in #team” and pick your account and channel. Invite the app to private channels first (/invite @Fluxo Flow).
| Setting | What to enter | In step |
|---|---|---|
| Slack account | The Slack workspace your team uses. Pick your connected Slack account. | “Introduce them in #team” |
| Team channel | The channel new hires are introduced in, e.g. #team. | “Introduce them in #team” |
9. Test it with Dry Run
Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
10. Switch the trigger on
Open the trigger and click “Activate app trigger”: new hires added after activation are picked up on your plan's schedule interval.
How it works
The agent is a normal workflow with 15 steps (2 AI steps). You can open, edit and monitor it like any other workflow.
- New row in your New hires sheet — Starts on “New row” in Google Sheets (an app event). Starts for each new hire added at the bottom of your New hires sheet (name, personal email, role, manager, manager's email, start date). Checked on your plan's schedule interval.
- Check the start date — Step. In code, not AI: reads the row's start date, works out how many days away it is and whether the timed welcome fits (today up to 29 days ahead — a run can wait at most 30 days), and sets the welcome time (08:00 on the start date; change add.time, and set timezone here to your company's zone, e.g. America/Denver — UTC otherwise).
- Build the first-week plan — AI step (runs on your AI provider key). AI builds a role-specific first-week plan, the onboarding checklist (accounts, equipment, HR and payroll items with owners) and the manager's prep list from your onboarding rules.
- Create the onboarding page — Notion: Create a page in a database. Adds the new hire's onboarding page to your Notion onboarding database, with the first-week plan.
- Add the checklist — Notion: Add content to a page. Adds the onboarding checklist to the page as Notion to-dos, each with its owner, so the team can tick them off.
- Email the manager — Sends an email from your workspace's sender. Sends the manager who's starting, the prep list and the link to the Notion page to review and edit.
- Write the welcome — AI step (runs on your AI provider key). AI writes the new hire's welcome email and the #team introduction. Whether the timed welcome fits, and when it goes, was worked out in code.
- Check the timed welcome — Step. In code: the start date check passed (today up to 29 days ahead), there is exactly one valid new-hire email, and the welcome has a subject and body with no placeholders left. Anything that fails goes to the manager instead, with the reason.
- Welcome on the start date? — Decision: picks the branch to follow. Welcomes that pass the checks are sent on the start date; otherwise the manager gets the drafts to send themselves.
- Send the manager the welcome drafts — Sends an email from your workspace's sender. Branch: Too far / no date. When the start date is more than 29 days away, past or missing (or the new hire's email is missing), the manager gets the welcome email and #team post to send themselves.
- Drafts sent to the manager — Kept in the run history. The run history keeps the plan, the page link and the drafts.
- Wait until the start date — Waits until a date taken from the data (at most 30 days). Branch: Within 29 days. Pauses the run until 08:00 on the start date (computed in code in “Check the start date”; at most 30 days); the run resumes on its own.
- Email the welcome — Sends an email from your workspace's sender. Sends the welcome to the new hire's email, with replies going to their manager.
- Introduce them in #team — Slack: Post a message. Posts the short introduction to your team channel in Slack.
- Welcomed — Kept in the run history. The run history keeps the plan, the page link, the welcome and the post.
Test it with Dry Run
Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live. The sample has the same shape as a real event from the app.
Sample data fields
sheet, row._row, row.Name, row.Personal email, row.Role, row.Team, row.Manager, row.Manager email, row.Start date, row.Location, row.Notes, row_number.
- Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
- Wait steps don't wait: they report how long they would wait and the run goes on.
Go live
- Open the trigger and click “Activate app trigger”: new hires added after activation are picked up on your plan's schedule interval.
- Activating the app trigger needs the trigger's connected account. The first check only remembers what's already there, so older items don't start runs; the same item never starts two runs.
- The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
- When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.
Questions
What should the New hires sheet look like?
One row per new hire, added at the bottom: Name, Personal email, Role, Team, Manager, Manager email, Start date (YYYY-MM-DD is safest), Location, Notes. Column names can vary; the agent reads them from the header row.
Does it create accounts or run payroll?
No. Accounts, equipment, I-9 / right-to-work checks and payroll set-up are listed as checklist items for their owners in Notion; people do them.
When does the welcome go out?
At 08:00 on the start date, as long as the start date is today or within 29 days of the row being added (a Wait step can pause a run for up to 30 days). Both are worked out in code in “Check the start date”: change the time there (add.time) and set your company's time zone (timezone, e.g. America/Denver; UTC otherwise). Otherwise the manager gets the drafts to send.
Troubleshooting
- “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
- A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
- An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
- Slack says the app isn't in the channel: in Slack, type /invite @Fluxo Flow in that channel (always needed for private channels).
- No runs start: activate the app trigger with a connected account. Only items created after activation start runs.
- A run shows “Waiting until …” in History: that's a Wait step; it continues on its own (it can be cancelled through the API).
- A step failed: open the run in History and check that step in the Trace tab for the error and what it received.
Generated from the agent's own workflow, so it always matches what the agent does. Last updated .