en_US EN
en_US EN fr_FR FR
Contact us
Contact form

AI case study: Automated post-recruitment onboarding

Three people smiling in a meeting at work.
Orange circular arrows icon
ActivDev

Customer issue

Case study: How AI can improve HR Onboarding

Customer issue

 

 

This company in the EdTechOur fast-growing company is recruiting several new employees every month: with technical, teaching, support or marketing profiles.

But still :

  • The HR department was busy with all their activities.

  • Managers caught up in operations

  • Designated mentors are also usually busy with their own activities.

  • And the onboarding process became uneven, time-consuming and difficult to follow

 

Each arrival involved :

  • Going back and forth to collect administrative information

  • Manual generation of contracts, accesses and documents

  • Organizing an integration process (agenda, visios, internal resources)

  • And a flood of redundant questions from the new employee ("where are the tools?", "who do I contact?", "when's my next point?").

The company was looking for a solution to streamline and professionalize onboardingwithout relying on a manual 100 % process.

Tired businessman at desk in dimly lit office.

Context

EdTech already had a few tools in place: Google Workspace, Notion, Slack.
But no automation.


Each manager managed the arrival in his own way, with one risk:

  • Forgotten or incomplete information

  • Unwelcome employees

  • From an unclear image on day one

They wanted a automated onboardinghuman, but efficient - and customizable by role.

Identified challenges

  • Too many low-value manual tasks (contracts, access, reminders...)

  • Lack of consistency from one onboarding to the next

  • Risk of poor employee experience from the very first week

  • Mental workload for HR + managers

Work carried out by ActivDev

What we have put in place

 1. Onboarding form

HR or manager fills in a short form for each new employee:

Name, role, date of arrival, language, manager, team, equipment required...

 2. Automatic generation of documents and forms

  • A pre-filled contract is generated in PDF format (with dynamic template)

  • The employee's onboarding sheet is drawn up by IA :

    • His job, his missions, his manager

    • Access to internal tools + best practices

    • Week 1 calendar

  • Everything is stored in a Shared drive

 3. Creation of integration schedule

The scenario automatically creates :

  • An HR point (30 min, videoconference)

  • Team coffee (Slack or Meet)

  • A point manager (1h, week 2)

  • Reminders and deadlines (materials, contracts, tools)

 4. Setting up a chatbot AI HR

The new employee has access to a chatbot able to answer 24/7 questions such as :

  • "How do I ask for a day off?"

  • "Where can I find the teleworking charter?"

  • "Who's responsible for tech support?"

  • "Where can I find the documents for the mutual insurance company?"

 The chatbot is trained from internal content: FAQs, HR processes, internal files - it always gives a reliable answer or directs to the right contact.

 5. Automated communication

  • The employee receives a welcome e-mail + a personalized induction process.

  • His manager and team are notified

  • The team channel is automatically updated

Tools used

  • n8n to orchestrate automation

  • Google Form HR or manager entry form

  • OpenAI to draw up a personalized onboarding sheet + e-mails

  • Google Drive for storing HR documents

  • Google Calendar : creation of integration agendas (visio HR, point manager, etc.)

  • Slack internal alerts and newcomer integration

  • Chatbot AI HR integrated answers to frequently asked questions

 

Results

✅ Smooth, professional onboarding experience
✅ 2 to 3 hours saved per HR arrival
✅ Better integration of new employees
✅ Fewer repetitive questions thanks to chatbot
✅ HR teams and managers with less loadbut always involved

Results

100% satisfied newcomers