HR & RECRUITING
New-Hire Equipment Relay from Calendar Start Date
When a new hire's start date lands within 10 business days, it builds their equipment order from a role-based kit and logs a tracked fulfillment record in Airtable for IT…
How it runs
The automated pipeline, trigger to output.
- TriggerOnboarding start-date event on HR calendarOutlook
- LogicFilter: start date is 10 business days out
- LogicMap role to standard equipment kit
- ActionCreate fulfillment record with line itemsAirtable
- OutputPost order-created confirmation to HROutlook
What it does
Watches the HR onboarding calendar for upcoming start dates and, ten business days out, generates a complete equipment order for the new hire. It maps the person's role to a predefined hardware kit (laptop, monitor, peripherals) and writes a structured fulfillment record into Airtable so IT has a single source of truth to procure against.
When to use it
Use this when start dates live in an Outlook calendar and you want equipment ordering to begin automatically — no manual ticket cutting, no missed laptops on day one. Ideal for teams with consistent role-based hardware standards.
How it works
- 1An Outlook calendar event tagged as an onboarding start fires the trigger.
- 2A filter checks the start date is exactly ten business days away, skipping events outside that window.
- 3The role field is matched against a kit lookup to expand the standard hardware list for that role.
- 4The order is written as a new Airtable record with line items, owner, and a 'Pending Procurement' status.
- 5A confirmation summary is posted back so HR can see the order was created.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect AirtableBases, tables, views, automations.
- 3Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 4Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 5Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run this workflow in your colony.
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