HR & RECRUITING
New-hire equipment order email to IT and vendor
On a scheduled lead-time before each start date, drafts and sends an equipment order email (laptop, monitor.
How it runs
The automated pipeline, trigger to output.
- TriggerDaily schedule checks upcoming start dates
- ActionQuery Airtable for hires starting within 10 daysAirtable
- LogicFilter to hires with no order yet sent
- ActionSend itemized equipment order email via GmailGmail
- OutputMark order as sent in AirtableAirtable
What it does
Looks ahead at upcoming start dates and sends a clean equipment order email so hardware arrives before day one. It maps each role to a standard kit and itemizes exactly what to order and where to ship it.
When to use it
Use it when hardware lead time is your bottleneck and laptops keep showing up late. It is ideal for teams that order through a vendor and want a paper trail in IT's inbox rather than a Slack ping that gets buried.
How it works
- 1A daily schedule fires and queries the HR base for hires starting in the next ten days.
- 2Logic filters to hires that do not yet have an equipment order flagged as sent.
- 3For each match it maps the role to a standard equipment kit and resolves the ship-to address from the work location.
- 4It composes an itemized order email and sends it via Gmail to IT and the vendor, CC'ing the hiring manager.
- 5It writes the sent timestamp back to the HR base so the same hire is never ordered twice.
Set it up
What you configure once, before turning it on.
- 1Connect AirtableBases, tables, views, automations.
- 2Connect GmailRead, draft, send, label.
- 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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