Get every new hire's paperwork signed before day one

Every weekday at 8am, check who is starting soon and make sure their signing packet is complete before day one. Use BambooHR Get Employee Directory to pull the employee directory, and keep everyone whose start date falls within the next 14 days. If the directory does not carry all the fields needed, call BambooHR Get Employee for those specific hires to fill in department, job title, employment type, location and work email.

For each upcoming hire, work out which document set applies. Treat this as a configurable mapping rather than a hardcoded list, keyed on department, job title, employment type and country. As a starting point, every hire needs an NDA and a handbook acknowledgement, contractors also need a contractor agreement, and equity eligible roles also need an equity grant letter. Keep it easy to add country specific or department specific addenda to the same mapping without rewriting the workflow.

Before creating anything, find out what has already gone out. Use Documenso Find Envelopes to search for existing envelopes belonging to that hire, matching on their full name and work email, and ignoring cancelled or rejected ones. For every packet already in flight, call Documenso Get Envelope to read each recipient's current signing status rather than resending blindly. Optionally also call BambooHR List Employee Files to check whether a signed copy is already filed against the employee record, and treat that as satisfied too.

Only for documents that are genuinely missing, create the envelope from the matching Documenso template using Use Envelope Template, prefilling the hire's full name, work email, job title and start date, then send it with Distribute Envelope. Never create a second envelope for a document that is already pending signature, and never redistribute an envelope simply because it is unsigned. Deduplication is the single most important behaviour in this workflow, so when the evidence is ambiguous, prefer leaving the existing packet alone and reporting it rather than sending a duplicate.

Finish with exactly one Slack message per run, never one message per hire. Use Slack Bot Send a Message to post a readiness board to our people ops channel, grouping hires by how many days until their start date. For each hire, list their role, start date, which documents are signed, which are still pending, and when those were sent. At the top of the board, call out separately anyone whose documents are still unsigned inside the last five working days before they start, and name the person who needs chasing rather than just the document. Close with a short count of what was sent and what was left alone this run. If everything is on track, still post a brief all clear so the team knows the check ran.