# Get every new hire's paperwork signed before day one

> Every weekday we find who starts in the next two weeks, send only the documents they still need, and show People Ops exactly who to chase.

- Workflow type: agent
- Services: Documenso, BambooHR, Slack Bot
- Categories: HR & People, Operations
- Published: 2026-08-14

## What it does

- Checks your HR system every weekday for everyone whose start date falls in the next two weeks
- Works out which documents each person actually needs based on their team, role, employment type and location
- Sends only what is genuinely missing, and never re-sends a packet that is already waiting on a signature
- Posts one readiness board to your People Ops channel, grouped by how soon each person starts, flagging anyone still unsigned in their final week

## What you'll need

- A BambooHR account with access to your employee directory
- A Documenso account with your onboarding templates already built, such as an NDA, a handbook acknowledgement, and any contractor or equity documents you use
- A Slack workspace and a channel for your People Ops team
- Your own rules for which documents apply to which teams, employment types and countries

## Prompt

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.

## How to customize

- Change when it runs and how far ahead it looks, which is two weeks by default
- Adjust which documents apply to which department, job title, employment type or country, so contractors and equity eligible hires get the right extras
- Change the escalation window, which is five working days by default, and pick which channel the board is posted to

## FAQ

### Will it ever send the same document twice?

No. Before creating anything it looks up what has already gone out for that person and reads the current signing status of each packet in flight. Only genuinely missing documents get created and sent, and an unsigned document is never blindly re-sent.

### What if different hires need different documents?

The document rules are yours to set. You can map different packets to a department, job title, employment type or country, so a contractor gets a contractor agreement and an equity eligible hire gets a grant letter, while everyone still gets the baseline paperwork.

### Does it message every new hire individually in Slack?

No. It posts a single summary to your People Ops channel each run rather than one message per hire. Deciding who to chase stays a human call, the workflow just makes the picture obvious.

### What happens when someone still has not signed close to their start date?

Anyone with outstanding documents inside the last five working days before they start is called out separately at the top of the board, named as a person to chase rather than buried in a list of documents.

### Do I need to set anything up before turning this on?

Yes. Your document templates need to exist first. The workflow fills in each hire's name, email, role and start date from your HR records and sends from those templates, so it will not write the documents themselves.

### What if nobody is starting soon?

It still posts a short all clear so your team knows the check ran and nothing was missed, rather than going silent.

Use this prompt in General Input: https://www.generalinput.com/prompts/get-every-new-hires-paperwork-signed-before-day-one