New Hire Onboarding Kickoff: Ashby to Outlook (Welcome Email + Teams Invite)

Build me a new-hire onboarding kickoff agent that fires whenever an Ashby application flips to Hired and turns it into a personalized welcome email plus a Day 1 Teams orientation invite on my Outlook calendar.

Trigger: Ashby poll on the candidate_hired event. When it fires, take the candidate id from the payload and call Ashby Get Candidate Info to pull the new hire's full name, primary email, role/title, start date, and recruiter.

Guardrail: if the start date is missing, or if the start date is already in the past relative to today, skip the run entirely. Do not draft an email and do not create a calendar event.

Step 1, draft the welcome email. Write a personalized message addressed to the new hire by first name. The body should cover four sections, each built from the template snippets I drop into the prompt config below: first-day logistics (arrival time, location or remote link, dress code), what to bring (laptop status, ID for badging, any forms), who they'll meet on Day 1 (recruiter name from the Ashby payload, hiring manager name, buddy if listed), and links to onboarding docs (handbook, benefits, IT setup). Sign it from me. Keep the tone warm and concise.

Step 2, call Microsoft Outlook Create Event to put a 60-minute Day 1 orientation on my calendar at 10:00 local time on the candidate's start date. Subject: "Day 1 Orientation: <new hire name>". Required attendees: the new hire's email and the hiring manager's email (from the prompt config). Set isOnlineMeeting=true with onlineMeetingProvider=teamsForBusiness so a Teams link is auto-attached. Put a one-line agenda in the event body.

Step 3, call Microsoft Outlook Send Mail to deliver the welcome email to the new hire's address. Inline at the bottom of the email body, include the orientation details: date, 10:00 local start, 60 minutes, and the Teams join link from the event you just created. CC the hiring manager.

Template snippets and config to fill in before running:

- Hiring manager email: <fill in> - First-day logistics snippet: <fill in> - What to bring snippet: <fill in> - Who they'll meet snippet (can reference {recruiter} and {hiring_manager}): <fill in> - Onboarding doc links: <fill in> - Sign-off name: <fill in> - Time zone for the 10am orientation: <fill in, e.g. America/New_York>

Log a one-line summary at the end with the new hire name, start date, event id, and message id so I can audit runs.

Additional information

What does this prompt do?

Watches Ashby for the candidate_hired event and pulls the new hire's name, email, role, start date, and recruiter via Get Candidate Info.
Drafts a personalized welcome email that covers first-day logistics, what to bring, who they'll meet, and links to onboarding docs.
Creates a 60-minute Day 1 orientation event in Microsoft Outlook at 10am local time on the start date, with the new hire and hiring manager as required attendees and a Teams meeting link auto-attached.
Sends the welcome email through Outlook with the calendar event details inline, and skips the run if the start date is missing or already past.

What do I need to use this?

An Ashby account with API access and the candidate_hired event enabled.
A Microsoft Outlook (Microsoft 365) account connected with Mail.Send and Calendars.ReadWrite scopes.
Hiring manager email plus your onboarding doc links and welcome email template snippets to drop into the prompt config.

How can I customize it?

Change the orientation start time, duration, or time zone (default is 10am local for 60 minutes on the start date).
Edit the welcome email template snippets (logistics, what to bring, who they'll meet, doc links) directly in the prompt.
Swap teamsForBusiness for a different online meeting provider, or remove the online meeting entirely if Day 1 is in person.

Frequently asked questions

What triggers this onboarding workflow?

Ashby's candidate_hired poll trigger. As soon as an application's status flips to Hired, the agent picks it up and pulls the candidate record.

Does the calendar invite include a Teams link?

Yes. The Outlook Create Event call sets isOnlineMeeting=true with onlineMeetingProvider=teamsForBusiness, so a Teams link is generated and attached to the invite automatically.

What happens if the start date is missing or already in the past?

The agent skips the run. It only proceeds when there is a valid future start date on the Ashby candidate record.

Who gets invited to the Day 1 orientation?

The new hire and the hiring manager are added as required attendees on the 10am local-time event. You can extend the attendee list in the prompt config.

Can I customize the welcome email copy?

Yes. The email body is built from template snippets you provide in the prompt, so you can edit the tone, the logistics paragraph, and the onboarding doc links without touching the workflow.