BambooHR new hire pre-boarding handoff to Asana and Slack

Every morning at 7am in my company timezone, I want an agent to look one week ahead in BambooHR and kick off the manager-facing pre-boarding handoff for any new hire whose start date is roughly seven days out.

Trigger: cron, daily at 7am.

Steps the agent should run:

1. Call BambooHR's Get Employee Directory to fetch all current employees and their hire dates. Filter the directory down to records whose hire date is between six and eight days from today (inclusive). If a recent sync timestamp is already stored in workflow state, prefer BambooHR's Get Changed Employees scoped to that window to cut down the work.

2. For each new hire that matches, call BambooHR's Get Employee to pull full details: first and last name, job title, department, work location, and the assigned manager (name and work email).

3. Before doing anything else for that new hire, check whether the handoff has already happened. Look for an existing Asana onboarding task tagged with the employee ID and start date, or track handed-off employee IDs in persistent workflow state. If the handoff is already done, skip. Idempotency matters: never create tasks or DM the manager twice for the same new hire.

4. For each unhandled new hire, use Asana's Create a Task to create a parent onboarding task in the new hire's department project. If a per-department project mapping isn't configured, fall back to a single shared onboarding project. Title it something like 'Pre-boarding: <First Last> starts <Date>' and assign it to the listed manager. Then use Asana's Create a Subtask four times to add these standard subtasks under the parent, each also assigned to the manager: laptop shipment, account provisioning, first-week reading, and Day 1 buddy intro.

5. Use Slack's Send a Message (slackbot) to DM the manager with a short personalized brief: who's starting, the start date, job title, department, work location, and a link to the freshly created Asana parent task. Look the manager up in Slack by their BambooHR work email. If the manager can't be resolved, or BambooHR doesn't list one, post the brief to a configurable HR fallback channel instead so it still reaches a human.

Inputs and configuration to expose at setup:

- Asana workspace, optional per-department project mapping, and a fallback onboarding project.

- Company timezone for the 7am cron.

- Lead-time window in days (default 6 to 8).

- HR fallback Slack channel for missing-manager cases.

Behavior notes: on days with no matching new hires, do nothing (no tasks, no DMs, no noise). Only send the manager one DM per new hire even if the workflow runs multiple times.

Additional information

What does this prompt do?

Checks BambooHR every morning for new hires whose start date is roughly seven days away.
Builds a ready-to-go onboarding checklist in Asana under the new hire's department project, assigned to their manager.
Sends the manager a personalized Slack DM with the heads-up, the role and start date, and a link to the new checklist.
Skips anyone already handed off, so no manager ever gets the same brief or task list twice.

What do I need to use this?

A BambooHR account with permission to read the employee directory and hire dates.
An Asana workspace where new-hire onboarding tasks should live, with at least one onboarding project.
A Slack workspace where managers can receive a DM from your workspace bot.

How can I customize it?

Change the trigger time or run only on weekdays so briefs don't land on weekends.
Adjust the lead time, for example brief managers two weeks out instead of one.
Edit the standard subtask list (laptop shipment, account provisioning, first-week reading, Day 1 buddy intro) to match how your team actually pre-boards.
Map departments to specific Asana projects, or default everything to one shared onboarding project.
Add a fallback Slack channel (like your People Ops channel) for cases where BambooHR doesn't list a manager.

Frequently asked questions

Will a manager get the same brief twice if I rerun the workflow?

No. Before creating anything, the agent checks whether this new hire has already been handed off and skips them if so. You can rerun safely.

What if my company doesn't bucket Asana projects by department?

Point the workflow at a single shared onboarding project as the default. The per-department mapping is optional and only kicks in if you set it up.

Can I change the standard onboarding subtasks?

Yes. The four default subtasks (laptop, accounts, reading, buddy intro) are listed in the prompt and you can edit, add, or remove any of them before launching.

What happens on a day with no new hires starting next week?

Nothing. The agent quietly does no work and sends no Slack messages. You only hear from it when there's an actual handoff to do.

What if BambooHR doesn't have a manager listed for someone?

You can configure a fallback Slack channel (for example your People Ops channel) so the brief still gets delivered to a human who can route it.