New hire paperwork tracker for BambooHR and Dropbox Sign

PromptCreate

Build me an internal app that People Ops opens before every start date to see which new hire documents each starter still owes. The heart of the app is a completeness grid: new starters run down the side as rows, the required documents run across the top as columns, and every person and document pair is a single cell I can read and act on.

Start with a setup view where I define the required document set once. Pull my Dropbox Sign templates with List Templates so I can pick the ones that count as new hire paperwork, for example the NDA, the employee handbook acknowledgement, the equipment policy, and the IP assignment. Use Get Template on each selected template to read its signer roles and form fields so the app knows what it needs to prefill when sending. For each chosen template let me mark which employment types it applies to, such as full time, part time, and contractor, so a contractor row does not show a column that was never required of them. Neither BambooHR nor Dropbox Sign models a required document set anywhere, so this configuration has to persist in the app itself and survive reloads.

The rows come from BambooHR. Use Get Employee Directory and filter to people whose hire date falls inside a window I choose, defaulting to something like starters from the last 30 days through the next 30 days, with the window editable in the UI. When I click a person, open a detail panel that calls Get Employee for the fuller record, including work email, personal email, job title, department, employment type, and hire date. Use the employment type from that record to decide which columns count as required for that row.

Each cell resolves by matching the person to their signature requests in Dropbox Sign. Pull requests with List Signature Requests, paging through the results, and match a request to a person when a signer email address equals that person's work email or personal email. Match it to a column by the template the request was created from. Use Get Signature Request when I open a specific cell so I can see the per signer status in full. Every cell should read as one of three states: not sent, sent and waiting with a count of days since it went out, or signed with the date it completed. Dropbox Sign returns timestamps as Unix epoch seconds, so convert them before showing any date or day count.

Make the grid the place I take action, not just a place I read. From an empty cell, let me send the missing document immediately with Send Signature Request with Template, prefilling the signer name and email address from the BambooHR record so I am never retyping details that already exist. From a waiting cell, let me nudge the signer with Send Signature Request Reminder. From a signed cell, let me pull the executed copy with Download Signature Request Files so it can go into the personnel file.

For a whole cohort of starters who all need the same document, for example everyone starting on the same Monday who all need the handbook acknowledgement, let me select multiple rows plus a single column and fire one Bulk Send With Template. Bulk send is asynchronous: the call returns a bulk send job id rather than finished requests, so the app must store that id and poll Get Bulk Send Job to show per request progress and surface any rows that failed. Do not assume a cohort send succeeded just because the send call returned. One bulk call covers up to 250 requests, which is also how the app stays comfortably inside Dropbox Sign's rate limits instead of sending one at a time in a loop.

Above the grid, give me the two things that turn a raw matrix into a decision. First, an at risk callout listing anyone whose start date falls within the next seven days who is still missing at least one required document, since those are the people I have to chase today. Second, one compliance percentage per document column, showing what share of the applicable starters have signed it. That per column number is what tells me whether I am looking at one person lagging behind or a template that nobody ever sent.

This app is for people who already exist in BambooHR, so it should never create employees and should not be framed around offer letters. It is the ongoing paperwork completeness view: who owes what right now, and the fastest path to closing each gap.

What does this prompt do?

Builds a grid with your new starters down the side and the documents they need to sign across the top, where every cell reads as not sent, waiting, or signed.
Pulls the starter list straight from BambooHR using the hire date window you choose, then matches each person to their paperwork by email address.
Lets you send a missing document, nudge someone who has not signed yet, or send the same document to a whole start date cohort in one go.
Highlights anyone starting within a week who is still missing something, and shows a completion percentage for each document so you can tell one slow signer from a document nobody ever sent.

What do I need to use this?

A BambooHR account with access to your employee directory.
A Dropbox Sign account with your new hire templates already set up, such as an NDA, a handbook acknowledgement, an equipment policy, and an IP assignment.
Work or personal email addresses filled in on your BambooHR records, since that is how each person gets matched to their documents.

How can I customize it?

Choose which documents are required, and mark the ones that only apply to certain employment types such as full time, part time, or contractor.
Change the hire date window that decides who shows up on the board, for example the next month of starters or everyone who joined this quarter.
Adjust how many days of silence counts as overdue before a waiting document gets flagged for a nudge.

FAQs

Do I have to pick the required documents every time I open the board?

No. You define the required set once and the app remembers it, including which documents apply to which employment type. Open the setup view again whenever your paperwork changes, such as when you add a new policy everyone has to acknowledge.

What if a document was sent from Dropbox Sign directly, outside this app?

It still shows up. The board matches people to their documents by email address and by which template the document came from, so anything sent by a colleague from Dropbox Sign appears in the right cell with the right status.

Can I send the same document to a whole group of starters at once?

Yes. Select several people and one document column and send them together in a single batch, which covers up to 250 people at a time. The board tracks the batch as it processes and tells you if any individual send failed rather than assuming they all worked.

Will this work if a new hire signs using their personal email address?

Yes. The board checks both the work email and the personal email on the BambooHR record, so someone who signed before their company address existed still resolves to the right person.

Can I get a copy of the signed document for the personnel file?

Yes. Any signed cell lets you download the executed copy, so you can file it wherever your team keeps personnel records.

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