Employee onboarding prepared by AI, approved by HR
Every new hire sets off the same chain of tasks: collect documents, check that forms are complete, request equipment and system access, schedule the first week and send welcome information. When it lives in emails and memory, steps get missed and the new person waits.
hello kai designs and runs an AI agent that prepares each onboarding from your own checklist. It tracks what has arrived, what is missing and what needs to be requested, and hands HR a ready-to-approve package. People decide; the agent organizes.
From signed offer to a ready first day
HR records the start date and role, as it does today.
Documents, access, equipment and first-week tasks are listed for that role.
It tracks incoming documents, flags gaps and drafts access requests and welcome messages.
HR reviews the package, approves the requests and sends the communications.
What the agent does
- Builds a checklist per role from your onboarding template
- Tracks which documents have arrived and flags missing or incomplete ones
- Drafts access and equipment requests for IT and managers
- Drafts the welcome email and first-week schedule
- Keeps a status view for each new hire
What your team approves
- Document verification and any employment decision
- Access levels and equipment requests
- Every message sent to the new hire
- Changes to the onboarding template
Typical inputs
- Offer details: name, role, start date, manager
- Your onboarding checklist and templates
- Documents the new hire sends by email or form
Typical outputs
- A per-person onboarding checklist with status
- Draft access requests and welcome messages
- A list of missing items, with who needs to act
Frequently asked questions
Does the agent verify identity or work eligibility?
No. The agent can show which documents arrived and whether fields look complete. Verification and any employment decision stay with HR.
Can it send messages to the new hire directly?
No. It drafts them. HR reviews and sends every message, so nothing goes out without a person.
We hire only a few people a month. Is it worth it?
That is exactly what the free diagnosis answers. For example, if each onboarding involves many repeated steps across HR, IT and managers, it may be worth it even at low volume; if not, we will say so.
Does it work with our HR system?
The pilot starts with email, forms and a shared checklist. Integrations with your HR or IT systems are assessed case by case.
Can onboarding run in Spanish or Portuguese?
Yes. Drafts can be prepared in English, Spanish or Portuguese.
Which bottleneck should
we solve first?
Tell us what is slowing your team down today. We start with one process.