Onboarding new starters

How can you structure an employee’s first few weeks with the help of AI, without losing the human dimension of the welcome?

1250 € per session, excl. VAT

In short

In a half-day session of 3 hours you use generative AI to organise an onboarding programme, from preparations for arrival to the thirty-day review. You produce a schedule with assigned responsibilities, welcome materials and a checklist, then check their consistency using a fictional case.

Why this training?

A warm welcome is not enough when access arrangements, key contacts and role expectations remain unclear. An explicit programme connects practical preparations, getting to know the team and initial learning, while distinguishing between HR, managerial and operational responsibilities. AI can suggest an outline and draft materials, but it is unaware of local constraints that have not been described. Participants learn to provide it with a bounded context, identify its assumptions and check the feasibility of each step before use. Running case study: The fictional organisation ‘Caldris Maintenance’ is welcoming a female scheduling coordinator who works across two sites. Her manager is absent on the first morning and IT access requires advance preparation. The programme must ensure a reliable welcome, identify alternative contacts and organise learning without overloading the first week. Transfer to the workplace: Within two weeks of the training, adapt the schedule to a real role using anonymised documents. Have the relevant stakeholders validate the responsibilities, then collect feedback from the new starter and the manager to adjust the steps.

Objectives of this training

  • Define the welcome and learning needs of a role
  • Build a preparation, welcome and follow-up schedule
  • Assign each action to an identified owner
  • Use AI to draft materials tailored to their recipients
  • Check the consistency of the programme and define its indicators

Who is it for and what are the prerequisites?

Roles and tasks concerned

  • HR officers responsible for onboarding
  • Managers and designated welcome contacts organising the first few weeks

Prior skills

  • Have already formulated and corrected a simple request to a generative AI tool
  • Know the main stages of an employee’s arrival in your organisation

What you will work on

  1. Scope the needs of the role

    Objective: Distinguish between shared welcome activities and role-specific learning. Useful information, site constraints, key contacts and limits on the data passed to AI.

  2. Organise the steps and alternative contacts

    Objective: Establish a feasible schedule up to day +30. Preparations, dependencies, allocation of responsibilities between HR, manager and designated contact, and learning workload.

  3. Draft the welcome materials

    Objective: Give the employee and manager practical guidance. Drafting instructions: recipient, context, tone, format and confirmed information.

  4. Check and measure the programme

    Objective: Identify gaps before use. Cross-checking, completion of steps, available access and clarity of expectations.

What you take away

  • Scoping sheet for the role and onboarding needs
  • Schedule from preparation to day +30, with owners and dependencies
  • Welcome kit: message, first-day programme and manager check-in outline
  • Programme checklist and tracking table

Method and assessment

  • Short input sessions followed by immediate practice using the running case study.
  • Individual work followed by work in pairs, with peer review of the outputs.
  • Guided group discussion: what works, what needs correcting and what remains a human decision.
  • Preparation: Prepare a fictional or anonymised job description and welcome checklist, with no personal data or confidential information. Have access to a generative AI tool authorised by the organisation; a fictional file serves as a shared basis.

Observable criteria: The schedule covers the period before arrival, the first day, the first week and day +30. ; Each action has an owner, a deadline and evidence of completion. ; The necessary access and alternative contacts are planned before the activities that depend on them. ; The materials distinguish between supplied facts and elements still to be confirmed. ; Tracking combines completion of the steps and employee feedback, without automated scoring..

Frequently asked questions

Can we use employee files?

The exercises use only fictional or anonymised cases, within tools authorised by the organisation.

Can AI assess the new starter?

No. No sensitive decisions are automated; tracking is used to improve the welcome, not to rank employees.

Who validates the documents before use?

A qualified HR professional validates the content with the manager; regulatory points should be checked with your legal department.

Is the programme deployed directly during the session?

No. You leave with operational deliverables to adapt and validate before using them in your organisation.

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