Onboarding emails go out late or not at all when HR is busy. An Orkeste agent runs every morning, reads your list of new hires and their start dates in Airtable or Notion, and prepares the email that is due for each one: welcome, first-day logistics, first-week check-in. In Gmail the emails become drafts HR sends; from Outlook they are sent once approved.
The problem
A new hire forms an opinion of the company in the first two weeks. A missed welcome email or first-day instructions sent the night before leave a mark.
How the workflow runs
Runs: Every day at the hour you set.
Read the new hires: The agent reads the new-hire records in Airtable or Notion: name, role, manager, start date.
Find what is due: From the start date, it works out which email of your sequence is due today.
Write the email: It personalises your template with the role, the manager and the location.
Approve: Each email waits in Validations for HR.
Draft or send: In Gmail the approved email becomes a draft HR sends; from Outlook it is sent.
Log the step: It updates the new hire's record with the step completed.
Every email waits in Validations, and in Gmail HR still presses send.
Who does what
Onboarding agent: Prepares the right email at the right time.
HR (human): Approves every email before it reaches the new hire.
What this workflow does not do
In Gmail, approved emails become drafts; it does not send from Gmail on its own.
Does not create accounts in other tools or send documents for signature.
Does not connect to an HR system; the new-hire list lives in Airtable or Notion.