Every joiner gets a first-week plan, a buddy and trainings booked before day one

The AI drafts each joiner's first week from a template, picks a buddy from the team and books every session in Outlook. The manager approves on Teams.

Used day to day by
  • Plant HR
  • Hiring managers

How it runs with AI

The AI drafts each joiner's first week from the template for their role and site, and picks a buddy from the team who has a year in the role and is in that week. The manager approves on Teams. The AI then books every session in Outlook, emails the joiner their week and briefs the buddy.

How it is done today

Once a joiner is confirmed in Darwinbox, the HR executive at each plant copies an old induction plan, emails the manager for a buddy and books each training with a separate Outlook invite. Managers reply late and sessions fill up, so some joiners spend their first morning at reception while HR works out who should meet them.

Step by step

Where the work happens, what the AI does, and where it hands over to a person.

  1. Step 1, AI

    Drafts a first-week plan from the template for the joiner's role and site

    Needs to know: First-week templates, Trainings by site

    In Darwinbox

  2. Step 2, AI

    Picks a buddy from the same team who has a year in the role and is in that week

    Needs to know: Buddy rules, Team leave calendar

    In Darwinbox , Outlook

    Exception to step 2

    Asks the manager to name a buddy when no one in the team fits

  3. Step 3, Person

    Approves the plan and the buddy on Teams, or asks for a change

    In Microsoft Teams

  4. Step 4, AI

    Books each training, room and meeting in Outlook calendars

    Needs to know: Training batches and seats, Meeting rooms by site

    In Outlook

    Exception to step 4

    Books the next batch when a session is full, and tells HR

  5. Step 5, AI

    Emails the joiner their week and briefs the buddy on Teams

    Needs to know: Joining instructions by site

    In Outlook , Microsoft Teams

What stays with a person

  • Approves the plan and the buddy on Teams, or asks for a change

Apps in this example

  • Darwinbox
  • Microsoft Teams
  • Outlook

The same flow works with the apps you use.

This fits you if

  • You bring in more than 20 joiners a month across several sites
  • Each role or site has its own first-week trainings, like a plant safety induction
  • HR asks managers to name a buddy, and the answer often comes late
  • Some joiners spend their first days waiting for a session or a manager

What to watch for

  • Each plan comes from a template for the role and site. HR and the plant heads own the templates and update them when a training changes
  • The manager approves the plan and the buddy before anything is booked. The buddy can decline on Teams, and the AI offers the manager the next name
  • Your EHS team decides who may work on the shop floor. The AI books the safety induction first and shows HR anyone still waiting for one
  • Laptops and system access sit with IT and its own joiner request. This plan books the people, rooms and trainings

Read more

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