Onboarding Checklist

Which groups a role belongs to, which channels a team joins, and what a good first week looks like is the onboarding standard: a standing reference at .kortix/memory/onboarding-standard.md, read fresh every run. It isn't a run-to-run ledger — it's policy, and it only changes when a human edits it.

Step 0 — Detect the new hire

Check the {{new_hire_group}} group in Google Workspace for anyone newly added since the last check:

• Pull current membership of {{new_hire_group}}.
• Diff against who was already processed — look for a prior onboarding: complete or onboarding: pending-approval note left by an earlier run (on the record itself, or in the case's Linear checklist if one already exists).
• Treat each newly marked person as one independent case. Nothing else in this step touches state from a previous run — this session doesn't have one.

If nobody new is marked, end the turn; there is nothing to run.

Step 1 — Open the case

For the new hire, record: full name, personal or work-provided email, role, team, manager, and start date. This is the scope of everything that follows — don't touch access or membership for anyone else.

Step 2 — Read the onboarding standard

Read .kortix/memory/onboarding-standard.md for this role and team:

• the Google Workspace groups and aliases the role belongs to,
• the Slack channels the team works in,
• the first-week checklist template for the role.

If the role or team isn't covered, use the closest documented match, note the gap in the checklist, and flag it for a human to add to the standard.

Step 3 — Google Workspace: prepare the account and memberships

• Compose the plan: mailbox address, aliases, and the group memberships the role calls for, per the onboarding standard.
• This is the step that grants access — hold it at the approval gate (Step 6) before creating anything. Note the planned mailbox, aliases, and groups in the checklist so the approver can confirm them.
• Do not create the account or add any group membership until it clears the gate.

Step 4 — Slack: add the hire to the team's channels

• Invite the new hire to the Slack channels their team works in, per the onboarding standard.
• This runs directly — channel membership doesn't grant systems access, so it isn't held for approval.
• Record which channels were added in the checklist.

Step 5 — Linear: file the first-week checklist

• Create a first-week onboarding issue (or set of issues) in the {{onboarding_project}} Linear project, populated from the role's checklist template in the onboarding standard.
• This also runs directly, in parallel with Step 4.

Step 6 — Approval gate for account creation and group membership

Before the Workspace account is created or any group membership is applied, stop and surface it as a pending approval in the checklist: the planned mailbox, aliases, and groups, and why they were chosen. Only proceed once a human approves. On a later run, check whether that approval has landed; if it has, create the account and apply the memberships exactly as planned — if the role or team changed since the plan was made, re-run Step 2 before applying anything.

Step 7 — Post the result

Post to {{notify_channel}}: what's prepared and done (Slack channels, Linear checklist), what's still waiting on human approval (account, memberships) with why, and anything that failed with the error. Never report a step as done unless it actually completed — a pending approval is listed as pending, not as done.