How to Build a Custom Automated Onboarding Checklist Workflow in Make.com with API Calls

Streamlining employee onboarding is crucial for retention, productivity, and setting new hires up for success. Manual onboarding processes are often riddled with inefficiencies, human error, and delays. By leveraging Make.com with strategic API calls, you can create a hyper-automated onboarding checklist workflow that ensures consistency, reduces administrative burden, and provides a superior experience for new team members. This guide will walk you through building such a system, transforming your onboarding from a chore into a seamless, automated journey.

Step 1: Define Your Onboarding Needs and Data Sources

Before diving into Make.com, meticulously map out your current onboarding process. Identify all critical tasks, responsible departments, necessary documents, and key information required from a new hire. Consider where your new hire data originates—is it from an ATS, CRM, HRIS, or a simple form submission? Understanding your data’s source and structure is paramount. This initial phase involves clearly defining the trigger events (e.g., “new hire marked as hired”) and the subsequent actions that need to occur. A clear blueprint ensures that your automated workflow addresses real pain points and delivers tangible value, aligning with your overarching strategic HR goals.

Step 2: Initialize Your Make.com Scenario with a Webhook Trigger

Begin by creating a new scenario in Make.com. The most flexible starting point for an automated onboarding workflow is typically a “Webhook” module. This allows external systems (like your ATS, HRIS, or a custom form) to send real-time data to Make.com whenever a specific event occurs – such as a new employee being hired or a contract being signed. Configure the webhook to “receive data immediately.” When setting up the webhook, it’s essential to understand the data structure (JSON payload) that your source system will send. This ensures that Make.com can correctly parse and utilize the incoming employee information for subsequent steps in your workflow.

Step 3: Integrate Your HR/CRM System (API Calls for Data Enrichment)

Once the webhook receives initial new hire data, the next step is often to enrich this data by making API calls to your primary HR or CRM system. For instance, if your webhook only provides an employee ID, you’ll need to use that ID to query your HRIS (e.g., BambooHR, Workday, Salesforce) for full details like name, department, role, start date, manager, and any specific onboarding requirements. Use Make.com’s “HTTP” module to make custom GET or POST requests to these systems’ APIs. Proper authentication (API keys, OAuth) and error handling are critical here. This step ensures all necessary information is gathered and consolidated within your Make.com scenario before proceeding with task assignment.

Step 4: Define Checklist Items and Assignees Dynamically

With enriched new hire data, you can now dynamically create and assign onboarding checklist items. Instead of hardcoding tasks, consider storing them in a structured format within a spreadsheet (e.g., Google Sheets), a database, or even a custom object in your CRM. Your Make.com scenario can then retrieve these tasks, filtering them based on the new hire’s role, department, or location. For each task, identify the assignee (e.g., HR, IT, Manager, New Hire themselves) and the due date logic. This dynamic approach allows for easy updates to your onboarding process without altering the Make.com scenario, promoting scalability and adaptability.

Step 5: Implement Notification and Task Management

Now, automate the creation and notification of these checklist items. Use Make.com modules to push tasks into project management tools (e.g., Asana, Trello), HR systems, or even directly via email or Slack. For example, the “Send an Email” module can notify the new hire’s manager of their specific pre-onboarding tasks, while a “Create Task” module can add IT setup items to an IT team’s project board. It’s crucial to include conditional logic (routers and filters) to ensure that only relevant tasks are assigned and notifications are sent to the correct individuals, minimizing noise and maximizing clarity for everyone involved in the onboarding process.

Step 6: Test, Refine, and Deploy Your Workflow

Thorough testing is non-negotiable before deploying your automated onboarding workflow. Simulate various new hire scenarios, including different roles, departments, and edge cases, to ensure all paths and conditions work as expected. Pay close attention to data flow, API responses, and the accuracy of task assignments and notifications. Gather feedback from stakeholders (HR, IT, managers) and iterate on your scenario. Once confident, activate your Make.com scenario. Implement monitoring and logging to catch any future issues, allowing for continuous optimization. A robust, well-tested workflow will significantly enhance your new hire experience and operational efficiency.

If you would like to read more, we recommend this article: Make.com API Integrations: Unleashing Hyper-Automation for Strategic HR & Recruiting