Once a candidate has been selected, the onboarding process can involve several connected tasks. HR teams may need to confirm compensation terms, prepare an offer letter, send the document, track the candidate’s response, verify that the offer has been signed, share policy documents, and update internal records throughout the process.
This use case explores how a connected AI automation can manage those handoffs through a structured onboarding workflow, while keeping HR involved at important approval and review points.
The Problem
Once a candidate is hired, HR still has to manually draft an offer letter, chase down compensation and probation details, wait for a signature, verify that the signature actually happened, send policy documents, and keep a status tracker updated through every step.
These activities are often spread across email, Google Drive, Slack, and spreadsheets. As a result, important steps can be delayed, information can be missed, and HR teams may need to search across multiple tools to understand where each candidate is in the onboarding process.
The Solution
The Talent Onboarding Agent is a multi-stage onboarding automation that takes a qualified candidate from the recruitment process through to a signed offer and policy-document delivery.
It generates personalised offer letters, collects compensation and probation details through a Slack form, sends the offer by email, monitors candidate replies for signed documents, uses AI to verify signature presence, sends policy documents once the offer is confirmed, and records each status update throughout the process.
How the Agent Works
- Identify qualified candidates. The workflow detects when a candidate has been marked as qualified in the recruitment process and creates an onboarding record.
- Collect offer details. HR provides important terms, such as compensation and probation period, through a structured approval form.
- Generate and send the offer letter. The workflow fills an approved offer-letter template with candidate and employment details, converts it to PDF, stores it, and sends it to the candidate.
- Monitor signed-document responses. The agent watches for a candidate’s reply with a signed offer document and matches the response to the correct onboarding record.
- Verify, complete, and track onboarding. AI checks the document for signature evidence, routes unclear cases to HR for review, sends policy documents after confirmation, and keeps onboarding status updated in one place.
Technical Workflow
1. Qualification intake
A Google Sheets trigger watches a “Shortlisted people” sheet for updates. An IF node checks whether Qualification Status equals “Qualified.” Only those rows get appended into a “Talent qualified” tracking tab with a Processing status; everyone else is a no-op.
2. Kick off the offer process
A second sheet trigger watches that “Talent qualified” tab. When a row is marked Processing, candidate data is extracted and an initial onboarding record is created in a “Talent Onboarding Tracker” sheet with offer_status: GENERATING_OFFER.
3. Collect offer terms via Slack (human-in-the-loop)
Rather than guessing compensation and probation terms, the workflow uses Slack’s sendAndWait with a custom form. It posts to a #talent-onboarding channel asking a human to fill in “Compensation amount” and “Probation period,” and the workflow pauses until that form is submitted.
4. Generate the offer letter
Once terms are in, the workflow copies a Google Docs offer-letter template, then uses a Google Docs node to find-and-replace placeholders with actual candidate data and Slack-submitted terms, producing a fully personalised document without an LLM in the loop for this step.
5. Convert, store, and send
The populated document is converted to PDF, uploaded to a “sent offers” Drive folder, and emailed directly to the candidate via Gmail with the PDF attached. The email instructs the candidate to reply to the same thread once signed.
The tracker sheet is updated to OFFER_SENT with a link to the PDF, and a Slack success notification confirms the send to the team.
6. Watching for the signed reply (Workflow B)
A separate branch runs on a Gmail trigger polling the inbox every minute. When a reply comes in with a PDF attachment, the workflow looks up the sender’s email against the tracker sheet to confirm this is a real candidate reply, not random inbox noise.
7. AI signature verification
The attachment is passed to an LLM (GPT-4.1-mini) acting as an “HR Document Verification Expert.” It analyses the document for actual signature presence, type, whether a date accompanies it, and returns a structured verdict, Signed, Not Signed, or Uncertain, with a confidence score and specific red flags.
This is useful because a “signed” PDF that is simply the original template re-attached would otherwise pass a basic check.
8. Branching on verification result
If the AI flags the document as Not Signed or Uncertain, HR gets a Slack alert asking them to review manually. The automation does not advance the candidate’s status on unclear evidence.
If genuinely signed, the signed PDF is uploaded to a secure Drive folder, the tracker updates to SIGNED with a timestamp, and the workflow continues.
9. Policy document delivery and wrap-up
Once confirmed signed, two company documents, a liability waiver and a policy PDF, are downloaded, merged, and emailed as a reply in the same thread along with next-steps instructions.
The tracker moves to POLICY_SENT, HR gets a final Slack summary, and the processed email is labelled in Gmail so it is not picked up again.
Technology and Integrations
Built with: n8n, Google Sheets, Google Docs, Google Drive, Gmail, Slack, OpenAI GPT-4.1-mini, and connected recruitment workflows.
Outcome
The Talent Onboarding Agent creates a more structured path from candidate qualification to signed offer and policy delivery.
It reduces manual handoffs across email, documents, spreadsheets, and team messaging while preserving two important human checkpoints: setting employment terms and reviewing signatures the AI cannot verify confidently.
With status tracked end to end in one system, HR teams can see where each candidate stands without searching through inboxes or manually updating multiple records.
Explore Custom AI Automation for Your Business
The Talent Onboarding Agent is one example of how AI automation can support more structured HR and recruitment operations.
Divverse Labs designs and builds custom AI agents, automation workflows, internal tools, and connected systems for a wide range of business processes.
From sales, marketing, recruitment, customer support, and reporting to finance, operations, and internal team workflows, each solution is designed around the way your business works.
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