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Automated New Hire Payroll Setup Checklist

The moment a client adds a new hire, WebRun opens the employee record in Payroll Relief to check that every setup field is entered, checks DocuSign for the signature status of the W4 and direct deposit forms, and drafts a Gmail email to the client's HR contact listing anything still missing before the first pay run.

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Runs on WebRun · Strict Lockdown policy
Triggered each time a new hire is added in Payroll Relief WebRunorchestrates each step
1 Payroll Relief open the new employee record
2 DocuSign check signed form status
3 Gmail draft the missing items email
In short

How do I make sure every new hire is fully set up before their first pay run?

The moment a client adds a new hire, WebRun opens the employee record in Payroll Relief, checks DocuSign for signed W4 and direct deposit forms, and notes any field still blank. It drafts a Gmail email to the client's HR contact listing exactly what is missing before the first pay date, so no new hire reaches payroll incomplete.

  • No new hire reaches their first pay run with missing data
  • Unsigned W4 and direct deposit forms get caught before the run, not after
  • Clients get one clear list instead of piecemeal chasing

Built for payroll service bureaus · accounting firms · HR administrators · client onboarding teams

Step by step

What does WebRun do on every run?

The exact actions WebRun takes, in order - in plain language, so you can adjust anything.

  1. WebRun signs in and gets to work

    Opens www.accountantsworld.com/payroll-relief in a real browser with your saved login - no setup, no API keys.

  2. 1
    Payroll Relief - open the new employee record
    accountantsworld.com
    WebRun in Payroll Relief: open the new employee record
    WebRun opens Payroll Relief to open the new employee record.
    • Open the new employee record in Payroll Relief
    • Check that name, address, SSN, pay rate, and tax withholding are entered
    • Note which fields are still blank

    Done when The new employee record shows exactly which setup fields are complete.

  3. 2
    DocuSign - check signed form status
    docusign.com
    WebRun in DocuSign: check signed form status
    WebRun opens DocuSign to check signed form status.
    • Open the new hire envelope in DocuSign
    • Check the signature status of the W4 and direct deposit authorization
    • Note any form still unsigned

    Done when The signature status of every required new hire form is confirmed.

  4. 3
    Gmail - draft the missing items email
    gmail.com
    WebRun in Gmail: draft the missing items email
    WebRun opens Gmail to draft the missing items email.
    • Draft an email to the client's HR contact listing any blank fields or unsigned forms
    • Name the first pay date so the client sees the urgency
    • Leave the email as a draft. Never send it without review

    Done when A missing items draft is waiting in Gmail for every incomplete new hire.

Run settings

How is each run configured?

Starting pageWhere Chrome opens at the start of each run
www.accountantsworld.com/payroll-relief
ScheduleRuns automatically on this cadence
Triggered each time a new hire is added in Payroll Relief
DeliveryHow each run's result reaches you
New hire checklist · Gmail
OutputWhat each run produces - A per new hire setup checklist showing blank fields, unsigned forms, and a ready to review Gmail draft.
Checklist
Setup & safety

Secure by default

Connect once, stays signed in

WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.

Your credentials stay in your own private environment - WebRun never stores your passwords.
Strict Lockdown

Every action is checked against this policy before it runs.

Domains ALLOWLIST
Typed input ALLOW
Shell command BLOCK
File uploads BLOCK
Runs in a contained environment More on policies
Good to know

Questions, answered

Will it email the client's HR contact without me?

No. WebRun only drafts the missing items email in Gmail. You review it and send it yourself, nothing goes to a client automatically.

Does it fill in the missing information itself?

No. It only reads which fields are blank and which forms are unsigned in Payroll Relief and DocuSign. Entering employee data stays with your team or the client.

What if the new hire is already fully set up?

If every field is entered and every form is signed, WebRun skips that new hire and no email is drafted.

Keep going

Related templates

Automated Payroll Client Onboarding Intake
The moment a new client submits your onboarding form, WebRun reads their company details in Google Forms, creates the client shell in Payroll Relief, checks DocuSign for the signed service agreement and direct deposit authorization, and drafts a Gmail welcome naming anything still needed.
Payroll Relief›Google Forms›DocuSign›Gmail
Automated Client Payroll Register Summaries
After each client's payroll run finalizes in Payroll Relief, WebRun compiles the register into a plain summary, reconciles the totals against the client's QuickBooks bank feed, and drafts a Gmail summary for the client's bookkeeper to review before it goes out.
Payroll Relief›QuickBooks›Gmail
Automated Direct Deposit Rejection Alerts
Every morning, WebRun opens Payroll Relief to check for any direct deposit returned from the prior day's run, pings your processing team in Telegram with the employee and rejection reason, and drafts a Gmail email to the client asking for corrected bank details.
Payroll Relief›Gmail›Telegram

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