Automated SuccessFactors Onboarding Prep
Every morning, WebRun opens SAP SuccessFactors, finds employees whose start date falls in the next two weeks, creates a Trello onboarding card for each with the standard checklist and a due date, and messages the hiring manager on WhatsApp with anything still missing before day one.
How do I make sure every new hire is ready before their start date?
WebRun checks SAP SuccessFactors every morning for employees starting within two weeks, then builds each one a Trello onboarding card with your standard checklist and a due date before day one. It messages HR on WhatsApp with the items still open, so nobody arrives without a laptop or an account.
- Every starter has a checklist before their first day
- Open items surface while there is still time to fix them
- Moved start dates update the existing card instead of creating clutter
Built for HR teams · people operations · hiring managers · IT onboarding
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
successfactors.comin a real browser with your saved login - no setup, no API keys. -
1
SAP SuccessFactors - find upcoming start dates
successfactors.com
WebRun opens SAP SuccessFactors to find upcoming start dates. - Open SAP SuccessFactors and filter employees to those starting in the next 14 days
- Capture the name, role, department, manager, location, and start date for each
- Note which onboarding tasks and documents are still outstanding on the record
- Skip anyone whose onboarding is already marked complete
Done when Every upcoming starter is listed with their manager and their outstanding items.
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2
Trello - build the onboarding checklist
trello.com
WebRun opens Trello to build the onboarding checklist. - Create a Trello card per new hire on your onboarding board
- Add your standard checklist: equipment, accounts, payroll setup, workspace, buddy, first-week agenda
- Set the card due date to the day before their start date and assign the hiring manager
- Update existing cards instead of duplicating them when a hire is already on the board
Done when Every upcoming starter has one Trello card with a full checklist and a due date.
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3
WhatsApp - nudge the hiring manager
whatsapp.com
WebRun opens WhatsApp to nudge the hiring manager. - Send the HR coordinator a short WhatsApp summary of the starters due in the next two weeks
- Name each hire, their start date, and the checklist items still open
- Put anyone starting inside five days at the top
- Leave any message to the new hire to a person. WebRun does not contact candidates
Done when HR has today's onboarding readiness summary on WhatsApp.
How is each run configured?
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.
Every action is checked against this policy before it runs.
Questions, answered
Will it message the new hire?
No. WebRun only messages your internal HR group on WhatsApp. Anything that goes to the new hire, such as a welcome email or a first-day note, is written and sent by a person on your team.
Does it change employee records in SuccessFactors?
No. The run is read-only inside SAP SuccessFactors. It reads start dates and outstanding onboarding items but never edits a record, approves a task, or changes a status there.
What happens if a start date moves?
It reads the live start date every morning, updates the existing Trello card and its due date, and never creates a duplicate. A cancelled or completed onboarding drops off the summary on its own.
Related templates
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