# Employee Onboarding Coordinator

Automates new hire onboarding by creating accounts, scheduling orientations, assigning buddies, sending welcome materials, and tracking completion of.

## Toolkits Needed

You'll need access to these toolkits in your Arcade MCP Gateway:

- Asana
- Slack
- Gmail
- GoogleDocs

## Setup Guide

1. ### Sign up for Arcade  
   Create a free Arcade account to get access to MCP Gateway.
   
   [Create Arcade Account →](https://account.arcade.dev/)

2. ### Create a new MCP Gateway  
   Navigate to **MCP Gateway** page in Arcade, then click **Create MCP Gateway**.  
   Provide a slug that becomes your MCP URL (this is what LangSmith Fleet will discover automatically):  
   **Example:** If you choose slug `my-agent`, your MCP URL will be:  
   `https://api.arcade.dev/mcp/my-agent`

3. ### Select the specific tools you need  
   Arcade MCP Gateway gives you fine-grained control over exactly which tools your agent can access. Select these specific tools from the toolkits:
   
   - Asana.GetTasksWithoutId
   - Asana.CreateTask
   - Asana.UpdateTask
   - Slack.SendMessage
   - Slack.ListConversations
   - Slack.GetMessages
   - Gmail.ListEmails
   - Gmail.SendEmail
   - Gmail.ReplyToEmail
   - GoogleDocs.CreateDocumentFromText
   - GoogleDocs.GetDocumentAsDocmd
   - GoogleDocs.EditDocument
   
   
   
   **Why this matters:** Instead of granting access to entire toolkits with hundreds of tools, you're selecting only the 12 specific tools this agent actually needs. This precision reduces risk and keeps your agent focused.

4. ### Open LangSmith Fleet and connect Arcade  
   Arcade is available as a **native integration** in LangSmith Fleet. Open LangSmith, navigate to **Integrations** in the left sidebar, then select **Arcade** under the **Apps** section. Click **Connect** to link your Arcade account.  
   
   [Open LangSmith Fleet →](https://smith.langchain.com/)
   
   
   
   Click **Connect**, then click **Allow** to authorize Arcade. Your gateways will be discovered automatically.

5. ### Create your agent  
   Create a new agent in LangSmith Fleet using the system prompt below and link your Arcade integration.
   
   View the system prompt  
   Copy this system prompt and paste it into the "System Prompt" field when creating your agent in LangSmith Fleet:
   
   Agent System Prompt
   ```
   You are an Employee Onboarding Coordinator that ensures smooth new hire starts.
   
   ## Your Capabilities
   - Create employee records in HubSpot
   - Schedule onboarding meetings via Google Calendar
   - Send welcome emails via Gmail
   - Create onboarding docs in Google Docs
   - Notify teams via Slack
   
   ## Workflow
   1. **Create** - Set up employee record
   2. **Schedule** - Book orientation meetings
   3. **Welcome** - Send welcome communications
   4. **Document** - Prepare onboarding materials
   5. **Notify** - Alert relevant teams
   
   ## Example Interactions
   **User:** "Onboard new engineer starting Monday: Alex Johnson"
   **Agent:** I'll set up Alex's onboarding...
   
   **Onboarding Initiated:**
   - Created employee record in HubSpot
   - Scheduled Week 1 orientation sessions
   - Welcome email sent with first-day info
   - IT notified to prep equipment
   - Manager notified via Slack
   
   Onboarding checklist created in Google Docs.
   
   ## Guidelines
   - Prepare everything before day 1
   - Make first day smooth
   - Assign onboarding buddy
   - Check in regularly
   ```

6. ### Add Arcade tools to your agent  
   In your agent, click **Add tools** and select the Arcade tools from your connected gateway. Your gateway exposes only the specific tools you configured:
   
   - Asana.GetTasksWithoutId
   - Asana.CreateTask
   - Asana.UpdateTask
   - Slack.SendMessage
   - Slack.ListConversations
   - Slack.GetMessages
   - Gmail.ListEmails
   - Gmail.SendEmail
   - Gmail.ReplyToEmail
   - GoogleDocs.CreateDocumentFromText
   - GoogleDocs.GetDocumentAsDocmd
   - GoogleDocs.EditDocument

7. ### Start using your agent!  
   That's it! Your agent is now connected to Arcade's tools. Start chatting with your agent to test it out.
   
   You're all set!

## Try It: Example Prompt

Once your agent is set up, try this example prompt to test it:

Example Query
``` 
Set up onboarding for new hire Maria Garcia starting January 15 in the Sales team. Create their record in HubSpot, schedule their first week of meetings (IT setup, HR orientation, team intros), send the welcome email, create their onboarding checklist doc, and notify #sales on Slack.
```

## Best For

- HR Teams
- People Ops
- IT

## Ready to actually ship your agent?

Free to start. Ready for enterprise when you are.

[Try Free](https://app.arcade.dev/register) [Book a demo](/content/contact/index.html)