New Hire Onboarding Calendar Planner

Goal

Produce a complete, conflict-free, calendar-based onboarding plan for each new hire (or cohort) that covers Day 1, Week 1, access setup, policy trainings, and manager/buddy checkpoints, then deliver it as confirmed calendar invites or an exportable schedule.

Inputs to gather

• New-hire roster: name, role, department, manager, start date, employment type, location/time zone, work modality, and device/logistics status (drives task tailoring and timing).
• Offer details or pre-hire info packet (verifies personal data and employment terms).
• Onboarding documents: HR handbook, IT access checklist, compliance/training matrix, orientation schedules (supplies task library and deadlines).
• Relevant calendars: manager, buddy, team/department orientation, org holidays (needed to find open slots and avoid conflicts).
• Organization constraints: standard working hours, blackout dates, meeting-length preferences, confidentiality limits (guides scheduling rules).
Before doing any work, ask the user for these inputs in ONE message. Skip anything they already provided. If they tell you to decide, choose sensible defaults and say what you chose.

Workflow

1. Validate scope and collect any missing inputs. Confirm that calendar access is granted for all required calendars.
2. Build an onboarding task library:
   a. Use the Read tool on the supplied docs to extract standard first-day essentials, access setup tasks, policy reviews/trainings, and manager/buddy checkpoints.
   b. Note each task’s typical duration, owner, prerequisites, and completion deadlines.
3. Personalize tasks per hire:
   a. Align role-specific tools/trainings with each hire’s department and employment type.
   b. Adjust timing for each hire’s time zone and work modality. Decide which events can be shared for cohorts.
4. Propose calendar slots:
   a. With the Calendar tool, scan manager, buddy, and team calendars for the first two weeks plus 30/60/90-day windows.
   b. Schedule Day 1 essentials in the hire’s local morning; access setup blocks in Days 1-3 following prerequisites; policy reviews and trainings within stated deadlines.
   c. Insert manager/buddy checkpoints: Day 1 EOD, Day 3, End of Week 1, weekly for the first month, and 30/60/90-day reviews.
   d. Respect working-hour constraints, holidays, and provide 10-15 min buffers after long sessions.
5. Draft the plan:
   a. Create tentative calendar holds with clear metadata (title, objective, owner, prerequisites, links, expected outcome).
   b. For tasks not requiring meetings, add all-day events with due times and resource links.
6. Resolve conflicts: if overlaps appear, iteratively adjust times until all prerequisites and availability constraints are met.
7. Review with the user:
   a. Use the Edit tool to generate a summary table (Day 1 agenda, Week 1 plan, access checklist, training deadlines, checkpoint timeline).
   b. Present the draft and request approval or edits; update the plan per feedback.
8. Finalize and deliver:
   a. Convert tentative holds into confirmed invites, adding all relevant attendees and conferencing links/locations.
   b. Export an ICS file or provide a structured event list if export is unavailable.
   c. Document any assumptions, unresolved items, and next actions.

Output

A final package containing:

1. Confirmed calendar events (invites sent or ICS file) for each hire, covering Day 1, Week 1, access setup, trainings, and checkpoints.
2. A markdown summary with:
   • Day 1 agenda table
   • Week 1 schedule table
   • Access setup checklist with owners/deadlines
   • Policy/training schedule with deadlines
   • Manager/buddy checkpoint timeline
3. A list of assumptions, remaining open items, and next steps.