New starters ready before their first day

Create your onboarding workflow once, then launch it for each new starter. Vacaydiary sends emails, requests contract signatures, collects details and reminds managers and IT about their tasks.

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10Ready-made workflows to start from
6Step types, including emails and e-signatures
4Reminder emails, from “due in 3 days” to “overdue”
Any dateCount steps from a start date, return date or last working day

Templates

Templates for starters, leavers and role changes

Choose a template and adapt it to your team.

Onboarding

Standard, remote, contractor or freelancer, and intern or short-term starters.

Leaving

Offboarding that counts back from the last working day: handover, final pay, exit interview, equipment and access.

Parental leave

Maternity leave start and a return-to-work plan that counts from the return date.

Changes

Templates for promotions, role changes, probation endings, extended leave and sabbaticals.

Workflow builder

Build the steps once and reuse them

Build a sequence of emails, tasks, signing requests and requests for details. Add waits for a date or completed step. Set deadlines around a key date, so the plan moves when that date changes.

Emails go to the new starter, their manager, HR, IT or any address
A visual email editor with saved templates and fields like first name and start date
Waits can hold until a document is signed, the invite is accepted or a date arrives

Launching

Check exactly what they’ll see, then launch

Switch onboarding on when adding a person, choose a workflow, attach their contract and edit the welcome email. Use Preview as new hire to check their portal before sending anything.

Each running workflow keeps the version it started with, and you choose when to update it
Cancel a run and its contracts and queued emails are withdrawn

For the new starter

Help new starters prepare for day one

New starters see their role, team, checklist and a countdown to day one. From their phone, they can sign contracts, complete tasks and add an emergency contact. UK starters can also upload right to work documents and a P45.

Managers, HR and IT

Assign tasks and send reminders

Managers, HR and IT see their tasks in Assigned to you. Emails remind them as deadlines approach. If a workflow starts late, only the latest reminder is sent.

Tasks go to HR if no manager is listed
If someone leaves, their open tasks move to someone else

Leavers get the same care as starters

When you mark someone as leaving, Vacaydiary offers to start an offboarding plan. It uses their last working day and asks whether to move the plan if that date changes. Their record is archived on their last day.

Technical detail

Send starter details to other systems

More about webhooks

A webhook step sends the starter’s name, work email, start date and role to another system, including through Zapier or Make. You can sign messages so the receiving system can verify the sender.

Questions about onboarding

Can’t see yours? Ask us

It starts when you launch it. Add the person with onboarding switched on and you go straight to the launch page. Once launched, the steps run by themselves.

Yes. Add a signing step so they can sign in their portal. You can also add a countersigner, such as their manager.

Reminder emails go to managers, HR and IT. New starters see their tasks and countdown in their portal.

There’s no direct link to other systems. You can add a task for IT, or use a webhook step to tell another system about the new starter.

Keep exploring

Documents and e-signaturesHow contracts are prepared, signed and filed.

People managementStarters, leavers and right to work on one record.

Try Vacaydiary with your team

Try every feature free for 14 days. Set up your workspace and invite your team when you’re ready.