Automating new employee onboarding
A new starter's first day looks much the same every time: access to one of the systems is missing, someone forgets to send the contract, and the first-week schedule is put together on the fly. Nobody does it badly; it is just that nobody has ever written it down once and for all.
How much this process costs you a year
The sliders start from values typical for this process. Swap them for your own — the result recalculates instantly, no account and no email required.
This process costs you
Realistically you will recover from PLN 0 to PLN 0 a year
Here is the math: salary times the employer cost multiplier 1.2 divided by 173 hours a month gives the hourly rate. That rate times the hours in a year gives the cost of the process. From the recovery we take a band of 40% to 70%, because part of the time recovered on paper comes back as supervising the automation and handling exceptions. This is a deliberately conservative range, not a promise.
Where the hours go
Onboarding one person means well over a dozen separate tasks split between HR, IT and the line manager: setting up an email account, granting access to tools, sending the contract, preparing a workstation. None of them takes much time on its own, but because they are spread across several people, it is easy for something to slip through.
The cost of something slipping through is real. A new starter without system access loses their first day to waiting, and the impression from the first week affects how long they stay with the company. Onboarding that looks haphazard sends a signal the employee remembers.
What automation does
Hiring someone triggers a predefined sequence: the email account and access are set up automatically or sent as a task with a deadline to the right person, documents to sign go out in a set order, and the first-week schedule is ready before the new starter even sits down at their desk.
Every step has an owner and a deadline, so you can see what is done and what is still waiting. The line manager gets one reminder instead of having to remember ten separate tasks spread over two weeks.
What it costs and when it pays back
Implementation usually falls between 2,500 and 7,000 PLN. The price depends on the number of systems access has to be granted to and whether the process also covers documents for electronic signature.
Payback comes in the fourth to seventh month, later than for simpler processes, because the benefit is harder to express in PLN than administrative hours alone. The calculator counts only the time HR and IT spend preparing onboarding by hand.
Contractors working with these tools
This process is most often built on the tools below. Each link opens a catalog narrowed to contractors who've declared it — rates, availability, and ratings from settled contracts.
Frequently asked questions
Usually 2,500 to 7,000 PLN as a one-off, within the platform's automation range of 2,000 to 20,000 PLN. The price rises with the number of systems that need access and with handling documents for electronic signature.
No, it takes the job of tracking order and deadlines off HR. Personnel decisions and contact with the new starter stay with HR, while the automation makes sure no administrative step gets missed.
Yes. Onboarding can be built on tools the company already has, such as a spreadsheet or a database, without buying a separate HR system. A dedicated HR system only makes sense at a larger hiring scale.
The build itself usually takes 10 to 60 hours. Writing the process down on the company's side usually takes longer than the configuration itself, because you have to agree who is responsible for each step and when.