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Send New Hire Packets

Email approved files to new hires and report delivery to HR

Use this Agent instantly or customize it - no programming needed

Email the approved packet and report delivery to HR
Reads
  • Packet approval
    Packet approval

    Your HR approval starts the run, and the current approval determines whether sending can continue.

  • Hire and HR addresses
    Hire and HR addresses

    Your employee record supplies the hire's email address and the HR contact for the receipt.

  • Approved packet files
    Approved packet files

    Your approved attachments are downloaded before the Agent emails them to the hire.

  • Forms needing signatures
    Forms needing signatures

    Your signature list tells the hire and HR which forms still need signatures.

  • Prior send result
    Prior send result

    Your saved message ID prevents another packet email when a receipt needs a retry.

  • Email instructions
    Email instructions

    Your chosen wording tells the hire what to do and frames HR's private receipt.

Employee record system
Employee record system

Your employee record system signals HR approval and keeps the approved packet and delivery receipt.
Is approval withdrawn or a required packet detail missing?YesNo
Record the issue and email HR the correction when reachable.
Writes
  • Delivery issue
    Delivery issue

    Your employee record shows why the packet could not go out or needs follow-up.

  • HR issue email
    HR issue email

    HR gets the specific delivery issue and the correction needed when an address is available.

Email service
Email service

Your email service sends packet attachments to the hire and a separate receipt to HR.
Email service
Was this packet already sent to the hire?YesNo
Complete the receipt and email HR without resending the packet.
Writes
  • Delivery receipt
    Delivery receipt

    Your employee record keeps the send time, message ID, file names, and signature items.

  • HR receipt email
    HR receipt email

    HR gets the file list, message ID, and forms needing signatures in a private email.

Does an approved attachment fail to download or open?YesNo
Record the file issue and email HR the needed correction.
Writes
  • Delivery issue
    Delivery issue

    Your employee record shows why the packet could not go out or needs follow-up.

  • HR issue email
    HR issue email

    HR gets the specific delivery issue and the correction needed when an address is available.

Email the approved files to the hire as attachments.
Writes
  • Hire packet email
    Hire packet email

    The hire gets the approved files as attachments with your instructions and signature list.

Did the hire email fail to send?YesNo
Record the failed send and email HR the issue.
Writes
  • Delivery issue
    Delivery issue

    Your employee record shows why the packet could not go out or needs follow-up.

  • HR issue email
    HR issue email

    HR gets the specific delivery issue and the correction needed when an address is available.

Save the send details and email HR a private receipt.
Writes
  • Delivery receipt
    Delivery receipt

    Your employee record keeps the send time, message ID, file names, and signature items.

  • HR receipt email
    HR receipt email

    HR gets the file list, message ID, and forms needing signatures in a private email.

This Agent waits for HR to approve a packet on an employee record. It checks the recipient and files, then emails the packet to the hire. HR gets a receipt and the forms needing signatures.

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Gmail
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Microsoft Outlook
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monday.com
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Zoom
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Microsoft Office 365
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SendGrid
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Zoho Mail
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Mailgun
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Mailchimp Transactional
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Microsoft Exchange
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Made for your industry

Send New Hire Packets is made for businesses in these industries.

Made for your role

Send New Hire Packets is made for people in these roles.

Made for your department

Send New Hire Packets is made for people in these departments.

How Send New Hire Packets works

5 steps, in order, on every run.

  1. Review the approved packetOpen the employee record after HR approval. Check the hire's address and signature list; alert HR if either is missing.
  2. Prepare the attachmentsDownload the approved files and check they open under their listed names. Alert HR and stop if a file fails.
  3. Email the hireSend the approved files as attachments with your chosen instructions and signature list. Capture the message ID when the email account accepts the send.
  4. Record the deliverySave the send time and file names on the employee record. Save the message ID to prevent another packet email on retry.
  5. Send HR a receiptEmail HR the delivery details and forms needing signatures. Report an email failure without sending HR the packet files.

How to Get Started

Connect your tools

Connect the tools you already use, such as Gmail, Microsoft Outlook or monday.com.

10 tools
Set your rules
  • Choose the employee table and approval field; store the hire's email, HR contact email, approved packet attachments, and the exact forms needing signatures on each employee record.
  • Connect the packet email account and set the subject and brief instructions for the hire and the private receipt for HR.
  • Add delivery time, sent message ID, delivered file names, and delivery issue fields to the employee record; watch only the approval field for the trigger.
Launch the Agent

Use safe mode to approve every result before it goes out, or let the Agent run automatically.

FAQs

Frequently asked questions about the Send New Hire Packets:

What do I need to set up?

Choose the employee table and approval field. Add both email addresses and approved files to each record. Include the exact forms needing signatures.

What happens if a packet file is missing?

HR gets an email naming the file issue. The Agent stops before emailing the hire.

Does the receipt mean the hire opened the packet?

No. Your receipt confirms the email account accepted the packet with attachments. It cannot confirm whether the hire opened or signed anything.

What happens when the Agent is unsure?

It stops and asks you. The Agent does not guess when it reaches a decision you have not approved.

Can I review its work?

Yes. Every run creates a plain-language log that you can review and export. Logs are kept for twelve months.

What happens if I cancel?

The Agent stops at the end of the billing month and its tool connections are removed. Your run logs remain available for twelve months.

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