40% of new hires consider leaving in the first 90 days due to a poor onboarding experience — the highest-stakes HRSD moment is also the most neglected. Without a structured workflow, onboarding runs through scattered emails, shared spreadsheets and sticky notes, and day 1 becomes day 5 before the badge, laptop, email account and training plan are all ready.

The cost is measurable: managers lose an average of 11 hours per new hire chasing missing access, equipment and paperwork, and compliance gaps pile up — unsigned welcome packs, unarchived contracts and missing IT checklists create audit risk that surfaces months later.

The onboarding record is created from a structured form with exact fields: employee_full_name (text), employee_email (email), role_title (select: Developer/Account Manager/Operations/Field Technician/Other), manager_id (lookup), site_code (select: PAR/LYON/MRS/TLS/Remote), start_date (date), contract_type (select: CDI/CDD/Alternance/Stage), contract_pdf (file upload), equipment_needs (multiselect: Laptop/Phone/Second screen/Docking station/VPN token), security_clearance_level (select: Standard/Elevated/Restricted).

The workflow is structured as a decision tree with 4 main branches (HR, IT, Facilities, L&D) running in parallel after Step 2, and 8 steps end-to-end plus an escalation sub-branch when AD provisioning fails. Every step is executed by a named actor and every action is appended to the timeline_onboarding audit subtable.

• Step 1 (Start — HR): HR creates the onboarding record from the signed contract. The AI copilot pre-fills the employee profile (name, role, manager, site, start date) by extracting fields from contract_pdf via OCR.

• Step 2 (AI Agent): the Copilot IA validates the profile against the role template, detects missing fields, and splits the tree into 4 parallel branches — one per onboarding track.

• Step 3 (Routing): four conditional branches fan out based on site_code and role_title — Branch HR: contract archiving and HR compliance checklist; Branch IT: email + AD groups + app access + equipment checklist; Branch Facilities: badge, desk, welcome pack; Branch L&D: day-1 to day-30 training plan.

• Step 4A (IT path — call-connector): the call-connector module triggers Active Directory account creation, email mailbox provisioning and AD group assignment based on role_title; the IT equipment checklist (laptop, phone, VPN, MFA) is generated from equipment_needs and assigned to the IT technician. Sub-branch: if call-connector returns an AD provisioning error, escalation email to IT manager + retry every 4h up to 3 attempts.

• Step 4B (Facilities path — usePDF): usePDF generates the welcome pack PDF from a Word template with merge fields (employee_full_name, site_code, site map, company policies). Status flags: badge_ready, desk_ready, welcome_pack_ready.

• Step 4C (L&D path — email): the L&D team builds the training plan; the workflow schedules sessions on the employee's calendar via email to the L&D coordinator.

• Step 5 (Document signature — email): the employee e-signs the welcome pack and internal policies via eIDAS-qualified signature; the workflow sends the signature request by email and tracks completion. Sub-branch: if signature not returned within 48h, reminder email + HR notification.

• Step 6 (useArchive): all signed documents (contract, welcome pack, IT checklist) are archived encrypted via useArchive with index fields employee_id, contract_id, site_code, role_title, start_date for the legal retention period.

• Step 7 (Closure — email): the workflow sends a day-1 confirmation email to the employee, manager and HR with the ready-to-work summary. An NPS survey email is sent after day 7.

Organizations that deploy Utilyx onboarding report day-1 readiness jumping from 55% to 98%, IT provisioning time dropping from 3 days to 4 hours, and early-turnover risk falling by 30% — directly attacking the 40% who would otherwise consider leaving in the first 90 days.

Mandatory eIDAS signatures and encrypted archiving close every compliance gap, the 7-language workflow serves a multilingual multi-site workforce without duplicated configuration, and the no-code visual designer lets any HR analyst adjust branches per site_code without coding.