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CHF 0/month · 1 processEverything needed to document and approve one process — the approved version becomes the single source of truth.
- Process documentation
- Basic process diagram
- Roles, systems, controls & risks
- Version and approval trail
01
Process Overview
- Process name
- Employee Onboarding
- Department
- People & Operations
- Process owner
- Head of People & Operations
- Objective
- Onboard a new employee so that contract, workplace, system access and introduction are completed before the first working day.
- Process trigger
- A signed employment contract is returned by the candidate.
- End result
- The employee is productive on day one with a signed contract, an equipped workplace, all required system access and a completed introduction plan.
- Documented activities
- 16
A structured onboarding process from signed contract to completed first week, coordinating People & Operations, IT and the hiring manager with a documented approval of system access.
02
Process Diagram
Sequential diagram of the approved activity flow.
Signed employment contract received
Start eventHR Information System
Verify identity and right-to-work documents
Verification controlHR AdministratorHR Information System
Create personnel file and master data record
ActivityHR AdministratorHR Information System
Register employee for payroll and social insurance
ActivityPayroll SpecialistPayroll System
Determine role profile and required system access
ActivityHiring ManagerIdentity Management System
Approve requested access rights
Decision gateDepartment HeadIdentity Management System
Confirm access rights against role profile
ActivityIT Security OfficerIdentity Management System
Provision user accounts and licences
ActivityIT Service DeskIdentity Management System
Prepare workplace and equipment
ActivityIT Service DeskIT Asset Management
Hand over equipment and record asset assignment
ActivityIT Service DeskIT Asset Management
Schedule first-day introduction and buddy assignment
ActivityHiring ManagerCalendar & Collaboration Suite
Conduct first-day introduction and safety briefing
ActivityHiring Manager
Complete mandatory compliance and security training
ActivityNew EmployeeLearning Management System
Agree probation objectives and review dates
Verification controlHiring ManagerHR Information System
Review onboarding completeness after first week
Verification controlHR AdministratorHR Information System
Onboarding completed and archived
End eventHR Information System
03
Process Flow
| # | Activity | Type | Responsible | Supporting | System | Input | Output |
|---|---|---|---|---|---|---|---|
| 01 | Signed employment contract received | Start event | HR Administrator | — | HR Information System | Signed contract | Onboarding case opened |
| 02 | Verify identity and right-to-work documents | User task | HR Administrator | Compliance Officer | HR Information System | Identity and permit documents | Verified document record |
| 03 | Create personnel file and master data record | Task | HR Administrator | — | HR Information System | Contract and personal data | Personnel master record |
| 04 | Register employee for payroll and social insurance | Task | Payroll Specialist | HR Administrator | Payroll System | Personnel master record | Payroll registration confirmation |
| 05 | Determine role profile and required system access | User task | Hiring Manager | IT Service Desk | Identity Management System | Job description | Draft access request |
| 06 | Approve requested access rights | Gateway | Department Head | — | Identity Management System | Draft access request | Approved access request |
| 07 | Confirm access rights against role profile | User task | IT Security Officer | Hiring Manager | Identity Management System | Approved access request | Segregation of duties assessment |
| 08 | Provision user accounts and licences | Service task | IT Service Desk | — | Identity Management System | Approved access request | Active accounts and licences |
| 09 | Prepare workplace and equipment | Task | IT Service Desk | Facility Coordinator | IT Asset Management | Equipment request | Configured laptop and workplace |
| 10 | Hand over equipment and record asset assignment | User task | IT Service Desk | HR Administrator | IT Asset Management | Configured equipment | Signed equipment hand-over record |
| 11 | Schedule first-day introduction and buddy assignment | Task | Hiring Manager | Team Buddy | Calendar & Collaboration Suite | Start date | Introduction agenda |
| 12 | Conduct first-day introduction and safety briefing | User task | Hiring Manager | HR Administrator | — | Introduction agenda | Completed introduction checklist |
| 13 | Complete mandatory compliance and security training | User task | New Employee | Compliance Officer | Learning Management System | Training assignment | Training completion certificate |
| 14 | Agree probation objectives and review dates | User task | Hiring Manager | New Employee | HR Information System | Role expectations | Documented probation objectives |
| 15 | Review onboarding completeness after first week | User task | HR Administrator | Hiring Manager | HR Information System | Onboarding checklist | Verified onboarding record |
| 16 | Onboarding completed and archived | End event | HR Administrator | — | HR Information System | Verified onboarding record | Closed onboarding case |
04
Roles & Responsibilities
| Role | Responsible for | Supports |
|---|---|---|
| HR Administrator | Signed employment contract received, Verify identity and right-to-work documents, Create personnel file and master data record, Review onboarding completeness after first week, Onboarding completed and archived | Register employee for payroll and social insurance, Hand over equipment and record asset assignment, Conduct first-day introduction and safety briefing |
| Hiring Manager | Determine role profile and required system access, Schedule first-day introduction and buddy assignment, Conduct first-day introduction and safety briefing, Agree probation objectives and review dates | Confirm access rights against role profile, Review onboarding completeness after first week |
| IT Service Desk | Provision user accounts and licences, Prepare workplace and equipment, Hand over equipment and record asset assignment | Determine role profile and required system access |
| Department Head | Approve requested access rights | — |
| IT Security Officer | Confirm access rights against role profile | — |
| New Employee | Complete mandatory compliance and security training | Agree probation objectives and review dates |
| Payroll Specialist | Register employee for payroll and social insurance | — |
| Compliance Officer | — | Verify identity and right-to-work documents, Complete mandatory compliance and security training |
| Facility Coordinator | — | Prepare workplace and equipment |
| Team Buddy | — | Schedule first-day introduction and buddy assignment |
05
Systems Used
| System | Used in |
|---|---|
| HR Information System | Signed employment contract received, Verify identity and right-to-work documents, Create personnel file and master data record, Agree probation objectives and review dates, Review onboarding completeness after first week, Onboarding completed and archived |
| Identity Management System | Determine role profile and required system access, Approve requested access rights, Confirm access rights against role profile, Provision user accounts and licences |
| IT Asset Management | Prepare workplace and equipment, Hand over equipment and record asset assignment |
| Calendar & Collaboration Suite | Schedule first-day introduction and buddy assignment |
| Learning Management System | Complete mandatory compliance and security training |
| Payroll System | Register employee for payroll and social insurance |
06
Controls & Risks
| Activity | Control type | Description |
|---|---|---|
| Verify identity and right-to-work documents | Verification control | Output is verified against the expected result before hand-over. |
| Create personnel file and master data record | Evidence & record keeping | The activity produces a traceable record for audit purposes. |
| Approve requested access rights | Decision point | The process branches here depending on the outcome of this evaluation. |
| Hand over equipment and record asset assignment | Evidence & record keeping | The activity produces a traceable record for audit purposes. |
| Agree probation objectives and review dates | Verification control | Output is verified against the expected result before hand-over. |
| Review onboarding completeness after first week | Verification control | Output is verified against the expected result before hand-over. |
| Onboarding completed and archived | Evidence & record keeping | The activity produces a traceable record for audit purposes. |
- No segregation of duties control is documented. Mitigation: Introduce a four-eyes check for authorisation-relevant activities.
07
Assumptions & AI Contributions
Full transparency on where each activity came from.
Source
Signed employment contract received · Create personnel file and master data record · Register employee for payroll and social insurance · Approve requested access rights · Provision user accounts and licences · Prepare workplace and equipment · Schedule first-day introduction and buddy assignment · Conduct first-day introduction and safety briefing · Onboarding completed and archived
AI inferred
Determine role profile and required system access
Best practice
Verify identity and right-to-work documents · Hand over equipment and record asset assignment · Complete mandatory compliance and security training · Review onboarding completeness after first week
Recommendation
Confirm access rights against role profile · Agree probation objectives and review dates
08
Version & Approval Information
- Approved version
- V3
- Version created
- 12/09/2026, 13:05:00
- Activities in version
- 16
- Process created
- 04/08/2026
Added: Verify identity and right-to-work documents; Added: Confirm access rights against role profile. Modified: Equipment hand-over now precedes first-day introduction. Addressed Issues: Missing evidence for access approval. Addressed Edit Requests: Split payroll registration from personnel file creation.
- Status
- Approved baseline
- Approved version
- V3
- Approved by
- Silvan Lutz
- Approved at
- 12/09/2026, 14:20:00