Seamlessly onboard new starters with an automatic workflow that guides your teams through training.
This article covers how to build a zap with these steps:
A new starter signs on a document sharing tool (like Panda Doc)
The signing of the document triggers an onboarding task in Trail
Teams complete the training task to help get new team members up to speed
The video shows how when a new starter fills out a basic contract it can trigger a tailored induction plan to automatically appear on Trail
How do I get started?
You'll need an account with Zapier to use this integration.
Create the task
We have a ready-made template in the library, which you can copy and edit for the needs of your business.
It has an automated task schedule, meaning it only appears when triggered by Zapier.
The number of days you select will determine how long your teams have to onboard the new starter. Most people allow a couple of weeks for all the training to occur.
Set up the trigger - a signing platform that tells Trail when there's a new starter.
This is a template of the document you want them to sign. This can often be uploaded as a pdf or in some cases you may have to build the form on their platform.
As part of your template, you will need a question to indicate which site the person is working at (ideally a dropdown to prevent typos). Depending on which signing platform you are using this process may vary.
This is an example form using Pandadocs:
More on setting up triggers in Zapier here.
c) Send this form to yourself to fill out and gather some example data to work with in later steps.
Search for your signing platform as the trigger, and the event as Document Completed. This means the zap will run whenever this happens.
If you haven't used Trail on Zapier before, you may need to authorise your account. There's a full explanation on how to do that here.
Once authorised, you'll be able to choose a template to "trigger" on. You'll want to use a document that you use to identify your new starters, like a contract.
5. Set up the Action
This is where you'll set up your onboarding task to send to your site.
First, select Trail as the app and the action event as 'Create Task'.
Then, once you've selected your account, you'll choose the task to automate and the site that should complete it.
Select the task that you copied or made at the beginning of this process.
When it comes to selecting a site, you're able to make this dependent on the trigger step. So, you'll be able to choose a site name from what was filled in on the document by clicking Custom in the dropdown.
You'll need to make sure this matches exactly what you have on Trail, else it won't work. That's why using dropdowns on the forms is helpful.
You can adapt the description of the task, e.g. add in the new employee's first name from the form using the Custom option. You might find this article on advanced formatting helpful too!
You can use the due date field here if you need to override the settings on the task in Trail. If it's left blank, it will default to the number of days you wrote in the task editor.
And that's all!
Give that a test and watch the task magically appear on Trail 💥
Now set that zap live and send off a new template from the signing platform to watch the whole thing work automatically.