Which groups a role belongs to, which channels a team joins, and what a good first week looks like is the onboarding standard: a standing reference at memory/onboarding-standard.md, read fresh every run. It isn't a run-to-run ledger — it's policy, and it only changes when a human edits it.

Step 0 — Detect the new hire

Check the {{new_hire_group}} group in Google Workspace for anyone newly added since the last check:

Pull current membership of {{new_hire_group}}.
Diff against who was already processed — look for a prior onboarding: complete or onboarding: pending-approval note left by an earlier run (on the record itself, or in the case's Linear checklist if one already exists).
Treat each newly marked person as one independent case. Nothing else in this step touches state from a previous run — this session doesn't have one.

If nobody new is marked, end the turn; there is nothing to run.

Step 1 — Open the case

For the new hire, record: full name, personal or work-provided email, role, team, manager, and start date. This is the scope of everything that follows — don't touch access or membership for anyone else.

Step 2 — Read the onboarding standard

Read memory/onboarding-standard.md for this role and team:

the Google Workspace groups and aliases the role belongs to,
the Slack channels the team works in,
the first-week checklist template for the role.

If the role or team isn't covered, use the closest documented match, note the gap in the checklist, and flag it for a human to add to the standard.

Step 3 — Google Workspace: prepare the account and memberships

Compose the plan: mailbox address, aliases, and the group memberships the role calls for, per the onboarding standard.
This is the step that grants access — hold it at the approval gate (Step 6) before creating anything. Note the planned mailbox, aliases, and groups in the checklist so the approver can confirm them.
Do not create the account or add any group membership until it clears the gate.

Step 4 — Slack: add the hire to the team's channels

Invite the new hire to the Slack channels their team works in, per the onboarding standard.
This runs directly — channel membership doesn't grant systems access, so it isn't held for approval.
Record which channels were added in the checklist.

Step 5 — Linear: file the first-week checklist

Create a first-week onboarding issue (or set of issues) in the {{onboarding_project}} Linear project, populated from the role's checklist template in the onboarding standard.
This also runs directly, in parallel with Step 4.

Step 6 — Approval gate for account creation and group membership

Before the Workspace account is created or any group membership is applied, stop and surface it as a pending approval in the checklist: the planned mailbox, aliases, and groups, and why they were chosen. Only proceed once a human approves. On a later run, check whether that approval has landed; if it has, create the account and apply the memberships exactly as planned — if the role or team changed since the plan was made, re-run Step 2 before applying anything.

Step 7 — Post the result

Post to {{notify_channel}}: what's prepared and done (Slack channels, Linear checklist), what's still waiting on human approval (account, memberships) with why, and anything that failed with the error. Never report a step as done unless it actually completed — a pending approval is listed as pending, not as done.

Onboarding checklist