---
title: Getting Started: Mapping Out Your Process
slug: getting-started-mapping-out-your-process
createdAt: 2026-09-21T11:28:36.797Z
---

This guide walks you through mapping out your company's onboarding processes from scratch. In most cases, having a clear map of your process makes setting up workflows easier in the long term.

:::hint{type="warning"}
Ashby's People Ops module is currently available through restricted early access. The following documentation is provided for design partners participating in that program.
:::

# Overview

You can use your most recent hire as a use case. Consider their hiring and onboarding process, focusing on the teams involved in each step and anything that was delayed or missed. Also consider what a successful onboarding process looks like, and whether that can change based on department or location.

# Example

Below is an example of a mapped-out process that you can then set up as steps and workflows in Ashby.

:::hint{type="info"}
Each step follows the format: Step type: Owner: When the step should run.
:::

## After the offer is accepted

When the offer is accepted, what should happen, regardless of the employee's start date?

::::WorkflowBlock
:::WorkflowBlockItem
Send new hire intake survey: People Ops: Immediately
:::

:::WorkflowBlockItem
Kick off background check: People Ops: Within 1 day of offer being accepted
:::

:::WorkflowBlockItem
Order laptop: IT: Within 2 days of offer being accepted
:::
::::

## Before start date

What needs to be ready by the employee's start date?

::::WorkflowBlock
:::WorkflowBlockItem
Laptop delivered: IT: 3 days before
:::

:::WorkflowBlockItem
Accounts provisioned: IT: 2 days before
:::

:::WorkflowBlockItem
Manager sends welcome note: Hiring Manager: 2 days before
:::
::::

## On/after start date

What should happen on the employee's first day and beyond?

::::WorkflowBlock
:::WorkflowBlockItem
I-9 verification: People Ops: Day 1
:::

:::WorkflowBlockItem
Manager 1:1: Hiring Manager: Day 1
:::

:::WorkflowBlockItem
30-day check-in survey: People Ops: Day 30
:::
::::

# Best practices when mapping out your process

When mapping out your organization's best practices, keep the following in mind:

- Use teams or functions as owners, rather than identifying a single individual as an assignee. 
- Timing can be approximate and you can set delays when configuring workflow steps.
- If the workflow can change based on department, location, employee type, or something else, map out those alternative workflows too.