Onboard new employees to Google Workspace and Chat

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What it does

When someone adds a new employee in HiBob, this automation syncs that person to Google Workspace. It searches for duplicates first, creates or updates the profile, adds them to a Google Chat space, and alerts a manager if a conflict is found.

Who it's for

HR teams who want to automate employee onboarding across Google Workspace and Chat without manual setup.

Apps used

How teams use this

Streamline day-one onboarding for new hires

New employees are added to Google Workspace and Chat automatically when hired in HiBob, so they have email and team access from day one without manual intervention.

Keep employee data in sync across systems

When an employee's name, email, or other details change in HiBob, Google Workspace is updated automatically so all systems stay current.

Add employees to multiple Chat spaces by role

Extend this automation to add new hires to department-specific or project-specific Google Chat spaces based on their role or team assignment in HiBob.

Prevent duplicate accounts from being created

If a duplicate is detected in Google Workspace, the automation stops and notifies an admin so they can investigate before the profile is created or updated.

How it works

  1. New employee joins HiBob. When someone adds a new employee record in HiBob, this automation starts and pulls the employee's email, name, and other profile details.
  2. Search for existing user. Search Google Workspace by email address to check if the employee already exists or if there are duplicate records.
  3. Create or update the profile. If no match is found, create a new Google Workspace user with the HiBob data. If one match exists, update that profile instead.
  4. Add employee to Chat space. Add the new or updated user as a member of a Google Chat space so they can start collaborating with the team.
  5. Alert manager on duplicate. If more than one match is found in Google Workspace, send an email to the manager or admin to resolve the duplicate before proceeding.