HR · workflows we automate

Repetitive people-ops work,
automated.

Spion records the repetitive HR tasks your team does by hand — onboarding new hires, screening inbound applicants, scheduling interview loops, compiling the monthly headcount and PTO report — finds the pattern with AI, and exports a ready-to-run automation to Claude, Workato, Make, Zapier or n8n. Here are the people-ops workflows we automate most.

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By The Spion teamLast updated June 14, 2026Recorded by you, not imposed on you
Worked example
Case 21 ~35 min/hire → 0

Onboard a new hireBambooHR + DocuSign + Benefits + Google Calendar

Offer signed, day-one ready — nothing dropped between systems.

What Spion observed
  1. Re-key the offer into BambooHR as a new employee.
  2. Assemble offer letter + tax forms + policies.
  3. Send for signature, chase what's outstanding.
  4. Open the benefits enrollment window, email the link.
  5. Book orientation and the manager 1:1.
  6. Email the welcome doc.
  7. Assign an onboarding buddy.
7 steps · ~35 min · per hire · a step often missed
What Spion runs
  1. Create the BambooHR record straight from the accepted offer.
  2. Send all paperwork as one envelope and track signatures.
  3. Open benefits enrollment and schedule day-one + the first-week check-in.
  4. Flag any unsigned doc or missing election before the start date.
4 steps · unattended · nothing dropped
The Workato recipeGet ↓
Trigger · ATS, a candidate's offer is marked accepted.

1. BambooHR · Create the employee from the offer: name, role, department, manager, start date, comp.
2. DocuSign · Send offer letter, tax forms, and policy acknowledgements as one envelope; track signatures.
3. Benefits portal · Open the enrollment window for the role's eligible plans and email the link.
4. Google Calendar · Book orientation, the manager 1:1, and the first-week check-in; invite the onboarding buddy.
5. Checklist · confirm each step; flag any unsigned document or missing election before the start date (added by Spion).
Best exportWorkato (HRIS + DocuSign); PDF guide for the onboarding checklist.
Case 22~7 min/applicant → 0

Screen and route inbound applicantsGreenhouse + Claude → Slack

A consistent shortlist, and no applicant left waiting.

View workflow →
What Spion observed
  1. Open each new application.
  2. Skim the resume.
  3. Judge it against the job criteria.
  4. Move it to a stage.
  5. Ping the hiring manager.
  6. Send (or forget) an acknowledgement.
6 steps · ~7 min · per applicant, dozens/week
What Spion runs
  1. Read the resume and the role's must-haves.
  2. Score on job-relevant criteria with Claude; write a short rationale.
  3. Advance "recommend" candidates to the hiring manager.
  4. Send every applicant a same-day acknowledgement.
4 steps · human decides the final call
The Claude promptGet ↓
Role: Recruiting operations engineer.
Input: a new application's candidate details, resume text, and the job's scorecard.

Build this workflow:
1. Extract years of experience, key skills, and location from the resume.
2. Score against the role's must-haves only; write a two-line rationale and a recommend / review / decline call.
3. Apply the score and stage in Greenhouse; advance "recommend" candidates to the hiring manager with the rationale attached.
4. DM the hiring manager a digest of new "recommend" candidates and send every applicant a same-day acknowledgement.
5. Never score on protected characteristics; keep a human as the final decision-maker on every reject (added by Spion).
Best exportClaude for the screen; Workato/Zapier to tag, route, and acknowledge.
Case 23~30 min/loop → 0

Schedule an interview loopGreenhouse + Google Calendar → Gmail

Panel availability, booked and briefed.

View workflow →
What Spion observed
  1. Check each interviewer's calendar.
  2. Cross-reference the candidate's availability.
  3. Find slots that fit the whole panel.
  4. Book each interview.
  5. Email the candidate the agenda; send interviewers prep.
5 steps · ~30 min · per loop, back-and-forth
What Spion runs
  1. Read free/busy for the whole panel.
  2. Pick the earliest slots that fit everyone.
  3. Book each interview with scorecard + resume attached.
  4. Send the candidate the agenda and each interviewer their prep.
4 steps · unattended
The Make scenarioGet ↓
Trigger · Greenhouse, candidate moved to the panel stage.

1. Greenhouse · Read the panel: interviewers, the candidate, and stated availability.
2. Google Calendar · Get free/busy for every interviewer on the panel.
3. Logic · pick the earliest slots that fit the full panel plus the candidate's availability.
4. Google Calendar · Book each interview with the right interviewer; attach the scorecard and resume.
5. Gmail · Send the candidate the agenda and logistics; send each interviewer their prep packet.
6. Greenhouse · write the scheduled times back; alert the recruiter to anything that couldn't be booked.
Best exportMake or Workato.
Case 24~30 min/mo → 0

Compile the monthly headcount & PTO reportBambooHR → Google Sheets → Slack

Who joined, who left, who's out — assembled overnight.

View workflow →
What Spion observed
  1. Export the roster from the HRIS.
  2. Note new hires and departures.
  3. Pull PTO balances and upcoming time off.
  4. Paste into the headcount sheet.
  5. Write the summary for leadership.
5 steps · ~30 min · monthly
What Spion runs
  1. Pull the roster, new hires, departures, and PTO.
  2. Compute headcount by department and net change.
  3. Flag any PTO balance over the accrual cap.
  4. Write the sheet and post the summary to #people-ops.
4 steps · unattended
The n8n workflowGet ↓
Trigger · Schedule node, 1st of the month 06:00.

1. HTTP Request · pull active employees, new hires, and departures for the month from the HRIS API.
2. HTTP Request · pull PTO balances and approved upcoming time off per employee.
3. Function · headcount by department, net change vs last month, and any balance above the accrual cap.
4. Google Sheets · write the roster plus a Summary block to "Headcount & PTO".
5. Slack · post headcount, net change, and the balances-over-cap to #people-ops.
Best exportn8n or Make.
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Questions

Most people we record have five or six rituals like the ones above.

Repetitive browser work: CRM and data entry, recurring reports, onboarding and offboarding, reconciliation, lead routing, and ticket triage. If you do it the same way in your browser more than once a week, Spion can usually record it.

No. You record the task once; Spion writes the automation for you to drop into Claude, Workato, Make, Zapier, or n8n — or gives you a step-by-step PDF guide instead.

Spion records whatever you do in the browser, so any web app works — BambooHR, Workday, Greenhouse, Lever, DocuSign, Google Workspace and the rest. The export targets your automation platform of choice.

Your recordings and saved workflows live in your browser. Captured steps are sent only to generate your suggestion and aren't stored on Spion's servers afterward. For hiring, keep a human as the final decision-maker and screen only on job-relevant criteria. Full details in our Privacy Policy.

Most people we record have five or six repeating rituals like the ones on this page.

Free for 5 recordings a month, with every export format and full AI analysis included. Pro is $9/mo (20 recordings) and Ultra is $19/mo (50). Paid plans add volume, not features. See pricing.

Record one ritual.
Retire it for good.

Pick the workflow you do most. Record it once, and Spion exports the automation — recorded by you, not imposed on you.

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