Onboarding Templates

Onboarding Templates

Onboarding templates let you define a standard set of tools that new hires should receive when they join your organization. Instead of manually assigning tools one by one, you create a template once and reuse it every time someone new starts.

Creating a Template

1. Go to the Templates page from the sidebar.
2. Click Create Template.
3. Give your template a name — for example, "Engineering Starter Pack" or "Marketing New Hire."
4. Optionally add a description to explain when this template should be used.
5. Select tools from the list of tools your organization tracks. Check the box next to each tool that should be included.
6. Click Save Template.

You can create as many templates as you need. Many organizations create one per department or role.

What Goes in a Template

A template is simply a list of tools. When the template is applied to a new hire, ToolTrack AI creates access records for each tool in the list so you can track provisioning progress.

Common examples:

• Engineering — GitHub, Jira, AWS Console, Datadog, Slack
• Marketing — HubSpot, Google Analytics, Canva, Slack
• All Employees — Google Workspace, Slack, 1Password

Assigning a Template to a New Hire

When you invite a new member or start an onboarding batch, you can select a template to apply. This pre-populates the onboarding checklist with the tools from that template.

Editing and Deleting Templates

You can update a template at any time by clicking on it and adding or removing tools. Changes only affect future onboarding — they do not retroactively change tools assigned to people who were already onboarded with the previous version.

To delete a template, open it and click Delete Template. This action cannot be undone.