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Generative AI > Google Gemini API > Employee Onboarding Agent

Employee Onboarding Agent

Author: Venkata Sudhakar

A smooth onboarding experience sets the tone for a new employee's tenure at ShopMax India. Missed steps - delayed laptop provisioning, incomplete policy sign-offs, or forgotten buddy assignments - create frustration and slow productivity. An intelligent agent can track every onboarding task and proactively flag blockers.

This tutorial builds a Gemini ADK agent that maintains an onboarding task list for a new hire, checks completion status, identifies overdue tasks, and generates a summary report for the HR manager.

The below example shows an employee onboarding tracking agent for ShopMax India in a business context.

import asyncio
from google.adk.agents import LlmAgent
from google.adk.tools import FunctionTool
from google.adk.runners import Runner
from google.adk.sessions import InMemorySessionService
from google.genai import types

# Onboarding tasks for new hire - day 0 is joining date
ONBOARDING_TASKS = [
    {"task": "Issue employee ID and access card", "owner": "Admin", "due_day": 0, "done": True},
    {"task": "Provision laptop and software", "owner": "IT", "due_day": 1, "done": True},
    {"task": "Set up corporate email", "owner": "IT", "due_day": 1, "done": True},
    {"task": "Complete HR policy sign-off", "owner": "Employee", "due_day": 2, "done": False},
    {"task": "Assign onboarding buddy", "owner": "HR", "due_day": 2, "done": False},
    {"task": "Team introduction meeting", "owner": "Manager", "due_day": 3, "done": False},
    {"task": "Complete mandatory compliance training", "owner": "Employee", "due_day": 5, "done": False},
    {"task": "Set 30-day performance goals", "owner": "Manager", "due_day": 7, "done": False},
]

NEW_HIRE = {"name": "Kavya Reddy", "role": "Marketing Executive", "joining_day": 0, "current_day": 3}

def get_onboarding_status(employee_name: str) -> dict:
    if employee_name != NEW_HIRE["name"]:
        return {"error": f"Employee {employee_name} not found in onboarding system"}
    current_day = NEW_HIRE["current_day"]
    completed = [t for t in ONBOARDING_TASKS if t["done"]]
    pending = [t for t in ONBOARDING_TASKS if not t["done"]]
    overdue = [t for t in pending if t["due_day"] <= current_day]
    upcoming = [t for t in pending if t["due_day"] > current_day]
    pct = int(len(completed) / len(ONBOARDING_TASKS) * 100)
    return {
        "employee": employee_name,
        "role": NEW_HIRE["role"],
        "current_day": current_day,
        "completion_pct": pct,
        "completed_tasks": [t["task"] for t in completed],
        "overdue_tasks": [{"task": t["task"], "owner": t["owner"], "due_day": t["due_day"]} for t in overdue],
        "upcoming_tasks": [{"task": t["task"], "owner": t["owner"], "due_day": t["due_day"]} for t in upcoming],
    }

onboard_tool = FunctionTool(func=get_onboarding_status)

agent = LlmAgent(
    name="onboarding_agent",
    model="gemini-2.0-flash",
    description="Tracks employee onboarding progress for ShopMax India and flags overdue tasks.",
    instruction=(
        "You are an HR onboarding agent for ShopMax India. "
        "When asked for an onboarding status, call get_onboarding_status with the employee name. "
        "Report completion percentage, list overdue tasks with owners, "
        "and list upcoming tasks. Suggest who needs to be chased for overdue items."
    ),
    tools=[onboard_tool],
)

async def main():
    session_service = InMemorySessionService()
    runner = Runner(agent=agent, app_name="onboard_app", session_service=session_service)
    session = await session_service.create_session(app_name="onboard_app", user_id="hr1")
    msg = types.Content(role="user", parts=[types.Part(
        text="Give me the onboarding status for Kavya Reddy"
    )])
    async for event in runner.run_async(user_id="hr1", session_id=session.id, new_message=msg):
        if event.is_final_response() and event.content:
            print(event.content.parts[0].text)

asyncio.run(main())

It gives the following output,

Onboarding Status - Kavya Reddy | Marketing Executive
Day 3 of onboarding | Completion: 37%

Completed (3/8):
  - Issue employee ID and access card
  - Provision laptop and software
  - Set up corporate email

OVERDUE (2 tasks - action required):
  - Complete HR policy sign-off  [Due: Day 2] Owner: Employee
  - Assign onboarding buddy      [Due: Day 2] Owner: HR

  Chase: Remind Kavya to complete policy sign-off today.
         Chase HR team to assign onboarding buddy immediately.

Upcoming:
  - Team introduction meeting        [Due: Day 3] Owner: Manager
  - Complete mandatory compliance training [Due: Day 5] Owner: Employee
  - Set 30-day performance goals     [Due: Day 7] Owner: Manager

ShopMax India can run this agent daily during the first two weeks of every new hire's tenure. Overdue task owners receive an automatic email nudge, and the HR manager gets a daily summary dashboard. This ensures no onboarding step is forgotten, improving new hire satisfaction scores and time-to-productivity.

Send your comments, suggestions or queries regarding this site to [email protected].