Mindura Automates HR Onboarding with Monday & n8n

Mindura, a fledgling content creation and AI automation agency, needed an efficient HR onboarding process for new hires. Each integration took 2 hours of manual account creation across different tools. Thanks to an n8n workflow connected to Monday, Gmail and Slack, onboarding is now automated in 2 minutes with automatic account creation and secure credential delivery.

CONTEXT

An agency just launched,
structuring its processes.

Mindura is a fledgling content creation and AI automation agency. In order to structure its early operations and build use cases to present to clients, it called on Parabellum.

The objective was twofold: build an automation usable internally for their own growth, while also demonstrating to their clients a concrete example of what automation can deliver. HR onboarding was the perfect use case as it is a universal and time-consuming task.

Each new employee required manually creating accounts on multiple tools (Google Workspace, Monday, Slack), sending invitations to various workspaces, and sending onboarding documents. A process that took approximately 2 hours per person.

APPROACH

A single workflow
deployable for their clients.

Our approach was to design a system that works for Mindura internally, while being modular enough to be adapted and offered to their own clients. Monday was chosen as the central interface as it is the project management tool the agency uses on a daily basis.

The n8n workflow orchestrates automatic account creation across the various platforms, with a secure temporary password storage system and automatic credential delivery by email.

SOLUTION

Onboarding
in one click.

Centralised employee database

A dedicated Monday database holds all employee information: contact details, tool access needs (which accounts to create), and temporary passwords. A single button click triggers the entire onboarding process.

Automatic account creation

The n8n workflow automatically creates the required accounts: Google account with Gmail configured, Monday account with invitations to the appropriate boards, and Slack account with access to team channels.

Secure credential storage

Temporary passwords are stored in an encrypted Monday table. Credentials are then automatically sent by email to the new hire, with instructions to change their password.

TECH STACK

The tools
of the project.

Monday

n8n

Gmail

Slack

RESULTS

Measurable
impact.

2h → 2min

Onboarding time

98% reduction in time per employee

0 errors

Standardised process

No more forgotten accounts or missing access

1 week

Full deployment

System operational quickly

Beyond the considerable time savings, this system gave Mindura a concrete use case to present to their own clients. The automated onboarding became a demonstration of the power of automation that they now offer.

CONTACT