"Lunari transformed our 5-day onboarding nightmare into a self-directed, one-day experience. Our new hires feel confident from day one, and HR finally has time for strategic work."
Chief People Officer, NDA
Our client, a rapidly growing B2B SaaS company, was struggling with a 10-day employee onboarding process that overwhelmed both new hires and the HR team. With 40% annual growth, they were onboarding 2–3 new employees weekly, creating operational friction and inconsistent experiences.
New hires frequently reported being unsure how to navigate essential systems like Slack, Confluence, Jira, and BambooHR. They didn’t know where to find critical documents, who to ask for help, or what to prioritize. Meanwhile, HR spent over half of their time answering repetitive questions and manually walking each new hire through the basics.
To solve this, Lunari developed and deployed an AI onboarding assistant directly integrated into Slack. The assistant provided structured guidance, answered common questions, routed support issues when needed, and gave every new hire a clear, role-specific path through their first weeks.
The onboarding transformation focused on achieving clear, measurable outcomes:
Reduce structured onboarding time from 5 days to 1 day of active engagement, supported by AI follow-up
Cut early-stage turnover from 25% to below 10% within the first 90 days
Reduce HR team workload from 60% of their time spent on onboarding to under 20%
Ensure consistent, repeatable onboarding experiences across all roles
Provide real-time answers and self-service support for new hires
Accelerate time-to-productivity by increasing clarity and confidence from day one
Lunari delivered the onboarding transformation in three focused phases using only the client’s existing SaaS tools:
Content and Workflow Mapping
We collaborated with HR and team leads to extract the full onboarding flow for different roles. This included policy documentation in Confluence, workspace guides in Notion, Jira onboarding tasks, and BambooHR processes. All key steps and FAQs were documented and turned into a structured knowledge base.
AI Assistant Deployment in Slack
The assistant was deployed as a Slack chatbot, available 24/7 to every new hire. It delivered onboarding checklists based on role and location, answered common questions in real time, and linked to relevant internal documentation or video explainers. When a question couldn’t be resolved, it escalated the request to the appropriate HR or IT contact using Jira Service Desk.
Continuous Improvement and Feedback Loop
Assistant usage data and feedback from new hires were reviewed weekly to identify gaps in guidance, expand knowledge coverage, and improve relevance. Updates were pushed without any impact to users or HR workflows.
This pragmatic approach allowed the client to transform onboarding using tools they already had - without introducing new platforms or requiring technical changes to their core systems.
The deployed solution focused on automation, accessibility, and clarity, without changing the company’s existing tech stack.
Slack-Based AI Assistant
Triggered onboarding flows on the hire date via BambooHR integration
Answered questions using content from Confluence, Notion, and company policy docs
Routed unresolved queries to Jira Service Desk for HR or IT escalation
Nudged hires to complete key tasks, such as setting up email, GitHub, and benefits enrollment
Structured Learning Content
Role-based checklists sent via Slack at the right time (e.g. “Your first GitHub commit”, “How to book vacation time”)
Short Notion guides and internal videos linked directly in Slack threads
One central onboarding space with a searchable FAQ and task tracking status
Backend Integrations
BambooHR for user provisioning, start dates, and role targeting
Google Calendar for scheduling manager 1-on-1s and intro sessions
Jira Service Desk for structured handoffs of complex issues
Notion for internal documentation, workspace setup, and company playbooks
Security and Compliance
Encrypted message handling and content access
Role-based access control ensuring department-specific visibility
GDPR-compliant data retention and deletion practices
Logging of assistant usage for compliance tracking and ongoing improvement
The assistant was fully embedded into the company’s Slack environment and required no additional installation or behavior change from users. Updates and improvements were made centrally, with no downtime or dependency on IT support.
Within 8 weeks of deployment, the assistant produced a measurable and lasting impact.
The assistant became a reliable guide for every new employee, allowing HR to focus on strategic initiatives while maintaining onboarding quality across a growing team. The company continues to scale without sacrificing employee experience in the critical first weeks.
80%
reduction in structured onboarding time – from 5 days to just 1
8%
90-day turnover rate dropped from 25% to 8%
18%
HR workload on onboarding fell from 60% of total time to 18%