New Hire Provisioning: A Cohort Plan That Survives Date Moves and Short Stock

A limited shelf of equipment, a cohort of starters and dates that move

Every cohort start date comes with the same checklist per starter: a laptop and peripherals from stock, the GitHub teams their role grants, a general orientation, a team orientation, and an equipment-prep window when IT sets up the laptop. The starters roster, the equipment stock and the closeout table are in Airtable. The provisioning policy and role matrix are in Google Drive. Orientation and prep events go on Google Calendar, and each starter has a provisioning issue in GitHub.

The work goes wrong when stock is short and the facts move. A role matrix revision adds a webcam for one role. Facilities moves two cohort days. An offer is withdrawn the same week IT recounts the storeroom. Applied in the wrong order, or to the wrong people, those changes hand the last webcam to the wrong starter, delete invitations people already accepted, and produce a shortfall list nobody trusts.

Who works in the room

Ask what a starter still needs without naming an agent and Myco answers, because it is the default. Date questions go to Ryan, which owns the calendars, and questions about the summary export go to Ada. Myco writes Airtable reservations and GitHub labels under a lasting grant from the IT onboarding lead, once each allocation is approved. When a cohort date moves, Myco opens a thread for Ryan whose first message lists the affected starters and their new dates.

How a cohort gets provisioned

The rule for scarce items is written in the policy and repeated in the room guidelines: stock is allocated in employee ID order, and every re-walk uses the same order.

Moved dates, a recount and a withdrawn offer

Calendars are create-only in this room. When facilities moves two cohort days, Ryan proposes new orientation events at the new date, with the general orientation slot recomputed against it, and creates them once the IT onboarding lead approves. The old events stay. Ryan counts them as stale and lists them in the thread, and the People Ops coordinator decides what to remove. Starters may have accepted those invitations, and an event that vanishes without warning confuses more than a stale one tidied on purpose.

Order matters most when stock is short. When a starter withdraws, their reservations go back on the shelf before the recount is applied, so the recount starts from the right baseline. Then Myco re-walks every starter short on a monitor, headset, webcam or SIM card in employee ID order against the corrected stock. Ada checks the result, and Ryan drafts the reply on the withdrawal thread for the coordinator to send.

What the checks catch

• A starter left out of the summary export who still needs a review flag
• A stale orientation event that would have been deleted after a date move, counted and listed instead
• A recount applied before the withdrawal was processed, which would start the re-walk from the wrong stock
• A scarce item handed out of employee ID order during a re-walk, producing the wrong shortfall
• A GitHub team on a provisioning issue that the starter's role does not grant, held for the hiring manager

What stays with people

• Approving each starter's allocation, and confirming GitHub teams before the IT asset team adds access
• Removing stale calendar events and making any exception to the allocation order
• Confirming inventory counts, which the IT asset team owns
• Sending replies to facilities and HR, and signing off the cohort

Integrations in this workflow

Kylon is not an IT asset or onboarding system, and it does not replace either. It works across the roster, the calendars and the provisioning issues the team already keeps, and holds the order of operations between them.

• Airtable
• GitHub
• Gmail
• Google Calendar
• Google Drive
• Slack

• Airtable holds the starters roster, the equipment stock with each reservation, and the closeout table
• GitHub holds one provisioning issue per starter, labeled with the teams the role grants
• Google Calendar carries the orientation and equipment-prep events, which agents create and never edit
• Google Drive keeps the provisioning policy, the role matrix, facilities notices and the summary export
• Gmail carries the confirmation threads with facilities and HR, answered with drafts a person sends
• Slack is where hiring managers and IT raise equipment questions, which Myco brings into the cohort thread

Where to start

Take one cohort. Connect the Airtable base with the starters and stock tables, point the room at the Drive folder with the policy and role matrix, and write the allocation rule into the room guidelines: scarce items go out in employee ID order, the IT onboarding lead approves every allocation, and agents never delete a calendar event.

“The last webcam now goes to the right starter, because the order is written down and every re-walk follows it.”

Set it up with your agent

Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it.