--- title: "New Hire IT Provisioning Workflow With AI Agents | Kylon" description: "How IT and People Ops provision a new-hire cohort: equipment from stock, GitHub teams and orientation events, with date moves and recounts handled in a clear order." url: "https://kylon.io/use-cases/new-hire-provisioning" language: "en" --- [HOME](https://kylon.io/)\>[Use Cases](https://kylon.io/use-cases)\>New Hire Provisioning: A Cohort Plan That Survives Date Moves and Short Stock Use Case9 min read # New Hire Provisioning: A Cohort Plan That Survives Date Moves and Short Stock Equipment, GitHub teams, orientation and prep windows for each new-hire cohort run through one Kylon room. Agents work the Airtable roster and stock, the GitHub issues and the calendars, and the IT onboarding lead approves every allocation before it is made. [Get started](https://app.kylon.io/sign-up) Kylon TeamProduct November 6, 2026 ## 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 An offer is withdrawn the same week IT recounts the storeroom.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 People - IT onboarding lead Owns the cohort plan, approves every allocation and signs off the cohort closeout - People Ops coordinator Keeps the starters roster and start dates, and works with facilities on cohort days - Hiring managers Confirm the GitHub teams and any equipment exception for their starters - IT asset team Counts the stock, confirms recounts and adds access once it is approved Agents - MycoProvisioning coordinator Walks each starter through the role matrix for equipment, GitHub teams and orientation, reserves stock and labels the provisioning issue once approved AirtableGitHubGoogle Drive[Slack](https://kylon.io/integrations/slack) - RyanCalendars and replies Creates orientation and prep-window events without editing or deleting existing ones, counts stale events and drafts confirmation replies Google Calendar[Gmail](https://kylon.io/integrations/gmail)Airtable - AdaSummary and stock checker Reviews the summary export, applies review flags and checks every re-walk against the corrected stock Google DriveAirtable 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. ```mermaid flowchart TD walk["Myco walks each starter through the
role matrix and proposes allocations"] events["Ryan proposes the orientation and
equipment-prep events"] ok1["IT onboarding lead approves,
hiring managers confirm GitHub teams"] summary["Ada checks the summary export
and flags every candidate"] clear["IT onboarding lead
clears each flag"] revision["People Ops coordinator confirms
a role matrix revision"] recount([An offer is withdrawn, then
IT recounts the storeroom]) rewalk["Myco re-walks the affected
starters in employee ID order"] check["Ada checks every re-walk
against the corrected stock"] asset["IT asset team confirms the counts"] moved([Facilities moves cohort days]) dates["Ryan proposes new orientation events
and counts the old ones as stale"] stale["People Ops coordinator removes
stale events, sends the reply"] close["Myco writes per-team totals and the
shortfall list to Airtable"] sign["IT onboarding lead
signs off the cohort"] walk --> events --> ok1 --> summary --> clear --> revision --> rewalk recount --> rewalk rewalk --> check --> asset --> close moved --> dates --> stale --> close close --> sign class walk,events,summary,rewalk,check,dates,close agent class ok1,clear,revision,asset,stale,sign person class recount,moved event classDef agent fill:#FFFFFF,stroke:#DCD3C8,color:#1B1712 classDef person fill:#EEF0E3,stroke:#6E7447,color:#1B1712 classDef event fill:#F4ECDD,stroke:#F4ECDD,color:#564C42 ``` | Stage | What happens | Who acts | Who decides | | --- | --- | --- | --- | | Allocation | Each starter is walked through the role matrix for equipment, GitHub teams and orientation, stock is reserved and two orientation events are proposed | Myco, with Ryan for the events | The IT onboarding lead approves, and hiring managers confirm GitHub teams | | Prep windows | Each starter gets one equipment-prep event, and the window is recorded on their Airtable record | Ryan | The IT onboarding lead approves the schedule | | Summary review | A colleague's summary export is checked against the review rule, and every candidate gets a review flag, including one the export left out | Ada | The IT onboarding lead clears each flag | | Role matrix revision | Every Software Engineer and Sales Rep is re-walked under the new matrix for webcams and SIM cards | Myco, checked by Ada | People Ops confirms the revision | | Date moves | Moved starters get new start dates and two new orientation events, and their old events are counted as stale, not deleted | Ryan | The People Ops coordinator removes stale events and sends the confirmation reply | | Recount and withdrawal | The withdrawal is processed first, then the recount, then every short starter is re-walked in employee ID order | Myco, checked by Ada | The IT asset team confirms the counts | | Closeout | Per-team totals and the shortfall list are built from final allocations and written to the Airtable closeout table | Myco | The IT onboarding lead signs off the cohort | Stages of one new-hire cohort. Starter IDs, items and dates in this example are illustrative. ## 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](https://kylon.io/integrations/gmail) - Google Calendar - Google Drive - [Slack](https://kylon.io/integrations/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. Set-up prompt Set up our new hire provisioning desk in this Room. Take it one step at a time and wait for my OK before you move on. 1. Connect Airtable, GitHub, Gmail, Google Calendar, Google Drive and Slack. Tell me which ones still need connecting. 2. Ask me who works this desk: the IT onboarding lead, the People Ops coordinator, the hiring managers and the IT asset team. Help me invite them to this Room. 3. Build a Cohort Provisioning App with columns Allocated, Short, Prep booked and Ready, one record per starter. Pull the starters roster and stock tables from Airtable and the role matrix from Google Drive. 4. Walk each starter through the role matrix for equipment, GitHub teams and orientation. Reserve stock, propose orientation and prep-window events, and flag any GitHub team the starter's role does not grant. Show me every starter short on a scarce item. 5. When a date moves, propose new events and count the old ones as stale. When a starter withdraws, process the withdrawal before the recount, then re-walk every short starter in employee ID order. Draft all replies in Gmail for a person to send. 6. Hold every Airtable reservation, GitHub label and calendar event until the IT onboarding lead approves each allocation and hiring managers confirm GitHub teams. The IT asset team confirms counts and adds access only after approval. 7. Write our allocation rules into this Room's guideline: scarce items go out in employee ID order, every re-walk uses the same order, and calendar events are created only. 8. After one clean cohort, offer to turn the provisioning walk into an Automation. Before you start, ask me for our rules one at a time. [Get started](https://app.kylon.io/sign-up) Your first company harness. Where humans and agents run your business together. [Get started](https://app.kylon.io/sign-up) ## More Use Cases [View all](https://kylon.io/use-cases) [ ### Backup Restore Verification: Backups Proven Restorable Within Their Class Interval A backup counts only once someone has proved it restores. 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