New hire paperwork board that shows who is ready for day one

I want an app for our People Ops team that shows whether every incoming new hire has actually finished their paperwork before day one. The main screen is a single board where each row is a hire who has accepted an offer but has not started yet, and each column after the hire's details is one required onboarding document.

Build the hire list from Greenhouse. Use List Offers to pull recent offers, keeping the ones whose start date is still in the future, then use Get Candidate on each offer's candidate to fill in the person's name, email address and role. Get Candidate also returns embedded applications and custom fields, which is where the office and employment type live. Each row shows the hire's name, the role they are joining, their start date, and a countdown of how many days are left until they start.

The document columns cover the standard packet: offer letter, NDA, direct deposit form and handbook acknowledgement. Fill each cell from DocuSeal using List Submissions and List Submitters, matched to the hire on their email address. Every cell reads one of four states: not sent when no submission exists for that hire and document, sent when a signature request has gone out but has not been viewed, opened when the signer has looked at it without finishing, and signed when the submitter has completed it. Colour code the four states so a row can be read in a second, and show a small per-hire progress indicator of how many required documents are done.

DocuSeal has no operation for listing templates, so do not try to enumerate them at runtime. Add a settings page where an admin maps each required document to its DocuSeal template id, and store that mapping in the app. Matching hires to submissions should be done on the submitter email address. When the app creates a submission it should also write the candidate's Greenhouse id into DocuSeal's external_id field, so later lookups have a sturdier join key than email alone and a hire who applied with one address but signs from another can still be reconciled.

Sorting is the most important part of the design. Anyone starting within five days who still has an unsigned required document is the case where HR has to intervene by hand, so flag those rows red and pin them to the top of the board. Everyone else sorts by start date, soonest first. The board should be worth opening every morning purely to see whether that red group is empty.

Give each row a set of actions. Sending a missing document uses Create Submission against the mapped template, pre-filled with the hire's name, role and start date, with Create Submissions from Emails as the simpler path when there is nothing to pre-fill. A document that has been sent but not signed gets a reminder action that calls Update Submitter to re-send the signature request email. A signed document gets an action that calls Get Submission Documents and opens the executed PDF straight from the board, so nobody has to go digging in DocuSeal for the final copy.

Add a "Prepare this hire's packet" button on each row that runs a background agent. The agent looks at that candidate's role, office and employment type in Greenhouse, decides which documents that specific hire actually needs rather than blindly sending all four, creates the pre-filled DocuSeal submissions for the ones that are missing, and then posts a summary of what it sent to the hiring manager in Slack using Send a Message. A contractor should not receive the same packet as a salaried employee, and offices in different countries may have different requirements. Write the agent's result back into the app so the row shows what was sent, what was deliberately skipped and why, and when the agent last ran.

Keep the whole app focused on people who have not started yet. Once a hire's start date passes they should drop off the main board, either disappearing or moving to a separate started tab, so the view never turns into a general archive of everyone who ever joined.