Template: Create and email Oneflow contracts when new employees are created in Hibob (Zapier)

This Zap creates a Oneflow contract whenever a new employee is added to HiBob.

1. Trigger: New employee created in HiBob

App & event

• Select HiBob as the app.
• Event: Set to New Employee Created. This Zap runs whenever a new employee is created in HiBob.

Account

• Select your HiBob account from the dropdown list.
  • If the desired account isn't listed, click + Connect a new account to add it.

2. Action: Create contract in Oneflow

When a new employee is created in HiBob, a contract is automatically created in Oneflow.

Account

• Oneflow account: Select your connected Oneflow account.
  • If your account isn't listed, click + Connect a new account. Learn more: Connecting to Oneflow accounts.

Set up action

• Create contract as: Select the Oneflow user who will create the contract. The available Templates and Workspace options depend on the selected account.
• Contract name: Defaults to the Job Title and Display Name fields from HiBob (e.g., "Software Engineer – John Doe"). This can be edited.
• Workspace: Select the Oneflow workspace where the contract will be created.
• Template: Select a template from your Oneflow account.

Data fields (optional)

• How many data fields to map: Enter the number of data fields you would like to configure (1–3).
  • The corresponding fields will appear below.
• Custom ID of field n: Select the Oneflow data field from the dropdown.
• Value of field n: Enter the desired value for the data field.

3. Action: Add participant in Oneflow

This step adds a participant to the contract.

• Add new participant to contract as: Choose who adds the participant.
  • Contract creator (default): Adds the participant as the contract creator.
  • Another Oneflow user: Adds the participant as another Oneflow user.
• Participant type: Choose the type of participant.
  • Individual (default): Adds an individual as a counterparty.
  • Colleague/Participant: Adds an owner-side party.
  • Company: Adds a company as a counterparty.

• Party ID (if participant type is colleague): Enter a unique identifier for the legal entity (e.g., company number).
• Company name (if participant type is company): Enter or select the company name from HiBob.
• Participant name and email: Automatically mapped to the new employee's details from HiBob.
• Role in contract: Choose a role for the participant.
  • Signatory (default): The participant must sign the contract.
  • Viewer: The participant can view but not sign the contract.

4. Action: Send outbound email

This step sends an email notification about the contract creation with a link to the contract.

• To: Add up to five recipient email addresses, separated by commas.
• Subject: Defaults to "A Oneflow contract was created for new [Title] – [DisplayName]".
• Body: The body includes the contract details and link. You can edit the content as needed.