Automating Employee Onboarding on Growing Teams with Tally, Zapier, and Notion

If you’ve ever tried onboarding new employees by juggling spreadsheets, emails, and scattered messages, you’re not alone. That’s exactly where the HR team at a world-renowned art gallery in New York, found themselves.

The gallery had just started using Notion as their internal knowledge base and wanted to digitize their onboarding process from the ground up. The goal? Get rid of manual approvals, unify internal communication, and ensure each department got only the information it needed. No more, no less.

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We helped them design a workflow using Tally (to collect onboarding data), Zapier (to automate everything), and Notion (as the central database). Once a new hire filled out the onboarding form, HR would receive a beautifully formatted email with all the key details — job title, required apps, hardware needs — plus two buttons: Approve or Reject with Comments.

A single click would trigger a webhook that instantly updated Notion to make the employee visible in the system. If comments were needed, HR would be redirected to another Tally form, and those notes would also be stored automatically.

Three tailored emails were sent out:

Each email only included the data relevant to that team. No more chasing down info. No more forwarding emails. No more manual data entry.

A faster, smarter, and cleaner onboarding process that scales, without scaling the headaches.

Our client's team now has full visibility and control. Departments are looped in automatically, and HR finally has a system that supports, not slows down, their work.

This project proves that you don’t need a massive enterprise tool to fix your processes. With the right approach and a few clever integrations, any company, even an art gallery, can streamline workflows and make people’s lives easier.