Onboarding new team members into the Operations function was inconsistent and largely ad-hoc. The experience varied depending on who facilitated it, critical knowledge gaps went undetected until weeks into the role, and managers had limited visibility into whether their new hires were actually ramping effectively. There was no structured curriculum, no centralized resource library, and no way to assess whether someone had absorbed the material.
As the team scaled, this created compounding problems: inconsistent quality, longer ramp times, and a growing dependency on individual tribal knowledge holders to bring people up to speed.
The team designed a structured, multi-track onboarding curriculum that replaced the ad-hoc approach with a consistent experience for every new team member. At its core is an AI-powered hub built with Claude that includes knowledge assessments, a resource library, and progress tracking for managers.
The assessments actually test whether someone understands the material, not just whether they sat through the session. Managers can see exactly where each new hire stands in their ramp, which topics need reinforcement, and whether the program is working. The program is designed so it runs the same way regardless of who facilitates it.
The training curriculum: multi-track sessions tagged by topic (Ecommerce, Ads, Launch, Finance) with completion checkboxes and weekly progress tracking. Each new hire sees sessions customized to their role.
The AI-powered assistant: new hires can ask questions about any topic covered in the program and get instant, contextual answers drawn from the onboarding content library.
The scheduling automation: a backend system that syncs onboarding sessions to calendars, processing events in bulk with confirmation, modification, and error tracking.
The prompt above is a starting point, not a one-shot solution. The actual build required multiple iterations: refining instructions based on output, uploading reference documents for context, mapping the right tooling and integrations, and working through edge cases. Treat this as the brief that kicks off the conversation, not the conversation itself.
The onboarding program replaced a process that varied by person with a structured, repeatable curriculum. New hires now follow the same multi-track program regardless of location or facilitator. Managers have visibility into ramp progress and can identify knowledge gaps early rather than discovering them weeks into the role. The AI-powered assessments ensure the program measures actual understanding, not just attendance.