Meet Maya: Personalized AI Onboarding Agent for Every New Hire
Maya is HR Cloud's AI onboarding agent that guides every new hire through onboarding via text. No logins. No portals. No manual follow-up. Just onboarding that actually gets done.
Welcome to Maya
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Trusted by leading organizations
Most new hire onboarding fails before day 1
Forms. Deadlines. Logins. Policies. Training. And Next Steps. Messy onboarding creates friction, overwhelms new hires and disengages them.
30%
new hires quit within 90 days due to poor onboarding processes
40%
of frontline worker’s salary is the estimated cost of replacing them.
$4,700
average cost to onboard a new employee.
One AI Onboarding Agent. Zero Missed Steps. No Manual Follow-Up.
Maya Onboarding AI sends the right onboarding step at the right time, in one guided conversation.
Fewer missed steps. Faster completion. Less manual follow-up for HR.
New hires get started immediately after offer acceptance
Maya Onboarding AI automatically sends a welcome text. Onboarding begins automatically, removing delay between hiring and action.
Maya Onboarding AI guides through every step
It delivers forms, videos, introductions, I-9 tasks, and reminders in sequence, so new hires complete onboarding without getting overwhelmed.
HR gets visibility without chasing updates
HR gets one clear view of onboarding progress and where intervention is needed.
Dashboard preview
New hire completion
Completed
0%
By the numbers
What happens when onboarding feels like texting
3x
Faster Completion
Onboarding tasks completed 3x faster via conversational workflows
89%
Task Completion Rate
SMS-based onboarding sees 89% completion vs. 52% for portal-based onboarding
0
IT Tickets
Passwordless OTP authentication eliminates password reset tickets completely
65%
Fewer HR Questions
AI-powered knowledge base reduces common onboarding questions to HR by 65%
24hrs
Average Response Time
From hire to first completed task — onboarding starts immediately via SMS
97%
Mobile Completion
Nearly all onboarding tasks completed on mobile devices via SMS/email
Launch autonomous HR in three simple steps
Connect your systems, deploy AI agents, and help employees complete onboarding and compliance tasks with less HR effort.
Connect your HR data
Sync your ATS or payroll system, so employee data flows in automatically and setup happens faster.
Deploy Maya Onboarding AI
Customize prebuilt workflows for onboarding, offboarding, or compliance to fit your process.
Complete onboarding steps on time
Maya guides new hires through forms, policies, and compliance to complete critical tasks on time.
Status
An AI Onboarding Agent Built for Your Industry's Toughest Onboarding Challenges
Different industries, different onboarding challenges, different risks. Maya's automated onboarding for frontline workers handles all of it in one guided SMS conversation.
Whether your workforce is clinical, industrial, seasonal, or on-site, Maya's new hire onboarding automation delivers the right steps to the right person at the right time. Before they ever set foot on the floor.
Healthcare
Nurses and clinical staff get hired fast. They need to be compliant faster. Maya collects license and credential documentation via SMS before Day 1, sends HIPAA and policy acknowledgment prompts automatically, and surfaces completion gaps to HR before the first shift begins. No portal. No paper chase. No compliance risk on Day 1.
Manufacturing
High-volume factory and warehouse environments can't afford a slow start or a missed safety step. Maya delivers OSHA acknowledgments, equipment sign-offs, and emergency contact collection via SMS, in the worker's preferred language. New hires complete every required step on their phone, from any location, before their first floor shift.
Retail & Hospitality
Seasonal surges and high turnover leave HR teams scrambling to onboard fast without cutting corners. Maya handles I-9 collection, direct deposit setup, uniform policy acknowledgment, and scheduling confirmations via SMS — so new hires are shift-ready before they walk through the door.
Enterprise-Grade Security
HR Cloud® takes data privacy very seriously and works hard to meet security requirements on every solution we offer. When it comes to safeguarding employee data, offering the latest tools and protection, and helping you comply with the strictest regulations, your security is our top concern.
Frequently asked questions
What is an AI onboarding agent?
An AI onboarding agent is a digital assistant that guides new employees through paperwork, document collection, policy acknowledgments, compliance tasks, and Day 1 preparation without requiring a login to an HR portal. Maya by HR Cloud delivers the entire onboarding process through SMS text messages, meeting new hires on the phone they already carry. Employees receive guided prompts, upload documents, complete required steps, and ask questions over text. HR teams track completion in real time through the HR Cloud dashboard without chasing anyone manually.
How does Maya improve new hire onboarding for frontline and deskless employees?
Maya improves frontline onboarding by removing the assumption that every new hire has a desktop computer, a company email address, or time to navigate an HR portal before their first shift. Maya sends SMS prompts to a new hire's personal phone, walking them through HR Cloud onboarding tasks including document uploads, I-9 steps, policy acknowledgments, and compliance training. Organizations like Veolia North America have used HR Cloud to onboard over 10,000 employees via mobile, with completion rates above 75 percent in healthcare and manufacturing environments.
Does Maya integrate with ADP Workforce Now?
Yes. HR Cloud is an ADP Platinum Marketplace Partner with a certified integration to ADP Workforce Now. When a new hire completes onboarding through Maya, their data transfers into ADP Workforce Now after HR approval, eliminating duplicate entry and keeping ADP as the system of record. The integration supports ADP Workforce Now, ADP TotalSource, ADP Vantage, and ADP RUN. HR Cloud manages the onboarding experience while ADP handles payroll and core HR — both systems stay in sync without manual reconciliation.
Can Maya help reduce incomplete onboarding paperwork?
Yes. Maya reduces incomplete onboarding paperwork by sending automated SMS reminders at each required step, guiding employees through forms, and giving HR real-time visibility into what is finished and what is not. HR Cloud customers report 3x faster onboarding completion compared to their prior process. Because Maya works over text, employees complete I-9 forms, policy acknowledgments, and compliance tasks before Day 1 without needing to remember a login, reset a password, or access a system they have never seen before.
Is Maya useful for healthcare onboarding?
Maya is built for healthcare onboarding environments where new hires are nurses, care workers, and frontline clinical staff who are hired fast and need to be ready faster. Maya collects credential and license documentation via SMS, sends compliance policy acknowledgment reminders, guides employees through required training steps, and surfaces completion gaps to HR before the first shift. HR Cloud customers including Interim HealthCare and Team Select Home Care use the platform to manage high-volume, high-turnover onboarding across multiple facilities without adding administrative headcount.
How is text-based onboarding different from a traditional onboarding portal?
Traditional onboarding portals require new hires to receive login credentials, remember a URL, navigate a system they have never seen, and complete forms on a desktop before they have started their job. Maya by HR Cloud replaces that process with an SMS conversation on the employee's personal phone. New hires receive a text, respond to guided prompts, upload documents, and confirm acknowledgments without downloading an app or accessing a computer. For frontline and deskless workforces, that difference in format is the difference between onboarding getting completed and onboarding getting abandoned.
Can Maya automate onboarding reminders and HR follow-ups?
Yes. Maya automates onboarding follow-up via SMS, sending new hires targeted prompts about pending I-9 documents, training acknowledgments, policy sign-offs, and Day 1 preparation tasks on configurable schedules. Reminders trigger automatically when steps remain incomplete or deadlines approach. HR teams monitor progress through a real-time dashboard in HR Cloud without manually calling or emailing individual employees. HR Cloud customers report saving an average of 7 hours per HR team member per week by removing manual onboarding follow-up from their workload.
Is Maya secure for employee onboarding data?
Maya and HR Cloud operate under SOC 2 Type II certified security controls, with data encrypted in transit and at rest and role-based access permissions that limit who can view or export employee records. HR teams manage access directly without requiring IT involvement. For healthcare, manufacturing, and construction organizations handling sensitive new hire data, HR Cloud provides audit trail logging, controlled access tiers, and enterprise-grade infrastructure.
Turnkey integrations with all your favorite tools
Our HR solutions integrate with the third-party tools you already know and love. Recruiting, applicant tracking, payroll, background checks, and more – HR Cloud has you covered.
Ready to Put an AI Onboarding Agent to Work for Your Team?
See how Maya automates new hire onboarding from offer acceptance to Day 1. Your HR team spends less time chasing paperwork and more time building a workplace people want to stay in.
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