As of 13 August 2026, AI can create an onboarding knowledge base.

What to actually do

1. Hand it to a person

   The route this page recommends

   A person who owns the outcome does this end to end, worth it when the failure is dear.

2. Use a tool built for this

   Second choice

3. Do it yourself

   The distant third

   A chat interface, chat-fluent skill, and roughly 1 hour until you can act on the result.

   How to actually do it

   1. Open a new document or knowledge-base workspace and create a folder for approved onboarding sources.
   2. Gather the current employee handbook, HR policies, first-day checklist, benefits information, IT setup instructions, security guidance, training requirements, system guides and approved contact details.
   3. Remove personal employee records, passwords, access tokens and documents that new starters are not authorised to see, then label each remaining source with its owner and current status.
   4. Paste the prompt into a chatbot and add the approved source material under the Source material heading, keeping each document title and section heading visible.
   5. Export the generated Markdown into the chosen internal knowledge-base tool and add links to the original source documents where the draft cites them.
   6. Ask HR, IT, information security and each process owner to compare their sections against the current approved documents, correcting every NEEDS CONFIRMATION item and completing the last-checked fields.
   7. Test the finished knowledge base with a new-starter scenario, such as requesting equipment or reporting an absence, and confirm that each instruction leads to the correct current contact, system or policy.
   8. Publish the approved version with named owners and a review schedule, and remove or replace the draft source files from any workspace where unauthorised staff could access them.

   Prompt

   Create an onboarding knowledge base for new employees at [organisation] using only the source material below. Do not invent policies, contacts, systems, deadlines, benefits, permissions or procedures. If the sources disagree, mark the item as NEEDS CONFIRMATION and show the conflicting statements. If information is missing, write NOT PROVIDED rather than guessing. Exclude personal employee data and confidential information that new starters do not need.
   
   Organise the result into:
   1. Welcome and first-day information
   2. The first week and first month
   3. Working hours, attendance and leave
   4. Pay, expenses and benefits
   5. Conduct, equality, health and safety
   6. IT accounts, devices, security and access requests
   7. Key systems and common tasks
   8. Communication channels and important contacts
   9. Training and required acknowledgements
   10. Frequently asked questions
   
   For each entry, provide a short answer, the source document or section, the intended audience, and a last-checked field left blank for a human owner to complete. Use plain UK English. Keep legal or policy wording faithful to the source and label any explanation as a summary. Add a final approval checklist for HR, the relevant process owners, IT and information security. Return the knowledge base in Markdown with clear headings and tables where useful.
   
   Source material:
   [PASTE APPROVED COMPANY DOCUMENTS, PROCESS NOTES, LINKS AND CONTACT DETAILS HERE]

   Open it prefilled in ChatGPT or Claude, or copy it into Gemini, which takes no prefill link.