How to Build an Automated Buddy Program
Sync the buddy assignment from your HRIS into ChangeEngine, then trigger an introduction before the new hire’s first day, scheduled check-ins, and a feedback survey. This gives buddies clear prompts across the onboarding journey and uses their feedback to improve the next assignment round.
Onboarding connections go beyond managers, HR, and IT. A buddy who already knows the organization can make it easier for someone to come on board.
Why Add a Buddy to the Onboarding Journey?
A buddy gives a new hire someone to turn to outside the base layer of manager, HR, and IT connections. Whether the buddy has been with the company for one month or one year, they can share what they’ve learned and guide the new hire through mistakes. For many ChangeEngine customers, that relationship is one of the most important parts of onboarding.
The Manual Buddy Tracker Shows an Assignment Error
The sample manual tracker shows the wrong buddy being emailed. Priya’s assignment goes to Marcus even though Marcus is on another team. The surrounding process also requires the team to:
- Export the HRIS and match buddies by hand.
- Copy the email template into Outlook and paste in names.
- Remember the week one and week three check-ins.
- Chase buddies for feedback one by one.
How Does ChangeEngine Run the Buddy Journey?
ChangeEngine syncs the buddy field from the HRIS and triggers the journey from the new hire’s start date and buddy connection. A connection workflow sends a direct message when an automated event occurs for the new starter. The buddy is notified before the first day so they can introduce themselves and help the new hire get on board. Each scheduled check-in fires once.
- Five days before the start date, the buddy learns who is joining, when they start, and their team.
- On day one, the buddy and new hire both receive a coffee prompt.
- On day +7, the buddy is asked whether they have had lunch with the new hire.
- On day +21, the buddy receives a second check-in.
- On day +30, the buddy receives a feedback survey through Surveys & Listening Intelligence.
Buddy Feedback Improves the Next Assignment Round
Feedback from buddies can improve the next round of assignments. ChangeEngine can reach out to buddies directly and ask what they think of the program, rather than requiring the team to chase responses one by one.
The survey makes the program a continuous improvement process instead of something you roll out once and consider done. It creates a new employee experience around the buddy relationship.
Frequently asked questions
What information starts the buddy journey?
The buddy assignment is entered in the HRIS and synced into ChangeEngine. The journey then uses the start date and buddy connection to send the introduction before the new hire’s first day, followed by scheduled prompts and a buddy feedback survey at the end.
What messages does an onboarding buddy receive?
The buddy receives an introduction five days before the start date with who is joining, when they start, and their team. A day-one coffee prompt goes to both people. The buddy receives check-ins on day +7 and day +21, then a feedback survey on day +30.
How can buddy feedback improve the program?
ChangeEngine can reach out to buddies directly and ask what they think of the program. That feedback can inform the next round of buddy assignments, creating a continuous improvement process instead of a one-time rollout that stays unchanged after launch.
