AI prompt to onboard and train a new staff member

An agency grows through its people. AI helps owners and managers write job ads, onboarding plans, training quizzes, SOPs and coaching plans faster, so new staff become productive sooner.

Below is a ready-to-copy prompt to onboard and train a new staff member, a detailed version that asks you clarifying questions first, and tips for using it. It works in any AI assistant: ChatGPT, Claude, Gemini or Copilot.

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The prompt

Build a 30-day onboarding plan for a newly licensed agency employee: week-by-week goals, shadowing, systems to learn, and check-ins.

Detailed version (asks clarifying questions first)

Act as an experienced assistant to a licensed insurance agent. Before answering, ask me up to 3 clarifying questions (the role, the person's experience level and tone). Then complete this task, and finish with a short checklist of statements I should verify with my compliance team.

Task: Build a 30-day onboarding plan for a newly licensed agency employee: week-by-week goals, shadowing, systems to learn, and check-ins.

What a good result looks like

A good onboarding plan gives each week a clear goal (week 1 systems and shadowing, week 2 simple service tasks, then more responsibility), names who the new hire learns from and schedules check-ins. By day 30 they know what 'good' looks like.

Common mistakes and watch-outs

Don't let a new hire give coverage advice before they're licensed for it and trained on your procedures. Include privacy and data-security training in week one, and make sure system access matches their role.

How to adapt the prompt

Change it for a producer (more sales training, carrier appetite), a CSR (service workflows) or an unlicensed assistant. Ask for a checklist version the new hire can tick off.

EXAMPLE output (placeholder data, not a real client)

30-day onboarding plan - [Role]

Week 1: Learn the basics
- Systems: AMS, phones, email ([Trainer])
- Privacy and data-security training
- Shadow service calls

Week 2: First tasks with review
- ID cards, address changes, certificate requests

Week 3: More independence
- Handle routine changes; escalate coverage questions

Week 4: Check-in
- Review progress with [Manager]; set goals for month 2

How to use it

Copy the prompt. Copy the short prompt above, or the detailed version if you want the AI to ask clarifying questions first.
Add your details. Add the details for your situation (line of business, audience, tone). Keep it de-identified; never paste client personal information.
Run it in the right tool. Paste it into any AI assistant: ChatGPT, Claude, Gemini or Copilot.
Review before you use it. Keep employee personal information and performance details out of general AI tools. Check every fact, name and number yourself.
Take the next step. Next, see: Write a job posting for agency staff.

Which AI tool to use

Any AI assistant

ChatGPT Claude Google Gemini Microsoft Copilot

Paste the prompt above (short or detailed) into any of these.

Before you use it

Keep employee personal information and performance details out of general AI tools.
Never paste client personal information (names, policy numbers, health or financial details) into AI tools your agency hasn't approved.
Review every AI output for accuracy and compliance before you use it.

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