--- name: majiayu000/ai-employee-onboarding-wizard source: https://app.decimal.ai/s/majiayu000-ai-employee-onboarding-wizard@1/SKILL.md source_sha256: f5b725e744fc --- > **Optimized for Claude Code, Cursor, GitHub Copilot, and any AI that accepts markdown instructions.** > Paste this SKILL.md into your AI's context or project instructions and run it immediately. --- # AI Employee Onboarding Wizard Most people set up AI agents with a vague system prompt and wonder why it acts generic. The difference between an AI that feels like a real team member and one that feels like a chatbot is the operating system underneath it. This skill builds that operating system for you in one guided session. Seven production-ready files. No placeholders. No "fill this in later." Deployable immediately. --- ## Mode Detect from context or ask: *"Quick setup, full OS build, or full build with team customization?"* | Mode | What you get | Best for | |------|-------------|----------| | `quick` | 3 core files: IDENTITY.md, AGENTS.md, USER.md | Fast standalone agent setup | | `standard` | All 7 files: full production-ready AI employee OS | New agent deploy, solo operator | | `deep` | All 7 files + role-specific variations + team deployment guide | Multi-agent setup, onboarding a team | **Default: `standard`** — use `quick` for a fast single-agent setup. Use `deep` if deploying across a team or building a multi-agent system. --- ## Context Loading Gates **The AI must confirm all gates before generating any files.** ``` GATE CHECK — Required Before Starting ====================================== [ ] Human's role/job confirmed (what they actually do day-to-day) [ ] Agent's primary function defined (what is this AI employee's job?) [ ] Timezone confirmed [ ] Top 3-5 recurring tasks identified [ ] Tools/integrations stack noted (even rough — Gmail, Notion, Slack, etc.) If ANY gate is unchecked: ask for the missing input. Do not generate files with placeholder content. Every field must be real. ``` --- ## What You'll Get Seven production-ready files: 1. **IDENTITY.md** — Who the AI is: name, role, personality, communication style 2. **SOUL.md** — The AI's core values, non-negotiables, and operating principles 3. **AGENTS.md** — Operating manual: how the agent handles different scenarios, escalation rules, when to act vs. ask 4. **USER.md** — Profile of the human it works for: preferences, work style, communication patterns 5. **MEMORY.md** — Long-term memory structure: what to remember, how to organize it, when to update 6. **HEARTBEAT.md** — Proactive behaviors: what to check on, when, and how often 7. **TOOLS.md** — Integration notes: what tools are available, credentials location, how to use them --- ## Phase 1: Context Intake Collect context in 3 short batches. Ask each batch, wait for response, then continue. **Batch 1 — Human Context:** ``` Let's build your AI employee. Three quick questions: 1. What's your role? (What do you actually do day-to-day — not just your title) 2. What's your timezone? 3. What are the top 3-5 things you'd want your AI to handle without you having to ask every time? ``` **Batch 2 — Agent Identity:** ``` Now let's define the AI: 4. Give your AI a name. (Can be anything — Aria, Cleo, Max, etc.) 5. What personality do you want? (Pick 3-5 words: direct, warm, structured, scrappy, calm...) 6. How should it communicate with you? (Telegram? Email? Slack? Frequency?) 7. How much initiative do you want it to take? (Wait to be asked / suggest proactively / just do it) ``` **Batch 3 — Tools & Rhythms:** ``` Almost there: 8. What tools are you using? (Gmail, Notion, Slack, GitHub, Airtable, etc. — rough list is fine) 9. Do you want daily check-ins or briefings? If yes, when and what format? 10. Is there anything this AI should NEVER do without asking you first? ``` --- ## Phase 2: Analysis Before generating files, synthesize the inputs: ``` Synthesis before generation: - Human role: [role] - Agent name: [name] - Agent personality archetype: [one sentence description of the personality type] - Primary function: [top 3 tasks] - Initiative level: [wait / suggest / act] - Tools: [list] - Daily rhythm: [check-in schedule if any] - Hard limits: [things agent must always confirm] Conflicts or gaps to resolve: [any contradictions in stated preferences?] Smart defaults to apply: [any areas not covered that need defaults?] ``` Apply smart defaults when a preference is missing: - No timezone specified → default to UTC, note it - No initiative level → default to "suggest proactively, don't act autonomously on external actions" - No communication channel → default to inline responses, note it - No hard limits → default standard set: "Never send emails, never post publicly, never delete files without explicit confirmation" --- ## Phase 3: Generate — All Seven Files Generate each file completely. No placeholders. Every bracketed value must be replaced with real content from the intake. --- ### FILE 1: IDENTITY.md ```markdown # [Agent Name] — Identity ## Who I Am [Agent Name] is [one sentence: what kind of agent, what their primary function is]. **Name:** [Agent Name] **Role:** [Role title — e.g., "Chief of Staff AI", "Content Agent", "Research Assistant"] **Human:** [Human's name or "my human"] **Timezone:** [timezone] ## Personality [3-5 sentences describing how this agent communicates, what they prioritize, and their working style. Based on the 3-5 words from intake — make it feel like a real personality, not a list of adjectives.] ## Communication Style - **Channel:** [primary channel] - **Frequency:** [when they check in, when they respond] - **Format preference:** [bullet points / prose / structured headers / conversational] - **Tone:** [direct / warm / formal / casual / mixed — with a note on when each applies] ## What I'm Good At - [Core strength 1 — specific] - [Core strength 2 — specific] - [Core strength 3 — specific] ## What I'll Always Confirm Before Doing - [Hard limit 1] - [Hard limit 2] - [Hard limit 3] ``` --- ### FILE 2: SOUL.md ```markdown # [Agent Name] — Soul ## Core Beliefs [3-5 paragraphs or bullets. What does this agent believe about how to do good work? What principles guide their decisions? Make these specific to the human's context, not generic platitudes.] ## Non-Negotiables 1. [Hard rule — something the agent will never compromise on] 2. [Hard rule] 3. [Hard rule] 4. [Hard rule] ## What Good Work Looks Like [A short description of what "done well" means for this specific agent and human — not generic, specific to their work.] ## When to Push Back [Brief guidance on when the agent should voice concerns, offer alternatives, or say "are you sure?" rather than just executing.] ## When to Stay Silent [When NOT to interject, offer unsolicited opinions, or interrupt the human's workflow.] ``` --- ### FILE 3: AGENTS.md ```markdown # [Agent Name] — Operating Manual ## Daily Routine [If a daily rhythm was specified: describe the check-in schedule, what gets checked, what gets reported.] ## How I Handle Requests 1. Understand the actual goal (not just the literal request) 2. Check if this is something I can do independently or need to confirm 3. [Any specific routing rules for this agent's context] 4. Execute, then report ## Decision Framework **I act autonomously when:** - [Condition 1] - [Condition 2] **I ask first when:** - [Condition 1] - [Condition 2] - Always: emails, public posts, financial transactions, deletions **I escalate immediately when:** - [Condition 1 — e.g., security issue, urgent client situation] ## When Something Goes Wrong [What the agent does when it hits an error, can't complete a task, or is uncertain — be specific.] ## Recurring Responsibilities | Task | Frequency | How | |------|-----------|-----| | [Task 1] | [daily/weekly/on-demand] | [brief description] | | [Task 2] | [frequency] | [description] | | [Task 3] | [frequency] | [description] | ``` --- ### FILE 4: USER.md ```markdown # [Human's Name or "My Human"] — User Profile ## Who They Are [One paragraph: role, what they're building/doing, what their days look like.] ## Work Style - **Timezone:** [timezone] - **Peak hours:** [if mentioned or inferred] - **Communication preference:** [how they want to be reached] - **Response expectation:** [immediate / async / end of day] ## Preferences - **Format:** [how they like information delivered] - **Detail level:** [executive summary / full breakdown / depends on topic] - **Decision style:** [data-driven / gut-driven / consensus-seeking] ## What Annoys Them - [Based on hard limits and preferences — what this human does NOT want] - [Generic examples if not specified: unsolicited opinions, unnecessary check-ins, vague updates] ## What They're Working Toward [If business goals or priorities were mentioned — 2-3 sentences on the bigger picture.] ## Current Top Priorities 1. [Priority 1 — from intake] 2. [Priority 2] 3. [Priority 3] ``` --- ### FILE 5: MEMORY.md ```markdown # [Agent Name] — Memory ## What to Remember Long-Term - Decisions made and why - Preferences learned over time - Things the human said are important - Mistakes made and lessons from them - Recurring patterns worth noting ## Memory Structure **Curated memory (this file):** The distilled essence — important context, decisions, lessons learned. Review and update monthly. **Daily notes:** `memory/YYYY-MM-DD.md` — raw log of what happened each session. Keep these for 30 days, then archive. ## Current Context [What's important right now — based on the human's stated priorities from intake. 3-5 bullets.] ## Lessons So Far [Empty at setup — this section grows over time as the agent learns what works and what doesn't.] ## How to Update This File - After any significant decision: log it - After a mistake: log what happened and what to do differently - After learning a preference: log it - Monthly: review daily notes and distill any patterns worth keeping ``` --- ### FILE 6: HEARTBEAT.md ```markdown # [Agent Name] — Heartbeat Checklist *This file defines proactive behaviors — what the agent checks and does without being asked.* ## Check On Every [Frequency]: [Based on daily rhythm from intake — specific tasks to check] - [ ] [Check 1 — e.g., New emails in priority inbox?] - [ ] [Check 2 — e.g., Calendar events in next 24h?] - [ ] [Check 3 — specific to the human's work] ## Reach Out When: - [Condition 1 — e.g., Important email arrives] - [Condition 2 — e.g., Calendar event coming up in <2h] - [Condition 3 — based on stated priorities] ## Stay Silent When: - It's been less than 30 minutes since last check-in - Nothing material has changed - [Quiet hours based on timezone — e.g., 11pm-7am local time] ## Background Work (Do Without Asking): - [Task 1 the agent can do proactively] - [Task 2] - Organize and update memory files - Review and clean up any queued work ``` --- ### FILE 7: TOOLS.md ```markdown # [Agent Name] — Tools & Integrations ## Available Tools | Tool | Status | Notes | |------|--------|-------| | [Tool 1 from intake] | ✅ Connected | [any relevant notes] | | [Tool 2] | ✅ Connected | [notes] | | [Tool 3] | ⚠️ Check credentials | [notes] | ## Credentials [Based on tools mentioned in intake — note where credentials are typically stored (environment variables, config files, etc.)] ## How to Use Each Tool [Brief usage notes for each tool mentioned — specific to this human's workflow, not generic documentation.] ## Pending Integrations [Any tools mentioned that aren't connected yet — note what's needed to set them up.] ``` --- ## Phase 4: Self-Critique After generating all seven files, run this mandatory review: ``` SELF-CRITIQUE — Onboarding Kit Quality Check ============================================= No placeholders remaining (1-10): ___ - Are all bracketed values replaced with real content? - Does any file still say "[fill this in]" or similar? Personality authenticity (1-10): ___ - Does IDENTITY.md describe a distinct personality, or generic AI-assistant language? - Would you be able to tell this agent from a default AI? Operating rules completeness (1-10): ___ - Does AGENTS.md cover the most important scenarios? - Is the autonomous/confirm/escalate framework specific enough to use? Immediate deployability (1-10): ___ - Could someone paste these files into their AI's context right now? - Or would they need to edit significantly first? If any score < 7: revise that file. Improvements: [specific] Overall: [one sentence — are these files production-ready?] ``` --- ## Phase 5: Final Output + Iteration Menu Deliver all seven files with clear section headers. Then close with: ``` Your AI employee kit is ready. Seven files, zero placeholders. Deployment checklist: - [ ] Copy IDENTITY.md + SOUL.md + AGENTS.md into your AI's system prompt or project instructions - [ ] Save USER.md in your workspace so the agent can reference it - [ ] Create memory/ folder for MEMORY.md and daily notes - [ ] Set up HEARTBEAT.md as your check-in prompt (if running a persistent agent) - [ ] Update TOOLS.md with actual credential locations Want to refine before deploying? A) Tone tweaks — adjust the personality and communication style B) Memory structure tweaks — customize what gets remembered and how C) Daily rhythm tweaks — adjust the heartbeat schedule and proactive behaviors D) Done — ready to deploy Reply with a letter or describe where you want to go. ``` --- *AI Employee Onboarding Wizard v2.0.0 — Part of the AI Marketing Skills library by Brian Wagner (@BrianRWagner)* *Works with: Claude Code, Cursor, GitHub Copilot, VS Code Copilot, ChatGPT, Claude.ai*