This page contains everything you need to connect the Onboarding & Offboarding databases to Outlook Calendar, and to automatically raise IT tickets in Jira and/or ServiceNow when a new record is created.

⚠️ Prerequisites: You'll need a Microsoft Power Automate account (included with most M365 business plans) and admin or developer access to your Jira / ServiceNow instance. Your IT team can help confirm access.

🔑 First: Get Your Notion API Token

Power Automate connects to Notion via its API. You need to do this once.

  1. Go to https://www.notion.so/my-integrations
  2. Click + New integration
  3. Give it a name (e.g. HR Automation)
  4. Select your workspace
  5. Set capabilities: Read content, Update content, Insert content
  6. Click Submit and copy the Internal Integration Token — you'll need this in every flow below
  7. Go to each database (Onboarding + Offboarding), click ⋯ > Add connections and connect your new integration

📅 Flow 1 — Sync Start/Leave Date to Outlook Calendar

This flow fires whenever a new record is created in either database and adds a calendar event to your HR Outlook calendar.

Trigger

Connector: HTTP (Webhook)
Or: Use the Notion connector → "When a database item is created"
Database: 🟢 New Starter Onboarding (repeat separately for 🔴 Leaver Offboarding)

Steps

Step 1 — Trigger: When a Notion database item is created