◉ 3 examples from practice

Automating onboarding
From the contract to the first working day

Joining is the process that involves the most systems at once: the HR system, payroll, time tracking, user management, access control. Each of them needs the same data in a different format. In practice that often means four hours of manual work per person.

Discuss your workflow Calculate your savings

55 % less effort at onboarding measured in one rollout

4 hrsbefore, per new joiner

25 minafter

7systems filled at the same time

“HR-Autopilot is a real gain for us. The processes run much faster and with fewer errors.”

Sina NiestrojHead of Training, Betty Barclay

The starting point

What onboarding
costs in time today.

The same employee records travel into four to six systems

The user account, the mailbox and the access card are all requested separately

Signatures go back and forth by email

On the first day something is still missing, usually the access or the equipment

Programmes involved

These are the systems
tied to this area.

All already connected. If yours is missing, we build the integration at no extra cost, on average within three days.

Personio Sage DATEV Microsoft 365 Google Workspace ATOSS SD Worx

Is your programme included?

Three examples

Simple, medium
and genuinely complex.

All of them examples from live operation. What gets built is whatever comes up in your work.

SimpleA few steps, ready straight away

Trigger the welcome pack

TriggerContract signed

Send the welcome email
Create portal access
Provide the first information

ResultThe new colleague does not hear nothing for weeks.

MediumWith conditions and approvals

Prepare onboarding in full

TriggerOffer accepted in the applicant system

Create the employee file
Generate the payroll record
Create the user accounts
Order the equipment
Share the induction plan

ResultOn the first day everything is there, without anyone working through a checklist.

ComplexBranches, deadlines, several systems

Group-wide onboarding across legal entities

TriggerA start in one of several legal entities

Identify the entity and the collective agreement
Choose the matching set of contracts
Assign the cost centre
Check country-specific obligations
Involve the works council
Update the group directory
Log the deviations

ResultOne workflow for twelve legal entities, three countries and four collective agreements, including local mandatory details.

The exceptions

And what about
the special cases?

That is the question most automation projects fail on. With us the exceptions get built in, not left out.

Joining at the start of the month versus mid-month

Fixed-term contracts with different fields

A group joiner assigned to several legal entities

Each of these cases can be mapped in the builder as its own branch, with a condition, an approval and a different route. Without a line of code.

Common questions

What we are asked about onboarding
most often.

How much time does an automated joining process really save?

At Betty Barclay the effort fell from four hours to 25 minutes per person, which is over 55 per cent. Across all the joiners in a month that added up to more than 250 hours.

What about the user accounts and access?

They are part of it. Microsoft 365, Google Workspace and access control systems can be connected, so the mailbox, the permissions and the card are created by the same workflow as the employee file.

Can employees enter their own details?

Yes, through a form the workflow sends out. Whatever they enter goes straight into every target system, without anyone retyping it.

How does that work for joiners across several legal entities?

The workflow decides from the entity which systems get filled and which fields apply. One group customer has connected four systems in several countries this way.

Other areas