Workflow case study
An onboarding workflow that misses nothing on day one
A services company onboarded through a chain of emails that always dropped something. One workflow now sets everything up when a hire is confirmed.
- Day oneHires ready on arrivalNot stated in source · Delivery report
- NothingMissed in the checklistNot stated in source · Delivery report
- ClearView of progressNot stated in source · Delivery report
- 5 wkFrom kickoff to liveProject duration · Delivery report
The challenge
Onboarding by email, and steps slipped
When a new person joined, HR emailed IT for accounts, emailed facilities for a desk, and worked through a checklist by hand.Things got missed, new hires waited for access, and the first day was often half ready.
- Setup ran on a chain of emails between teams.
- Accounts and assets were requested by hand.
- Steps were missed, so day one was incomplete.
- Nobody had a clear view of progress.
The solution
One workflow triggered by a confirmed hire
We built a workflow that starts the moment a hire is confirmed.It creates the accounts, raises the asset requests, schedules the inductions, and tracks every step to done, with reminders for anything outstanding.
- Triggers on a confirmed hire in the HR system.
- Creates accounts and raises asset requests.
- Schedules inductions and starts the checklist.
- Tracks every task and chases what is open.
How we delivered
Mapped the real checklist, then automated it
We sat with HR and IT to map what onboarding really involved, agreed who owns each step, and built it into the workflow.We piloted with a few hires, refined the timing, then made it the standard.
The workflow went live in five weeks.
The outcome
Day-one ready, every time
New hires now arrive to accounts, access and a desk ready, because the workflow handles the setup and chases anything outstanding.HR sees progress at a glance, and the steps that used to slip no longer do.
Onboarding used to be a chain of emails that always dropped something. Now one workflow sets everything up the day a hire is confirmed, and people arrive ready to work. HR Head, Services Company
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