Six subsidiaries, one HRIS, and a directory that never matched reality. We built a sync layer that propagates every joiner, mover, and leaver to Google Workspace, the phone system, and the org chart — with a nightly drift report catching anything odd.
Typical results
Same day
Leaver access revoked
4
Systems on one record
26 hrs
IT time saved monthly
Figures reflect typical results for this kind of automation.
The challenge
Across 1,100 employees in six subsidiaries, every hire, transfer, and exit was retyped into Google Workspace, the phone directory, and the org chart by different admins. An audit found 220 records wrong — stale titles, wrong managers — and ex-employees kept active accounts for twelve days on average. Nobody trusted the directory, so everybody kept private lists.
Before and after
Records with errors
−95%Days ex-employees kept access
−100%IT hours on directory upkeep
−87%The automation
We made the HRIS the single source of truth. Joiner, mover, and leaver events now trigger a Make scenario that creates or updates Google Workspace accounts, groups, and signatures, updates the phone system, and redraws the org chart. Leaver events revoke access the same day. Every night, a drift job compares all four systems field by field and sends IT a report of any mismatch — usually empty.
How it works
- 01
HRIS as source of truth
Every joiner, mover and leaver event starts in the HRIS — and only there.
- 02
Instant propagation
A Make scenario creates or updates accounts, groups, signatures, phone entries and the org chart.
- 03
Same-day offboarding
Exit events revoke Google Workspace and phone access the day HR records them.
- 04
Nightly drift audit
All four systems are compared field by field; any mismatch lands in IT's inbox by morning.
Starts from
- HRIS events
- Joiners, movers, leavers
Delivers
- Google Workspace accounts
- Phone directory
- Nightly drift report
The impact
Directory errors fell 95% — from 220 flagged records to 11 — and ex-employee access dropped from twelve lingering days to zero, cut the same day HR marks the exit. IT spends four hours a month on directory upkeep instead of thirty, and the org chart is finally the one everyone trusts.
Questions about this automation
What happens when an employee changes role or leaves?
The change is recorded once in the HRIS, and that event drives everything else. A mover update rewrites the title, manager, groups and email signature across connected systems, while a leaver event suspends the Google Workspace account and removes the phone directory entry the same day HR records the exit. Each change is logged for IT.
Which systems can the directory sync keep aligned?
A typical build connects the HRIS to Google Workspace or Microsoft 365, the phone system, the org chart tool and group mailing lists. Each system gets a field map that defines what the HRIS controls, such as title, department and manager, and what stays local, so admins never fight the sync over the same field.
How does the nightly drift report work?
Every night a scheduled job compares each employee's fields in every connected system with the HRIS record. Any mismatch, such as a manual edit or a failed update, is listed in a short report to IT with the system, field and expected value. It is a multi-step build, usually rolled out in stages, starting with Google Workspace.