A scale-up hiring several engineers a month kept greeting them with missing laptops and half-created accounts. We wired the HR system to a provisioning workflow that handles accounts, licenses, hardware and schedules — making 100% of hires productive from day one.
Typical results
30 min
IT time per hire
3 days
Recovered per new hire
Figures reflect typical results for this kind of automation.
The challenge
Each new hire triggered a scramble across HR, IT and the hiring manager: accounts created from memory, licenses requested by email, laptops ordered late. Four in ten hires reached day one missing something essential, then lost their first three days chasing access. With hiring accelerating, IT was burning five hours per hire and still dropping steps.
Before and after
Hires fully set up on day one
+67%IT time per new hire
−90%Days lost waiting for access
−100%The automation
We made the signed offer in the HR system the single trigger. From there, automation provisions SSO, email, repositories and team tools from a role template, assigns the right licenses, and orders the correct laptop bundle with delivery tracked against the start date. The hire gets a welcome email with their first-week schedule, IT gets a dashboard of upcoming starts, and humans step in only for exceptions.
How it works
- 01
Offer signed, engine starts
The signed offer in the HR system kicks off the entire provisioning sequence — no ticket, no checklist email.
- 02
Accounts created by role
SSO, email, code repositories and the team's tools are provisioned from a role template, with licenses assigned automatically.
- 03
Laptop ordered and tracked
The right hardware bundle is ordered with delivery tracked against the start date; delays alert IT while there's still time to react.
- 04
First week lands in their inbox
The hire receives a welcome email with their first-week schedule and everything ready for a first login.
- 05
IT handles exceptions only
A dashboard shows every upcoming start; humans step in only when something genuinely needs them.
Starts from
- Signed offer in HR system
- Role & team profile
Delivers
- Accounts & licenses by role
- Laptop ordered & tracked
- First-week schedule sent
The impact
New hires typically arrive to working accounts, the right laptop and a full first-week schedule — a day-one ready rate close to 100%, up from 60%. IT effort dropped from five hours per hire to about 30 minutes, and new engineers stopped losing their first three days to access requests.
Questions about this automation
What starts the provisioning process?
The signed offer in the HR system is the only trigger. As soon as it is marked signed, the automation reads the role, team and start date and launches the full sequence, with the start date setting the deadline for every step. Nobody has to open a ticket or send a checklist email.
How does it know which accounts and licenses each hire needs?
Each role has a template that lists its accounts, tools, license tiers and hardware bundle. The automation creates SSO and email accounts, adds the hire to code repositories and team tools, and assigns licenses from that template. Templates are easy to update when a team adopts a new tool or changes its setup.
What happens if a laptop delivery runs late?
Hardware delivery is tracked against the start date. If a shipment looks likely to arrive late, IT gets an alert while there is still time to change the order or prepare a loaner. A dashboard lists every upcoming start and its status, so the team only steps in for real exceptions.