Employee Onboarding Process Automation Using Autom Mate

Introduction

The employee onboarding process is a pivotal HR function that sets the stage for new hires’ experiences and productivity. Autom Mate offers a robust automation platform to streamline and optimize onboarding activities such as account creation, device assignment, and team integrations. This document details the implementation of an automated onboarding workflow using Autom Mate, focusing on consistency, efficiency, and scalability.

Objectives

• Streamline Processes: Automate repetitive onboarding tasks.

• Ensure Compliance: Standardize processes to meet organizational and legal requirements.

• Enhance Experience: Provide a seamless and professional onboarding experience for new hires.

• Increase Efficiency: Reduce manual intervention, saving HR and IT team resources.

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Autom Overview

This flow represents a comprehensive and systematic onboarding process for new hires. It ensures that all necessary steps are completed efficiently and accurately, from retrieving employee details to setting up accounts, assigning resources, and notifying relevant teams.

Benefits of This Flow

• Automation: Reduces manual effort and ensures consistency in onboarding.

• Efficiency: Handles all technical and administrative setups promptly.

• Accuracy: Eliminates errors by automating repetitive tasks and fetching details directly from the HR system.

• Scalability: Easily adaptable to onboard multiple employees simultaneously.

• Transparency: Provides notifications to HR and IT, ensuring all stakeholders are informed of progress and completion.

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Key Steps in the Process

1

Start Onboarding

The process begins when a new hire record is created in the HR system, triggering the workflow automatically.

2

Retrieve Employee Details

Employee information such as name, department, and role is fetched from the HR system to ensure accuracy in subsequent steps.

3

Create Active Directory (AD) Account

• A user account is established in the Active Directory system to provide centralized authentication and access control.

• The user is added to the appropriate AD groups based on their role or department.

4

Set Up Exchange Mailbox

• An email account is created for the new hire, allowing them to send and receive communications.

• The new employee is also added to any relevant mail groups for team or departmental correspondence.

5

Assign Azure AD Licenses

Licenses for Microsoft services (e.g., Office 365, Teams, OneDrive) are assigned to the new user to enable access to essential tools.

6

Add to Microsoft Teams

The employee is added to relevant Teams channels to facilitate collaboration and communication within their team or department.

7

Update Device Ownership in ServiceNow

The system updates record to reflect any company-owned devices assigned to the new hire, ensuring accurate inventory management.

8

Create Equipment Tickets

ServiceNow tickets are generated for any additional equipment requested by or required for the new employee.

9

Update Internal Databases

Internal systems, such as payroll and reporting databases, are updated with the new hire’s details to ensure proper integration with organizational workflows.

10

Send Welcome Email

A welcome email is sent to the employee, providing login credentials, training resources, and instructions for the first day.

11

Notify HR and IT

HR and IT departments are informed about the completion of the onboarding process and any pending actions via email or Teams notifications.

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