Client: no permission to disclose
Industry: edtech startup
Objective: Streamline and automate the employee onboarding process to reduce manual workload for HR and IT teams by automating tasks such as document handling, account setup, and communication through Make.com.
The Challenge
A fast-growing company faced inefficiencies and errors in its employee onboarding process. The Human Resources (HR) team encountered several challenges:
- The onboarding process involved over 50 manual steps, from paperwork to IT setup.
- HR used multiple disconnected systems: a Human Resource Information System (HRIS) for employee records, Google Sheets for tracking, Google Drive for document management, and various tools for setting up new accounts (like Slack and project management tools).
- The manual process took an average of 80 days per new hire, leading to delays, errors, and a disjointed experience for both HR and new employees.
- New hires faced delays in accessing key tools, impacting their initial productivity.
The Solution: Automation with Make.com
The company needed a solution to reduce manual work, improve accuracy, and streamline the onboarding experience. Make.com (formerly Integromat) was selected for its ability to integrate multiple applications and automate tasks based on custom triggers and workflows. Here’s how Make.com transformed the onboarding process:
The Employee Onboarding Automation Workflow
1. Process Mapping and Design:
The first step was analyzing the existing process. We mapped out every task in the onboarding journey, identifying areas ripe for automation. The process included:
- Collecting employee data via an onboarding form.
- Generating and sharing documents (NDAs, employee handbooks, tax forms).
- Coordinating IT for account setups.
- Notifying HR and department heads when key tasks were completed.
2. Building the Automation Workflow in Make.com:
The automation was designed to streamline each task in the onboarding process, with error handling and retries to ensure reliability.
- Trigger Event: New Employee Record
The workflow begins when a new employee’s details are added to the HRIS or Google Sheet. This can be triggered via a custom webhook for instant processing or a polling trigger that checks for new entries at scheduled intervals, ensuring that the process is initiated without delays. - Document Generation and E-signature Request
Once the new employee data is entered, Make.com automatically generates a personalized welcome package using Google Docs or PandaDoc via HTTP requests. These documents (e.g., NDAs, tax forms) are sent to the employee for review and e-signature. The system tracks the status of e-signature requests and stores signed documents in Google Drive, sending notifications to HR upon completion. - IT Account Setup
After document signing, Make.com connects to various systems (Office 365, Slack, project management tools) to automatically create user accounts using HTTP API requests or native integrations if available. The workflow includes sequential processing to ensure that critical tasks, such as email setup, are completed before additional steps like Slack or CRM access. This approach eliminates manual input from IT and ensures timely account creation. - Employee Communication Setup
Make.com automates the delivery of personalized welcome emails, onboarding schedules, and training guides to new hires. Automated reminders for key training sessions are set up, along with links to the company knowledge base. Using the error handling features in Make, the system retries failed email sends or API requests and logs errors for IT follow-up if needed. - Employee Task Automation
Once setup is complete, the system assigns the new hire tasks in the project management tool (e.g., Asana, Monday.com). The tasks are customized based on the employee’s department and role, ensuring that they have clear responsibilities from day one. - Progress Tracking and Notifications
Make.com tracks the status of every onboarding step. It automatically sends status updates to HR, IT, and department heads. If any task is delayed (e.g., document signing, account creation), the system sends reminders or escalations via email or Slack, ensuring prompt follow-up. Parallel processing ensures that multiple steps can be completed simultaneously, further speeding up the process.
Key Features of Employee Onboarding Automation
- Automation Flexibility:
The workflow dynamically adjusts based on the role and department of the new hire. For example, developers receive access to specific software, while sales personnel are given CRM access. Templates for user account setups and role-based permissions ensure the workflow remains scalable and adaptable. - Integrated Notifications and Alerts:
Alerts keep HR, IT, and managers informed of onboarding progress. If any key step (e.g., document signing or account creation) is delayed, Make.com sends automatic reminders to the responsible party. - Error Handling and Retry Mechanisms:
To prevent workflow breakdowns, Make.com’s error handling capabilities are utilized. Custom error handlers ensure that any failed steps, such as account creation or API rate limits, are retried automatically or escalated to IT for resolution. For critical steps, the Sleep module introduces delays to avoid overwhelming third-party services, ensuring smooth operation without exceeding rate limits. - Scalability:
As the company grows, the system scales effortlessly. Make.com’s flexible scenarios and parallel processing capabilities allow for the onboarding of multiple employees at once, requiring minimal adjustments as volumes increase.
The Results of Employee Onboarding Automation
Time Savings and Efficiency:
- Time Reduced from 72 Days to 10 Days:
By automating repetitive tasks like document generation, account creation, and task assignment, Make.com reduced the onboarding process from 72 days to just 10. - Over 500 Hours Saved Annually:
HR no longer manually sends emails, generates documents, or follows up on IT setup tasks. The automation saves more than 500 hours per year, allowing HR to focus on strategic tasks like employee engagement and culture-building.
Error Reduction and Accountability:
- Elimination of Human Error:
Automating data entry and task management significantly reduced errors in documentation, IT setups, and account assignments. - Real-Time Tracking and Reporting:
Stakeholders have real-time access to the progress of onboarding tasks, allowing them to intervene when necessary. This ensures that nothing is missed, resulting in a seamless onboarding process.
Improved Employee Experience:
- Faster Access to Tools:
Employees now gain access to necessary tools on their first day, including email, Slack, and project management systems. This improvement helps them be productive from day one and boosts job satisfaction. - Better Communication and Support:
Automated communications keep new hires informed throughout the onboarding process, making them feel supported and reducing confusion caused by manual delays.
Conclusion
By leveraging Make.com, the company transformed its inefficient and error-prone onboarding process into an automated, reliable, and scalable system. The result was not only significant time savings but also a smoother, more positive experience for new hires. The automation system has a highly positive impact on ROI and will continue to scale with the company’s growth, ensuring a sustainable approach to employee onboarding in the future.
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