Automated onboarding and offboarding for employees and visiting lecturers

Purpose

1.1. Automate the onboarding and offboarding processes for permanent staff, temporary staff, and visiting lecturers in an agricultural high school context.
1.2. Automatically provision, update, or remove access to digital tools, facilities, HR systems, email, badge access, LMS, student records, and payroll systems.
1.3. Reduce manual administration, ensure compliance with data protection, and establish clearly-documented audit trails for each personnel lifecycle event.

Trigger Conditions

2.1. HR personnel creates a new onboarding or offboarding request in the HR software.
2.2. Submission of digital contract signing for onboarding or exit document for offboarding.
2.3. Calendar-based triggers for contract expiries (e.g., end of visiting lecturer's term).
2.4. Approval sequence completion (department head, IT admin, facilities).

Platform Variants

3.1. Microsoft Azure Active Directory
• Feature/Setting: User provisioning API, set up automated user account creation and removal for staff and guests.
3.2. Google Workspace Admin SDK
• Feature/Setting: Directory API, automate G Suite account creation, group assignment, and email suspension.
3.3. BambooHR
• Feature/Setting: Webhooks and Hiring API, trigger workflows on new hire or termination status.
3.4. Okta
• Feature/Setting: Lifecycle Management API, automate user provisioning and deprovisioning.
3.5. Workday
• Feature/Setting: Human Resources API, trigger event-based workflows upon employment status changes.
3.6. SAP SuccessFactors
• Feature/Setting: Employee Central API, automate onboarding and termination processes.
3.7. ServiceNow
• Feature/Setting: HR Service Delivery triggers, automate request creation, IT asset tracking, and closure.
3.8. Salesforce
• Feature/Setting: Platform Events, initiate workflows on new user object records.
3.9. Asana
• Feature/Setting: Project template cloning API, automatically create task lists for onboarding/offboarding.
3.10. Trello
• Feature/Setting: Board creation API, assign onboarding cards with due dates and checklists.
3.11. Slack
• Feature/Setting: Admin Users API, auto-invite new staff/lecturers, archive users on exit.
3.12. Zoom
• Feature/Setting: User Management API, automatically create or remove Zoom accounts for school meetings.
3.13. Cisco Webex
• Feature/Setting: People API, add or remove users based on staff lifecycle events.
3.14. Papercut
• Feature/Setting: User sync API, grant/revoke network printer access on hire or departure.
3.15. Kisi
• Feature/Setting: API access, automate campus badge provisioning/deprovisioning.
3.16. Clever
• Feature/Setting: Secure Sync API, update school roster access for educational apps.
3.17. PowerSchool
• Feature/Setting: User API, provision and archive SIS user accounts, assign to correct roles.
3.18. SendGrid
• Feature/Setting: Email API, trigger contract welcome or exit notifications.
3.19. DocuSign
• Feature/Setting: eSignature API, automate contract or exit paperwork routing and completion.
3.20. Microsoft Teams
• Feature/Setting: Graph API, programmatically add/remove users from class and admin teams.
3.21. Dropbox Business
• Feature/Setting: Team API, manage folder access on staff transitions.
3.22. QuickBooks
• Feature/Setting: Employee API, automate payroll eligibility activation or deactivation for new hires/leavers.

Benefits

4.1. Eliminates repetitive manual entry and reduces onboarding/offboarding lead times.
4.2. Minimizes security risks by timely revoking access to sensitive data and campus spaces.
4.3. Ensures accurate compliance with school, state, and agricultural industry regulations.
4.4. Increases HR and IT staff productivity by standardizing lifecycle processes.
4.5. Delivers consistent experience for all employee and lecturer types, regardless of contract duration or position.