Staff onboarding/offboarding automation

Purpose

1.1. Automate employee onboarding/offboarding to ensure standardized access provisioning, documentation delivery, payroll entry, compliance, equipment assignment, directory updates, and notification across retail air conditioning stores.
1.2. Minimize manual HR/admin input, reduce onboarding time, prevent access delays or security lapses, and maintain compliance in personnel transitions.
1.3. Enable seamless cross-system workflow for staff setup and exit involving HRMS, IT, communication tools, payroll, documentation, and authentication systems.

Trigger Conditions

2.1. Submission of “New Hire” or “Exit Staff” form in HR management system.
2.2. Approval of onboarding/offboarding request from management.
2.3. Entry in recruiting ATS or manual admin trigger in staff directory.

Platform variants

3.1. BambooHR
• Function: Webhook on new employee in HRIS, triggers automation for onboarding pack initialization.
3.2. Gusto
• Function: Employee added/terminated API, auto-enrolls or removes staff from payroll and benefit modules.
3.3. Microsoft 365
• Feature: Graph API “Create user” and “Delete user”, auto-provisions or revokes corporate email, Teams, OneDrive access.
3.4. Okta
• Feature: “User Lifecycle” API, auto-assigns/removes SaaS app credentials based on job title.
3.5. Zenefits
• Function: Webhook triggers for onboarding tasks and documentation sending.
3.6. DocuSign
• Feature: “Envelope Create” API, sends pre-filled onboarding/offboarding docs for electronic signature.
3.7. Google Workspace
• Feature: Admin SDK “Users: insert/delete”, provision/removal of Gmail, Drive, Calendar accounts.
3.8. Slack
• Feature: SCIM API “Create/Deactivate user”, adds/removes from channels and direct communication.
3.9. ADP Workforce Now
• Feature: REST API “Add/Terminate Worker”, syncs payroll and compliance data.
3.10. Zendesk
• Feature: Users API “Create/Delete”, manages helpdesk operator rights per staff movement.
3.11. Workday
• Function: “Hire Employee” and “Terminate Employee” endpoints, syncs personnel profile/data.
3.12. Trello
• Feature: Boards API, assigns onboarding/offboarding task lists to responsible managers.
3.13. QuickBooks Online
• Feature: Employees API, real-time payroll/prep task updating on staff events.
3.14. Salesforce
• Feature: User Provisioning API, ensures CRM permissions reflect current staff status.
3.15. ServiceNow
• Feature: HR Service Delivery APIs, routes access requests or deprovisioning tickets.
3.16. Dropbox Business
• Feature: Team member API, automates file/folder sharing per role, revokes on departure.
3.17. Asana
• Feature: Users API, assigns onboarding checklist or suspends on exit.
3.18. Rippling
• Function: Employee lifecycle API, master sync for HR, payroll, and device setup/decommissioning.
3.19. Paychex Flex
• Feature: Employee status API, triggers for payroll/benefit adjustment and notification.
3.20. Zoho People
• Feature: API “Employees Add/Remove”, updates leave balances, sends policy docs.
3.21. HubSpot
• Feature: CRM Contacts API, adds/removes user from contact workflows or sales team.
3.22. Jira
• Feature: User management API, assigns onboarding support tasks to HR/IT teams.

Benefits

4.1. Immediate account setup and disabling, ensuring zero unauthorized access risk.
4.2. Unified flow across HR, IT, payroll, and internal communication platforms.
4.3. Reduces error by eliminating redundant manual entry and improves compliance audit trails.
4.4. Accelerates staff productivity and minimizes downtime at entry and exit.
4.5. Scales efficiently with store expansion and seasonal demands.