Employee onboarding and offboarding automations

Purpose

1.1. Automate employee onboarding and offboarding processes for city government offices to ensure compliance, data integrity, security, rapid provisioning/deprovisioning, and resource efficiency.
1.2. Standardize HR operations, automate documentation, automated provisioning of access, automate orientation scheduling, automate device assignment, automate benefits enrollment, automate termination tasks, and automate notifications for all involved departments.
1.3. Reduce manual errors, automate audit trails, increase workforce productivity, and enable auditing of all automated actions for internal administration.

Trigger Conditions

2.1. Automated HR system record creation or update (new employee or termination event).
2.2. Automated request from a department head to onboard/offboard via internal portal.
2.3. Scheduled automated batch onboardings or offboardings (seasonal, intern cycles).
2.4. Automated detection of badge assignment or badge return for physical access.
2.5. Automated email received from a defined authoritative sender (e.g., HR email alias).

Platform Variants

3.1. Microsoft Azure Active Directory
• Feature/Setting: Automated user account creation/deactivation by configuring SCIM API; automate group assignments.
3.2. Okta
• Feature/Setting: Automate user lifecycle workflows with Okta Workflows; setting: Enable automated rules for onboarding/offboarding.
3.3. ServiceNow
• Feature/Setting: Automate HR Service Delivery flows; Use IntegrationHub to connect provisioning APIs.
3.4. Workday
• Feature/Setting: Automate business process framework "Hire" and "Terminate" events by configuring Workday API triggers.
3.5. BambooHR
• Feature/Setting: Configure webhook on employee creation/termination; automate downstream integrations.
3.6. Google Workspace (Admin SDK)
• Feature/Setting: Automate user creation/removal scripts using Admin Directory API, with automated organizational unit assignment.
3.7. Slack
• Feature/Setting: Configure automated invitation or removal from workspace/channels via Slack SCIM API and admin endpoints.
3.8. Zoom
• Feature/Setting: Automate provisioning/de-provisioning of accounts via Zoom User API; automate license assignment.
3.9. DocuSign
• Feature/Setting: Automate sending of onboarding/offboarding contracts; configure API for automated template dispatch.
3.10. Zendesk
• Feature/Setting: Automate setup/removal of agent accounts with Zendesk Admin API.
3.11. Salesforce
• Feature/Setting: Automate permission set assignment/removal via User Management API on onboarding/offboarding event.
3.12. Freshservice
• Feature/Setting: Automate ticket generation for IT provisioning/deprovisioning using Freshservice Webhooks and APIs.
3.13. Dropbox Business
• Feature/Setting: Automate folder access and account provisioning via Dropbox Business API.
3.14. Trello
• Feature/Setting: Automate guest or member invitation/deletion to boards using Trello REST API on HR events.
3.15. Jira (Atlassian)
• Feature/Setting: Automate onboarding/offboarding workflow issue creation and user role management using Jira REST API.
3.16. Greenhouse
• Feature/Setting: Automatically trigger onboarding tasks via Greenhouse Onboarding API; automate background check task assignment.
3.17. SAP SuccessFactors
• Feature/Setting: Automate onboarding process triggers and offboarding tasklists through OData API integration.
3.18. Twilio
• Feature/Setting: Send automated onboarding/offboarding SMS to employees via Twilio Messaging API.
3.19. SendGrid
• Feature/Setting: Automate onboarding/offboarding email sequences via SendGrid Mail Send API.
3.20. ADP Workforce Now
• Feature/Setting: Trigger ADP Events API to automate benefits setup and exit task automations on lifecycle changes.
3.21. SAP Concur
• Feature/Setting: Automate travel and expense account creation/deletion via Concur API based on HR system events.
3.22. GitHub
• Feature/Setting: Automate user invitations or removals from organization repositories and teams via GitHub Admin API.
3.23. Gusto
• Feature/Setting: Automate payroll onboarding/offboarding through Gusto API linked to HR triggering events.
3.24. Asana
• Feature/Setting: Automate task assignments and user role adjustments during onboarding/offboarding using Asana API.
3.25. Box
• Feature/Setting: Automate folder and document access provisioning/deprovisioning via Box API sync with employee status.

Benefits

4.1. Automates full-cycle onboarding/offboarding processes, reducing administrative burden and time-to-productivity.
4.2. Minimizes security and compliance risks by instantly automating account provisioning and access removal.
4.3. Enables consistent, auditable, and standardized automated handling of employee lifecycle actions.
4.4. Improves cross-departmental collaboration through automated notifications and task coordination.
4.5. Supports scalability, automating processes as staff size and complexity grows without increasing HR labor.