USE CASE
Employee Onboarding Automation
HR coordinates documents, access, equipment, and tasks with IT and finance. Each hire depends on individual reminders.
In brief. This use case consists of assessing how to: create a role-based checklist, request documents, open cross-team tasks, and show what remains before start day.
How it works today
HR coordinates documents, access, equipment, and tasks with IT and finance. Each hire depends on individual reminders.
Where time is lost
HR asks each team whether its part is done, and the new hire starts with access or equipment still pending.
What can be automated
Create a role-based checklist, request documents, open cross-team tasks, and show what remains before start day.
How a workflow could work
A practical flow takes inputs from the relevant sources, checks them against agreed rules, performs routine actions, and sends uncertain cases to a person.
What still needs a person
HR validates sensitive information and owners authorize access.
Systems that may be involved
HRIS, ITSM, identity, email, and repository.
When it is worth assessing
When each hire requires several teams and progress is not visible.
What not to assume
Access rights should not be granted from an automatic event without approval.
How Smartservices approaches it
We map the existing process, verify data and system access, define controls and a human review point, then scope an integration or automation around the actual workflow.
Questions to ask before starting
Can this work with our current systems?
It depends on available APIs, exports, permissions, and data quality. We check those constraints before choosing an integration.
Will people still review exceptions?
HR validates sensitive information and owners authorize access.
What is needed for an initial assessment?
A sample of the current inputs, the steps people perform, the systems involved, and the most common exceptions.