Kaizen Gaming's rapid global expansion created a surge in hiring activity, placing new demands on its existing IT and HR workflows. Onboarding new employees involved provisioning accounts across multiple critical systems - including Entra ID, Active Directory, HiBob, Gmail, Jira, and Slack – through largely manual processes that became increasingly time-sensitive as the organization scaled.

Without automation, the IT and HR teams were responsible for manually synchronizing data across these disconnected platforms for every new hire, role change, and offboarding event. This approach made it more challenging to maintain consistency at scale, impacting the overall onboarding readiness. Ensuring that all employees had the right tools and access from Day 1 was a top operational priority.

Additionally, the team needed to handle custom automation scenarios - including executing scripts against on-premise groups and applications - which the standard cloud tooling couldn't support out of the box. Managing these edge cases required specialized engineering resources adding more tasks in the team’s day-to-day operations.

Key Challenge Highlights

• Manual onboarding across 5+ critical systems for new hire
• No standardized process for user lifecycle events
• Limited ability to instantly synchronize systems and ensure readiness for new employees
• Growing hiring volumes with no scalable, governed solution in place

Kaizen Gaming deployed Workato's enterprise automation platform to connect and orchestrate its critical HR and IT systems, transitioning from manual coordination to structured, automated workflows. . Leveraging Workato's extensive library of native connectors - covering 90% of requirements out of the box - the team was able to move quickly from implementation to production with minimal engineering overhead.

Workato now powers the full employee onboarding journey: from the moment a new hire is created in HiBob, Workato automatically provisions accounts in Gmail and Active Directory, while it also assigns the employee to the correct location-based Slack channels, and generates the relevant Jira onboarding tickets. The entire sequence executes instantly, ensuring every new hire has the access and tools they need from day 1.

Beyond onboarding, Workato manages ongoing user lifecycle events. Updates to employee profiles in HiBob - such as job title changes or email signature updates - automatically trigger the corresponding changes across all connected systems. Support tickets are generated and routed to the right teams automatically, eliminating manual handoffs and reducing the risk of errors.

To address the team's need for on-premise script execution and custom library support, Kaizen Gaming deployed Workato On-Premise Agents within virtual machines. This hybrid approach gave the team the flexibility to run custom Python scripts securely alongside cloud-based workflows - while maintaining governance and reliability. The Workbot for Slack further extended automation capabilities by enabling conversational automation directly within the team's collaboration platform.


Key Capabilities Used

• Seamless integration across Entra ID, Active Directory, Jira, HiBob, Gmail, and Slack
• Workbot for Slack enabling conversational automation
• On-Premise Agents for secure execution of custom scripts
• Copilot AI assistant accelerating recipe-building with actionable, contextual guidance
• Automated Jira ticket creation and routing for onboarding and support workflows
• Full user lifecycle management including offboarding and profile update automation

Implementation with support from Adaptavist

The implementation was completed with support from Workato partner Adaptavist, whose expertise helped accelerate time-to-value and ensure best-practice recipe design. Workato's detailed logs simplified testing and debugging, and the Copilot AI assistant significantly reduced development time by providing precise, actionable guidance throughout the build process.

With Workato in place, Kaizen Gaming has fundamentally transformed how its IT and HR teams operate. What was once a time-intensive, manual onboarding process is now an 80% faster, fully automated workflow that executes instantly and consistently - regardless of geography or role complexity.

Workato functions as the central automation engine for employee lifecycle management, instantly reacting to profile updates in HiBob and triggering a reliable sequence of actions across all connected systems. This approach has reduced manual intervention in repetitive lifecycle events and enabled the team to scale its operations efficiently without adding additional complexity.

The platform's process governance capabilities have also brought new levels of operational clarity. Every automation automatically creates and routes the necessary support tickets to the correct dashboards, ensuring structured execution and clear oversight across all processes and giving leadership full visibility into IT operations at scale.

With 50 active recipes, 110 active connections, 3 on-premise agents, and an average of 20 million successful tasks per year, Workato has become a core component of Kaizen Gaming's internal operations - and the foundation for continued innovation.