Automating Employee Onboarding and Offboarding: 5 Recipes to Streamline HR and IT Ops
Onboarding and offboarding employees involves a complex web of tasks across HR, IT, facilities, and more. When done manually, these processes are time-consuming, error-prone, and often lead to poor experiences for new hires or departing employees. These five Workato automation recipes tackle key parts of the employee lifecycle, helping your organization operate more efficiently while delivering a seamless experience.
1. Seamless Onboarding with Envoy and Asset Provisioning
This automation coordinates onboarding tasks across HR, IT, and facilities. When a new employee is added to your identity provider (e.g., Okta), the automation checks for an existing Envoy invite and either updates or creates one. It then creates a service ticket for provisioning items like laptops, access cards, or welcome kits. Errors are automatically logged and emailed to HR.
Why it matters:
This removes manual coordination between departments, ensures office access and equipment are ready on day one, and improves the overall new hire experience.
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Feel free to check out the recipe here for a ready-to-use version that you can easily duplicate and implement.
2. Smart Interview Scheduling for On-Site and Virtual Candidates
As soon as a new interview is created in Lever, the automation evaluates whether it’s virtual or on-site. For in-person interviews, it creates a visitor invite in Envoy. For virtual ones, it sends a Google Calendar invite. All failures are logged with details and shared with the team for follow-up.
Why it matters
This ensures that interview logistics are handled instantly and accurately, reducing manual work for recruiting teams while providing a smooth candidate experience.
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Feel free to check out the recipe here for a ready-to-use version that you can easily duplicate and implement.
3. One-Click Onboarding Across HR, Identity, and Learning Systems
Triggered when a candidate is marked as hired in Greenhouse, this recipe provisions the new employee across multiple systems—creating a profile in foundU, a user account in the identity system, and a learner profile in CYPHER Learning. If any step fails, HR is notified via email.
Why it matters
This eliminates bottlenecks in onboarding by automating account creation across key systems, ensuring new hires can hit the ground running.
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Feel free to check out the recipe here for a ready-to-use version that you can easily duplicate and implement.
4. Secure Offboarding: Auto-Deactivate Users Across Systems
When a user is deleted in a source system, the automation deactivates the user in Okta and searches for and deactivates the user in CYPHER Learning. If the user isn’t found, it logs the event. All errors are captured and reported.
Why it matters
This ensures consistent offboarding and avoids the risk of former employees retaining access to sensitive systems.
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Feel free to check out the recipe here for a ready-to-use version that you can easily duplicate and implement.
Instant User Activation from External Forms
When a Typeform response is submitted, the recipe searches for the corresponding user, activates their account, sends a confirmation email, and alerts the support team in case of errors.
Why it matters
This streamlines user onboarding from external forms while adding visibility into errors, boosting reliability and satisfaction.
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Feel free to check out the recipe here for a ready-to-use version that you can easily duplicate and implement.
Start Automating Today
These five recipes are ready to use and easy to customize. Whether you’re scaling your team or tightening access controls, automation ensures consistency, speed, and reliability across the employee journey.
Explore the sample recipes to get started:
- Automate New Hire Onboarding with Envoy and IT Provisioning
- Smart Interview Scheduling for On-Site and Virtual Candidates
- One-Click Onboarding Across HR, Identity, and Learning Systems
- Secure Offboarding: Auto-Deactivate Users Across Systems
- Instant User Activation from External Forms