Jan 30, 2023

A workflow for Marketing onboarding is automated with Gaspar AI's IT and HR helpdesk.

How to complete employee onboarding in under 1 minute

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“Maria is joining our company on May 5th. Let’s get ready so that she is all set up to start working day one". You just received notice from HR that a new hire joins the company, and all you can think of is the long hours ahead to repeat task after task the same process you did 2 days ago when George joined the company. Great, let’s put the new application deployment on hold once more, and work on the same routine job AGAIN!

Onboarding is a complex and time-consuming task. It involves multiple steps, from setting up accounts and assigning roles to configuring networks and applications. What’s worse is that it is repetitive, boring and offers no added value to the IT and HR teams. For companies of any size, this process can be overwhelming and lead to frustration. At the same time, new hires joining the company want to experience a great first day and be done with bureaucracy as soon as possible.

Enter Gaspar AI’s HR and IT helpdesk!

With Gaspar AI, our Generative AI IT and HR helpdesk platform, you can make the onboarding process a positive experience! With our Workflow Automation, you can craft custom, no-code workflows to automate the process, ensuring a smooth transition for new hires and allowing IT and HR teams to foster a positive employee experience, without missing any crucial steps. It streamlines the onboarding process by automating tasks such as creating user accounts, setting up email addresses, and installing the necessary software. Gaspar AI’s Workflows take it one step further by not just enabling you to automate these tasks, but also allowing you to automatically run the workflow process you created just when you need it: on the day the new hire joins the company.

Workflow automation is a technology that automates and streamlines the process of completing tasks and activities, without the need for human input. It helps companies optimize their processes by eliminating manual tasks and repetition and by automating the flow of data and information between different systems and applications. When it comes to employee onboarding, it streamlines all related tasks such as account creation, software provisioning, folder management, etc. Its implementation involves a platform that, when a predefined event occurs, triggers actions that can work across your apps, data, and teams.

It is a tool for making work faster, easier, and more consistent, while enhancing information governance and security. Processes become more efficient and with fewer errors, company data are protected from unauthorized access, and IT and HR teams spend more of their time on value-adding activities, thus becoming more productive. It also reduces costs: it decreases the amount of time your IT and HR teams spend on onboarding tasks, which frees them up to focus on more important projects, such as security and compliance, and creating a memorable onboarding journey for new team members.

Let’s see how it works.

Simplify employee onboarding in 3 steps

1. Create and name the workflow

On the Admin Hub, you navigate to the Workflows tab, and you click on Create a Workflow. You name the workflow and add a description, and choose the category it falls under, in this case employee onboarding.

2. Choose the applications and actions to be performed

You then select the applications you would like to be included in this Workflow, and which specific actions you would like to be performed. You will include new account creation, enable the apps the user will have access to and what they can do with these apps, and select who will approve specific actions. For example, you can set up the account on Google workspace, choose which calendars this account will have access to, add the user on Slack, and select who will approve their requests.

3. Run the workflow

Then, you can set the workflow process to run on the date the new employee joins the company.

Build and customize as many onboarding workflows as you wish

It takes just a few minutes to create the workflow - no coding skills needed! - and some seconds for it to run when needed. The platform gives you great customizability and visualizes everything so that you configure every task easily. And since you can build as many templates as you wish, you won’t have to create a new workflow process every time. You can just select which pre-built onboarding template is suitable for each hire, set it to run for this new email account, and just sit back and relax.

Automating the onboarding process is straightforward with Gaspar AI’s IT and HR helpdesk. It can be executed regularly to improve productivity, company governance and security, ensuring that new hires navigate every onboarding step seamlessly. It also empowers HR teams to focus on creating a warm welcome, knowing that the onboarding process is automated, foolproof and fast. And the new employees can immediately hit the ground running!

If you would like to optimize your company's onboarding experience, contact us for a demo.