Lifecycle Management

  • 4 min read

Instant Onboarding & Offboarding - Automation in the New Normal

Tathagata Chakrabarti

16th February, 2023

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Automating onboarding and offboarding not only saves time and effort for IT teams, it also ensures that legal and regulatory requirements are met. Further, it can improve the overall experience for employees by making the process more efficient and consistent.

You might wonder what the hype is about having an automated platform for onboarding or offboarding employees! Wasn't it happening all these years? If yes, why did the need for an automated platform come into the picture?

Well, one of the biggest challenges of LCM is keeping up with the constant daily changes, either in digital identities or permissions. For example, new employees must be given appropriate access permissions when they join. However, when an employee resigns, the process must be reversed, and their access must be revoked.

Undoubtedly, one could manually manage the employee on/offboarding process, but would it be error-free for organizations with hundreds of employees? Definitely, not. Not just that, these processes can be time-consuming and tedious for IT operations teams and, if not done correctly, can lead to severe security exposures. That's why it's crucial to have an efficient way of managing the employee onboarding and offboarding process.

Here, in this blog, we will discuss how having an automated platform makes it easier for IT teams to onboard and offboard employees and reduce the risk of security breaches.

Challenges With Manual & Traditional On/Offboarding Methods 

As an IT administrator, wouldn't you prefer to spend your time on more critical tasks rather than dedicating hours to the tedious process of onboarding or offboarding employees? With an automated platform, the entire process can be streamlined and completed with just a few clicks rather than hours of manual work. 

This article will explore IT teams' challenges when manually onboarding and offboarding employees and how automation can help overcome them.

1. Overwhelming manual paperwork

Paperwork is usually part of the hiring process and is undoubtedly tedious and time-consuming for both the employee and the HR. Both employers and employees have to fill and sign many forms, sometimes in a particular order. As a result, manual, paper-based workflows could be faster, more efficient, and more manageable for everyone involved. 

2. Lack of visibility in the process 

When onboarding and offboarding is done manually, no one has a complete view of the process because different people handle different aspects of it. With visibility into the progress of the onboarding and offboarding process, it can be easier to identify and address bottlenecks or delays. However, this can result in a longer and less efficient process. 

3. Trouble in maintaining a consistent yet individual employee experience

Regarding on/offboarding, providing a consistent yet individual experience for each employee is essential. Unfortunately, manual on/offboarding methods can make this challenging to achieve. 

Each employee's onboarding or offboarding process may differ as they serve in different organisational positions. Hence, ensuring that each employee receives the same information and instructions can be hard. However, this can lead to clarity and satisfaction for employees. 

So, now that we've discussed the manual process's challenges and bottlenecks let's look at the solution: "Zluri."

How To Automate Onboarding With Zluri?

Zluri is an enterprise-level SaaS Management Platform that automates an organisation's onboarding process. It makes it simple for an organization to provide new employees with access to SaaS applications.

With Zluri, you can create a fully automated employee onboarding workflow. It saves time, avoids human mistakes, and improves your team's efficiency while giving your new employees a great onboarding experience.

Steps to create an onboarding workflow for employees:

1. On Zluri's platform, navigate through to the Workflows module and select the onboarding option. Then, click on the "New Workflow" option and select the user(s) you want to onboard. 

2. You can also use previously saved workflows by clicking on the playbook option.

3. After selecting the "New Workflow" option, you will be directed to a page displaying the names of new employees that the recruitment team has added to the software. Next, select the employee(s) you want to onboard by choosing one or multiple names from the list.

4. Manually select the SaaS apps you want to give access to, using the Zluri recommendations on the left side of the dashboard as a guide based on the department's previous data.

5. You can add the apps to the list by clicking on the "add" option, or you can select them one by one manually by clicking on the "+" symbol. After making your selections, you can add actions to the "Add an action" option.

6. Add actions, such as adding the user to channels and groups in Slack and customizing scheduled messages and tasks.

7. Finally, save the workflow as a playbook for future use.

You can also schedule the workflow to run on the designated onboarding day. Once you have completed these steps, click on "Add Task" and then "Save as Playbook."

A dialog box will appear, prompting you to name the playbook before saving. Once saved, you can use it as a reusable template for future onboarding processes.

How To Automate Offboarding With Zluri?

Offboarding employees can be tedious and time-consuming, but Zluri's automated offboarding process is different. Not only does it save you time and effort, but it also keeps your data secure. 

With Zluri, when employees leave your organization, their access to all devices, apps, and systems is revoked instantly to prevent unauthorized access to sensitive data. Their data is then backed up and transferred to a new owner, ensuring that important information is not lost. 

Additionally, their licenses and SSO access are revoked, preventing them from using any of the organization's applications. These simple steps ensure a smooth and secure offboarding process every time.

Steps to create an offboarding workflow for employees:

1. On Zluri's platform, navigate through to the Workflows module and select the offboarding option. Then, click on the "New Workflow" option and select the user(s) you want to onboard. 

2. Then, click on the "New Workflow" option and select the user(s) you want to offboard. 

3. Next, select all the necessary apps and take the required actions to offboard the users from them.

4. You can also use the pre-saved workflows, known as playbooks, to quickly offboard users.

Why Is Zluri The Best Automation Solution?

By introducing Zluri to your organization, you can unlock immense potential and boost efficiency. With the help of an automated LCM platform, Zluri helps streamline the onboarding and offboarding process for employees. 

Moreover, the tool allows IT teams to manage all users in one place. Additionally, you can create ticketless, no-code approval workflows with custom rules and triggers and track user activity and authorization. So, what are you waiting for? Let Zluri help you unlock your organization's potential and reach new heights!

So, that's how Zluri's automated onboarding and offboarding features work. Want to know more? Book a demo today!

About the author

Tathagata Chakrabarti

Tathagata is a Technical Content Writer with 4+ of experience in the SaaS industry. He has a keen eye for research and understanding macro trends in the SaaS & AI-based technology space. He has worked across several marketing & strategy roles in various domains like banking, e-commerce, and education sectors. In his leisure time, Tathagata is a full-time PC gamer.