Automation

  • 7 min read

Zluri & HRMS Integration: Automate Onboarding & Offboarding

Team Zluri

5th October, 2023

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Onboarding and offboarding employees can be time-consuming for IT teams. It requires proper synchronization with the HR department to ensure they are on the same page when dealing with employee data. Any step not synced properly can invalidate the entire process, wasting time and resources. However, with the right tools and technology in place, this process can be streamlined and automated. 

“Zluri” is one such platform that can work with an organization's HR system to automate onboarding & offboarding processes. 

Zluri offers an intelligent user lifecycle management solution that works with your organization's HR system to fetch and consolidate every employee's data into a single dashboard, enabling IT admins to manage the onboarding and offboarding processes efficiently. 

In this article, we will explore how Zluri works with HR systems to simplify and automate the onboarding & offboarding of employees, making the process more efficient for IT teams as well as employees.

How Zluri Integrates With Your Organization's HRMS?

Zluri facilitates effective communication and alignment between HR & IT departments during the onboarding and offboarding of employees. The platform simplifies the entire process and ensures all stakeholders have a streamlined experience. How?

Zluri integrates with your organization's HR system so that every employee's data is updated in real-time on Zluri's dashboard. This makes it easier for IT teams to manage onboarding and offboarding, as they can verify each employee's data. It helps to authenticate new hires before granting them access to applications and revoke appropriate access during offboarding.

This integration ensures that there are no gaps between HR and IT systems, and both teams have up-to-date employee information without overlapping data. 

Additionally, Zluri eliminates the need for a ticket-based system to transfer data from HR to IT, which can be time-consuming and lead to outdated information by the time it reaches IT.

For example, if your company uses Bamboo HR software and you want to transfer employee details to the IT system, you can directly integrate Bamboo HR with Zluri. 

All the information logged in the HR system will be visible on Zluri's dashboard, enabling IT teams to synchronize with HR effortlessly. Hence, allowing IT teams to easily access and use the exact data they need.

Not just Bamboo HR, but you can easily integrate with various other HR systems such as, BreatheHR, Freshteam, Zoho Recruit, and more, which can offer access to critical information such as on/offboarding details and employee data within the organization.

By seamlessly integrating with your HR system, Zluri gains access to critical employee data and continuously updates it in real-time, ensuring that all teams have instant access to the most up-to-date information. 

Now, this was for every team and employee, but how does Zluri’s HRMS integration specifically specifically benefit IT teams?

How Zluri's Integration With HRMS Helps IT Teams

Zluri's seamless integration with your HR Management System (HRMS) offers numerous advantages for your IT teams. This integration streamlines workflows and fosters collaboration by bridging the gap between HR and IT processes, ultimately benefiting your entire organization. Here's how:

• Real-time Employee Data Sync: Zluri connects directly with your HRMS to access and update employee data in real-time. This means that your IT teams are automatically informed as soon as HR makes changes or additions to the employee database. This ensures that IT has the most up-to-date information about employees, such as their roles, departments, and access permissions, which is vital for effective IT management.

• Automated Onboarding and Offboarding: With Zluri's integration, the onboarding and offboarding tasks become effortlessly automated. IT teams no longer need to rely on manual requests or communication with HR to provision or de-provision IT resources for new hires or departing employees. Zluri ensures that access to systems, applications, and equipment aligns with HR's actions, reducing the risk of oversight or delays.

• Improved Security and Compliance: Ensuring data security and compliance is a top priority for IT teams. Zluri's HRMS integration bolsters security by ensuring that access rights are consistent with HR's records. This minimizes the risk of unauthorized access or data breaches. Additionally, it aids in compliance efforts, helping IT teams adhere to industry regulations and internal policies.

• Efficient Resource Allocation: IT resources are valuable, and efficient resource allocation is critical. Zluri's integration with HRMS provides IT teams with a clear overview of employee movements within the organization. This visibility allows IT to allocate resources more efficiently, reducing waste and optimizing costs.

• Reduced Administrative Overhead: By automating many IT tasks related to employee onboarding and offboarding, Zluri's integration significantly reduces administrative overhead for IT teams. This frees up IT professionals to focus on more strategic initiatives, innovation, and critical IT projects.

• Enhanced Collaboration: Collaboration between HR and IT is crucial to ensure a smooth employee experience. Zluri's integration promotes this collaboration by fostering communication and coordination between the two departments. It creates a shared platform where HR and IT can work together seamlessly to support employee needs.
  
  To sum up, Zluri's integration with HRMS empowers IT teams by providing them with the real-time data they need to efficiently manage IT resources and ensure compliance and security. This integration empowers you to effortlessly automate the onboarding and offboarding processes, simplifying them into just a few clicks. Further, it enhances the overall employee productivity and experience by ensuring that IT resources are aligned with HR actions and organizational changes.
  
  Let's explore how this streamlined approach works!

Steps To Automate Onboarding with Zluri

Zluri makes employee onboarding an effortless endeavor. You can quickly onboard multiple employees and grant them secure access to SaaS apps with just a few clicks by creating an onboarding workflow. Zluri automates the entire provisioning process and securely grants access to authorized employees, verifying their roles, positions, or departments.

The best part? Zluri speeds up the onboarding process and eliminates human errors, delivering efficient results on time. No more waiting for several days to gain access to the applications required. Employees can instantly access all the apps related to their work, making them productive from day one and enhancing their overall experience.

• Step 1: Simply log in to Zluri and navigate through the Workflow module in the options menu. This will display a list of available workflows. Choose the 'Onboarding Workflow.

  

  

• Step 2: Click on the 'New Workflow' button and a popup titled “select users for onboarding” will emerge. Now, carefully select the employees you wish to onboard. 
  
  You have the flexibility to pick multiple employees with the same role, designation, or department as per your requirements.

  

  

• Step 3: After this, you will see a recommended apps list, pick the applications you want to grant access to employees. These recommendations are based on the user's department or role type. This feature is a time-saver for IT teams, eliminating the need to search for apps, and all selected applications are pre-approved by IT.

  

  

• After 4: After selecting, click on 'Edit Actions' and provide the necessary details. Then, use 'Add Task' to seamlessly include the task in the workflow.

  

  
  

  

• Step 5: To expedite the onboarding process, consider using pre-existing workflows known as playbooks. This allows administrators to save a predefined set of actions into a Playbook, which can later be used for efficiently onboarding multiple users.

  

  

  And there you go! Your onboarding workflow is ready to use. You can run the workflow at that moment by clicking on Run, or you can save it in the Playbook to run at a scheduled time.

Steps To Automate Offboarding with Zluri

Similar to onboarding, Zluri provides a secure offboarding process by instantly revoking employee access to all devices, apps, and systems when they leave the organization. This prevents any unauthorized access to sensitive data, while also backing up and transferring their data to a new owner to ensure that no potential data is lost.

Furthermore, Zluri revokes the employee's licenses and SSO access, preventing them from using any of the organization's applications. 

Creating an offboarding workflow in Zluri involves the following steps:

• Step 1: Start by accessing Zluri's main interface. Navigate to the workflow module and choose the offboarding option from the dropdown menu. Then, click on New Workflow.

  

  

• Step 2: A popup titled 'Select the user for offboarding' will emerge. Here, you can choose the employee(s) you wish to offboard. Alternatively, you can search for them using the search box. After selecting the employee(s), click on "Continue."

  

  

• Step 3: Your team will have access to a comprehensive list of applications that the employee can use. Select the required applications and carry out the necessary actions to offboard the users from them.

  

  

• Step 4: Clicking on the app will prompt Zluri to show suggested actions in the "recommended actions" section. Choose one or more actions from the suggestions and proceed to perform the necessary action for the selected applications.

• Step 5: To include additional actions, click on "Add an Action," complete the necessary information, and then save the task by clicking "Save Task." Your added actions will be saved.

  

  

• Step 6: Since, Zluri is integrated with your HRMS, it can access all employee data and you can offboard the chosen individuals with a single click. Your team can initiate instant automation of the offboarding workflow by clicking on the "Run" tab or choose to save the workflow as a playbook for future use. 

  

  

  When saving as a playbook, a dialog box will appear, prompting you to provide a name for the playbook.

  

  

  Hence, Zluri provides a reliable solution for ensuring that your offboarding process is both efficient and compliant.

What Sets Us Apart As The Ultimate Automation Tool?

Our workflow module's "automation rules" are one of the unique features that set us apart and facilitate “Zero-Touch Automation”. With custom rules and triggers, you can create approval workflows that fit your organization's needs. This can be a huge time-saver and make it easier to get things done. 

Automation rules comprise three components: a trigger, a condition, and an action. The trigger is an event that initiates the automation rule. Once triggered, certain conditions are checked, and if satisfied, the corresponding action is executed.

A rule engine is triggered to run when certain conditions are satisfied, such as when a user is added to the Zluri system or based on the user's status. This allows for the automation of specific workflows with a straightforward user interface.

For instance, you can create specific automation rules based on department or job role, triggering the onboarding or offboarding playbook when a new employee joins or leaves a particular department.

By taking advantage of Zluri's automation rules, you can enjoy more streamlined and accurate processes and free up valuable time for your team to focus on other critical tasks.

Further, Zluri provides real-time status updates on workflows as they run through the Run logs section. Not only does this feature give you insight into the status of the run, but it also provides a comprehensive view of when the run occurred, whether it was successful or not, and if permission validation was needed. With this advanced feature, your IT team can stay informed about the progress of the offboarding process.

Additionally, Zluri offers run logs in an easily understandable UI and a Raw log for those who prefer a more technical view. With Zluri's Run logs, you can easily monitor the progress of your workflows and quickly identify any issues that may arise.

Last but not least, Zluri allows IT teams to manage all users in one place. This means no more jumping between systems to manage employees, which can be time-consuming and error-prone.

So why wait? Let Zluri help you reach new heights and unlock your organization's potential. Book a demo today and see how Zluri can benefit your organization!

About the author

Team Zluri

Team Zluri