SaaS Onboarding Automation

The challenge

A fast-growing SaaS company was onboarding 15-20 new hires per month. Each one triggered a manual process across 6 different systems: Google Workspace, Slack, HRIS, equipment management, security training, and a custom wiki. HR coordinators spent 10+ hours per new hire just on coordination.

Things fell through cracks. Accounts weren’t provisioned on time. Managers didn’t know when their new person was starting. Security training got skipped.

What we built

We mapped the entire onboarding flow — every step, every dependency, every handoff. Then we built:

• System provisioning: New hire creation in the HRIS automatically triggers account creation across all platforms
• Checklist routing: Managers get notified three days before start date with a prep checklist
• Progress tracking: Both HR and managers can see onboarding status in real time — no more chasing

The result

Onboarding went from 2 weeks of manual coordination to 3 days of mostly-automated flow. HR saved 10 hours per new hire. Zero missed steps. New hires had everything they needed on day one.