Smarter Week

How to automate it

How to automate “process leavers: final pay, equipment and access removal”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

45 min
typically, once a week
55%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Run onboarding and offboarding from a workflow in your HR system

BambooHR, Rippling, Workday, HiBob and Gusto can create the task list for HR, IT, the manager and the new hire automatically when someone is hired or leaves.

Typically saves about 50% of the time2 h to set up
  1. 1Write your onboarding and offboarding checklists with an owner and due date for each step.
  2. 2Build them as task templates in your HRIS (BambooHR onboarding, Rippling workflows, Workday business processes, HiBob, Gusto).
  3. 3Send new-hire paperwork (tax forms, policies, direct deposit) through the HRIS before day one.
  4. 4Check the dashboard weekly instead of chasing each person.

Tools: BambooHR · Rippling · Workday · HiBob · Gusto

Fix 2 of 2

Automation

Have a hire or termination in the HR system create or remove accounts

When the HR record changes, accounts in email, chat and other apps are created or switched off automatically, so nobody is waiting on IT and leavers lose access the same day.

Typically saves about 50% of the time3 h to set up
  1. 1List the apps every new hire needs and who sets them up today.
  2. 2Use the built-in route if you have one: Rippling app management, or Okta or Microsoft Entra ID lifecycle workflows connected to your HRIS.
  3. 3Otherwise build a Zapier, Make or Power Automate flow that creates an IT ticket with all details when a hire is added.
  4. 4Test termination carefully: access off at the right time, with a manager check.

Tools: Rippling · Okta Workflows · Microsoft Entra ID lifecycle workflows · Zapier, Make or Power Automate

Quick wins

Have you tried…

Does your HR system create onboarding tasks for IT and the manager automatically when someone is hired?
BambooHR, Rippling, Workday and similar tools can generate the whole checklist for each person involved the moment a hire is entered.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

HR generalistPeople ops / HRIS specialist

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

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Other common tasks for HR generalists