"We were hiring fast and onboarding was chaos — new employees would sit idle for two days waiting for access"
Time to full tool access for new hire
2–3 days
day one, morning
HR time spent per onboarding
3–4 hours
under 20 min
Access provisioning errors
frequent
zero in 4 months
The Problem
A growing tech startup in Jakarta was hiring 5–10 people every month to keep up with expansion. Each new hire required accounts across eight tools: email, Slack, Notion, GitHub, Jira, Figma, the internal dashboard, and HR software. The process involved HR sending an email to IT, IT creating accounts when they got around to it (usually 1–2 days later), then HR manually sending welcome documents, then the manager setting up the first-week task list. Nothing was coordinated.
How It Was Done
New employees regularly spent their first two days with nothing to do. Some didn't get Slack access until day three. Sensitive tools like GitHub were sometimes provisioned with wrong permission levels because IT was moving fast and there was no checklist. HR managers spent an estimated 3–4 hours per new hire on onboarding logistics — time that scaled badly as hiring accelerated.
What We Changed
We built an automated onboarding flow triggered the moment a new hire is added to the HR system. Based on their role, a predefined set of accounts is created or access requests are sent automatically. Welcome documents and the employee handbook arrive in their personal email before their first day. On day one, their Slack account is active, their Notion onboarding page is ready, and their first-week tasks are already assigned to them in Jira. The manager gets a checklist of the few things that still require human involvement — a welcome meeting, a team introduction — not the paperwork.
"Onboarding went from being something we dreaded every time to something we don't even think about. It just happens."
Related Service
HR & Onboarding Automation
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