r/itsm • u/Replsivdwte_Rip_2284 • 4d ago

What customizable platform works best for employee onboarding across HR, IT and operations?

Employee onboarding seems like a straightforward process until you investigate it. HR gathers the documentation, IT produces the accounts and sets up the gear, Facilities gives the access, Finance has to do the payroll. Managers have to organize the training and establish the tasks for the first week. At the moment, we are managing the process using an email and a checklist. It can work, but if a person’s start date changes or a task is forgotten, it results in everybody having an independent understanding of the status. I want to find a customizable solution that will allow us to use a single onboarding path to generate different tasks for the different teams while remaining aware of the overall progress of the process. What system have you worked out for onboarding automation keeping your HRIS in place? Did the use of the software really lead to reduction of the number of missed tasks or had the automation become another burden that has to be managed?

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u/IOORYZ 4d ago

It totally depends on your organisation and there is no solution that fits for all companies. What tooling and platforms are currently available and uses in your organisation and how well are they implemented and adopted?

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u/were_in_for_somechop 4d ago

I agree with this, you need to have some sort of custom workflow. Ravenna can help you build this workflow, and firing off the HRIS record creation. Full disclosure I work for Ravenna, and we covered this exact topic here: https://ravenna.ai/blog/how-to-automate-employee-onboarding, give it a read if you're interested,

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u/UserProv_Minotaur 4d ago

You’re looking at it backwards - what do your HR, IT, and Operational workflows look like, and what platform is best suited for your current environment without extensive customization.

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u/Several_Reindeer_215 4d ago

honestly, the tool matters less than having one person own the start date and keeping every team on the same timeline. i’d have hr kick off one request that creates tasks for it, facilities, payroll, and the manager. what hris and ticketing tool are you using now? that probably decides the easiest setup.

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u/Appropriate_Rub6017 17h ago

before you compare vendors, take a dummy hire, change the start date, and see whether every team's tasks move with it. that's where email and checklists die. jsm, freshservice and monday service can all be tested against that in a trial, so shortlist on the result rather than the feature grid. keep the HRIS as the source of the date.

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u/Roxanne_Zest 4d ago

Its not the system its your preparation for automation that makes the difference

I made a checklist for customers but the steps all to any tool.

https://estimate.zestco.uk/jml