Use Case · Cross-Industry
Employee
Onboarding
From signed contract to productive first day, with all systems, access rights, training and documents automatically prepared. In hours, not weeks.
Why Onboarding Is a Lever
On the first day, the laptop is missing
A new employee has signed. The clock is ticking: the first working day is in 4 weeks. And between signature and productivity lie 15-30 individual tasks, spread across 5-8 departments.
IT needs to set up laptop, email, VPN, Active Directory, software licences and printer access. HR needs to create the personnel file, notify payroll and register with social security. Facilities need to arrange a badge, keys and parking. The department needs to prepare a training plan and assign a mentor. Compliance needs to evidence data protection and health & safety training.
In practice, this runs on emails, tickets and spreadsheets. The result: on day one, the laptop is missing. Or the VPN access. Or the SAP account. This is not just inefficient, it is a retention problem. 20% of first-year attrition traces back to poor onboarding. With recruitment costs of £15-25K per employee, every lost new starter is a direct loss.
So verändert sich der Prozess
Vorher / Nachher
from contract to full productivity
The Solution in Detail
How We Automate Onboarding
01
Workflow Triggering & Task Orchestration
As soon as the contract is recorded in the HR system, the complete onboarding workflow is triggered automatically. All tasks are distributed to the relevant departments in parallel, not sequentially by email, but simultaneously with deadlines and escalation rules.
UiPath workflow with configurable task templates per role and location. Integration with HR system (SAP HCM, Personio, Workday, DATEV). Automatic adjustment by contract type.
02
IT Provisioning
Automatic setup of all IT access: Active Directory, email, VPN, software licences (Office 365, SAP, industry-specific systems), printers, Teams channels. Laptop ordering or allocation from stock, all based on role, department and location.
RPA bots for AD, Exchange, VPN systems. API integration with licence portals. Rule-based allocation using role matrix. Automatic ordering via procurement system.
03
HR Processing & Compliance
Automatic creation of the personnel file, notification to payroll and social security registration. At the same time, mandatory training (data protection, health & safety, industry-specific) is scheduled and assigned before the first day.
Integration with HR system for master data. Automatic statutory notifications. Compliance training via LMS integration. Evidence management for audit.
04
Status Dashboard & Escalation
Real-time dashboard shows the status of every onboarding case: which tasks are complete? What is still outstanding? Who is responsible? Automatic escalation on overdue items.
Results
What Onboarding Automation Typically Delivers
70%
Faster
onboarding
100%
Completeness
on day 1
€50–100k
Savings/year
(at 50+ hires)
↓ 30–40%
Less first-year
attrition
The ROI is not just about efficiency, but above all about retention. Every employee who leaves in the first year due to poor onboarding costs £15-25K in recruitment costs.
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Ready?
How many employees do you
hire per year?
Let us calculate in 30 minutes what onboarding automation would deliver for your organisation, in onboarding time, in completeness and in employee satisfaction from day one.
No sales pitch. Just an honest assessment.
120+ Clients. 100% Satisfaction. 7 months to Profitability.
WHAT YOU GET IN THE DISCOVERY CALL
Identify your best use cases
Based on your industry and process landscape
Calculate concrete ROI
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Show examples from your industry
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Define timeline and next steps
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