How to Automate onboarding and offboarding

Imagine this: You hire a new employee who’s brimming with potential. But on their first day, they’re left staring at a pile of paperwork, trying to figure out how to access their email or set up their work tools. Now, fast forward to their last day. They leave without clear instructions, leaving loose ends behind. Frustrating, right? For many businesses, onboarding and offboarding can feel like a juggling act—time-consuming, prone to errors, and inconsistent. Missing a step can mean delayed productivity for new hires or even security risks when someone exits. What if there were a way to handle all of this seamlessly, saving time, reducing stress, and ensuring a consistent experience? That’s where automating onboarding and offboarding comes in. With the right tools and strategies, you can turn a chaotic process into a well-oiled machine. By the end of this article, you’ll know:

1. What automated onboarding and offboarding are and why they matter.
2. Real-life examples that show how automation transforms the process.
3. Step-by-step guidance to implement automation effectively.
4. The benefits, challenges, and common misconceptions surrounding automation.
5. How to measure success with clear KPIs.

What is Automating Onboarding and Offboarding?

At its core, automating onboarding and offboarding means using technology to handle repetitive, manual tasks. It ensures that new hires get what they need on day one, and exiting employees leave without loose ends. 

An Easy Example

Onboarding without automation:

1. HR manually sends out emails to IT for setting up accounts.
2. Managers spend hours filling out checklists for tasks like workspace setup or training schedules.
3. Employees wait days (or weeks!) to gain access to tools they need.

Onboarding with automation:

1. As soon as a new hire is confirmed, a system sends automated requests to IT to set up accounts.
2. Pre-designed workflows notify managers and employees of their tasks with clear deadlines.
3. Tools like email accounts, project management software, and training modules are ready before the employee’s first day.

Offboarding without automation:

1. Managers forget to revoke access to systems, creating security risks.
2. Exit interviews and paperwork are scattered across departments.
3. Valuable company data may remain in personal drives or emails.

Offboarding with automation:

1. Once an employee’s resignation is logged, workflows notify IT to disable access immediately.
2. Exit interviews, asset collection, and paperwork are tracked in a centralized system.
3. Data is securely transferred to appropriate teams or archived.

Why It Matters

• It saves time: Automation eliminates hours spent on repetitive tasks.
• It’s consistent: Every employee gets the same experience, whether they’re joining or leaving.
• It reduces risks: Automated workflows ensure critical steps aren’t missed.

20 Real-Life Examples of Automating Onboarding and Offboarding

In this section, we’ll break down before and after scenarios for onboarding and offboarding. Each example will clearly highlight the steps, the improvements brought by automation, and actionable insights. 

1. Employee Account Creation

Before:

• IT receives an email request (or forgets to).
• Accounts are manually created, often taking days.
• Errors in usernames or access permissions are common.

After Automation:

• A trigger (like a signed contract) automatically initiates account setup.
• Software like Okta or Microsoft 365 provisions user accounts in minutes.
• Permissions are assigned based on the employee’s role.

Improvement: Time savings, fewer errors, and a smoother day-one experience. 

2. Equipment Allocation

Before:

• Managers manually request equipment from the IT or procurement team.
• Delays lead to new hires starting without the necessary tools.

After Automation:

• Workflow automation tools like ServiceNow send requests to IT and procurement teams instantly.
• Equipment is ready before the start date, tracked via automated notifications.

Improvement: Employees are productive from day one. 

3. Training Module Assignment

Before:

• HR manually emails training materials.
• New hires miss essential training due to inconsistent follow-ups.

After Automation:

• Tools like LearnUpon automatically enroll employees in relevant training modules based on their role.
• Progress is tracked, and reminders are sent until completion.

Improvement: Consistent training for every employee, reducing knowledge gaps. 

4. Security Badge Issuance

Before:

• Security teams process badge requests manually.
• Employees wait days to gain access to office spaces.

After Automation:

• As soon as an employee is onboarded, an automated system sends a badge request to the security team.
• Badges are printed and activated by the employee’s start date.

Improvement: Improved security and access efficiency. 

5. Asset Retrieval During Offboarding

Before:

• Managers struggle to track laptops, ID cards, and other equipment from departing employees.
• Lost assets increase company costs.

After Automation:

• Offboarding workflows trigger automated reminders for employees to return assets.
• Returned items are logged in systems like Asset Panda.

Improvement: Better inventory control, fewer lost items. 

6. Access Revocation

Before:

• IT manually disables access to systems.
• Overlooked accounts create security vulnerabilities.

After Automation:

• Tools like LastPass or OneLogin automatically revoke access to all systems.
• A checklist ensures no platform is missed.

Improvement: Reduced security risks. 

7. Welcome Emails

Before:

• HR manually drafts and sends welcome emails, which may get delayed.

After Automation:

• An automated email with all necessary onboarding details is sent immediately after hiring confirmation.

Improvement: A warm and professional first impression. 

8. Setting Up Payroll

Before:

• Payroll teams manually input employee details.
• Errors delay salary disbursement.

After Automation:

• HR systems like BambooHR automatically send new hire details to payroll software.

Improvement: On-time salary payments with minimal errors. 

9. Exit Interviews

Before:

• HR schedules interviews manually, often leading to scheduling conflicts.

After Automation:

• Automated tools send calendar invites and reminders for exit interviews.

Improvement: Streamlined process with fewer missed appointments. 

10. Benefits Enrollment

Before:

• Employees fill out forms manually and submit them to HR.
• Errors delay benefits processing.

After Automation:

• Employees self-enroll in benefits through platforms like Zenefits, guided by automated workflows.

Improvement: Faster benefits enrollment, fewer errors. 

11. Notification to Teams

Before:

• Managers forget to inform teams about a new hire or an exit.

After Automation:

• Notifications are automatically sent to relevant teams, ensuring everyone is prepared.

Improvement: Better communication and preparedness. 

12. Contract Signing

Before:

• HR chases employees for signed contracts, leading to delays.

After Automation:

• Tools like DocuSign automate contract signing and store the signed documents.

Improvement: Faster hiring process. 

13. Feedback Collection

Before:

• HR manually sends forms for feedback after onboarding or offboarding.

After Automation:

• Automated surveys are sent via tools like SurveyMonkey to gather insights.

Improvement: Timely feedback with minimal effort. 

14. Access to Shared Folders

Before:

• IT sets up shared folder access manually, often missing critical files.

After Automation:

• Access is granted automatically based on role definitions.

Improvement: Instant access to resources. 

15. Communication During Offboarding

Before:

• Managers manually inform colleagues about someone leaving.

After Automation:

• Automated notifications are sent to teams with departure details.

Improvement: Transparent and consistent communication. 

16. Compliance Tracking

Before:

• HR manually tracks if onboarding or offboarding steps comply with regulations.

After Automation:

• Compliance tools flag incomplete steps and send reminders.

Improvement: Reduced legal risks. 

17. Personalization of Onboarding Journey

Before:

• Onboarding was generic, missing personal touches.

After Automation:

• Automation sends personalized messages and role-specific resources.

Improvement: Improved employee experience. 

18. IT Troubleshooting

Before:

• New hires face delays in resolving IT issues on their first day.

After Automation:

• Automation logs tickets and routes them to IT before the start date.

Improvement: Faster resolutions, happier employees. 

19. Social Media Access Management

Before:

• Social media accounts remain active after employees leave.

After Automation:

• Offboarding workflows automatically revoke social media permissions.

Improvement: Better brand security. 

20. Probation Review Reminders

Before:

• Managers forget probation deadlines for new employees.

After Automation:

• Automated reminders prompt managers to conduct reviews.

Improvement: Timely feedback and evaluations.

How to Implement Onboarding and Offboarding Automation : A Step-by-Step Guide

Here’s a straightforward guide to help you set up automated onboarding and offboarding systems. Each step is explained in simple terms, ensuring clarity and ease of implementation. 

1. Identify Repetitive Tasks

Start by listing all the tasks involved in onboarding and offboarding.

• Onboarding examples: Creating accounts, sending welcome emails, assigning training modules.
• Offboarding examples: Revoking access, collecting assets, scheduling exit interviews.

Actionable Tip: Use a spreadsheet to map out every single task and identify which ones are repetitive and time-consuming. 

2. Choose an Automation Platform

Select tools or platforms that can handle these tasks.

• Popular options: Zapier, Make (formerly Integromat), BambooHR, ServiceNow, or Workday.

Actionable Tip: Choose a platform that integrates with your existing software (e.g., email, project management, or HR systems). 

3. Create Standardized Workflows

Define the exact steps for each process.

• Example for onboarding:
  1. New hire signed contract →
  2. Trigger email to IT →
  3. Assign training modules →
  4. Schedule welcome meeting.

Actionable Tip: Sketch out workflows on paper or use tools like Lucidchart or Miro to visualize the steps. 

4. Automate Task Assignments

Use your platform to assign tasks automatically.

• When a new hire joins, notify IT to set up equipment or accounts.
• For offboarding, trigger asset collection and access revocation workflows.

Actionable Tip: Set due dates for each task to ensure timely completion. 

5. Integrate Communication Tools

Link your automation system to tools like Slack, Microsoft Teams, or email.

• Example: Automatically notify teams when a new hire joins or someone exits.

Actionable Tip: Use pre-set templates for messages to save time. 

6. Use Pre-Built Templates

Many platforms provide templates for onboarding and offboarding.

• Example: Zapier offers workflows like “Create a new employee in your HR system” or “Send an exit survey.”

Actionable Tip: Customize these templates to fit your company’s needs. 

7. Enable Self-Service Portals

Provide new hires and exiting employees with portals where they can complete forms, view schedules, or check off tasks.

• Example tools: Gusto, Zenefits, or your HR software.

Actionable Tip: Include FAQs in the portal to reduce back-and-forth emails. 

8. Automate Document Management

Ensure contracts, NDAs, and other documents are handled automatically.

• Use tools like DocuSign or PandaDoc to send, track, and store documents.

Actionable Tip: Set reminders for unsigned documents. 

9. Implement Training Automation

Assign training modules and track progress automatically.

• Use platforms like LearnUpon or Lessonly to distribute and monitor onboarding courses.

Actionable Tip: Send reminders for incomplete training sessions to ensure compliance. 

10. Monitor Asset Management

Track the allocation and retrieval of company assets like laptops or access cards.

• Use tools like Asset Panda to automate inventory tracking.

Actionable Tip: Link this step to your offboarding workflow to ensure nothing is missed. 

11. Automate IT Processes

Link your automation platform with IT service management tools.

• Example: ServiceNow can auto-generate tickets for setting up or disabling accounts.

Actionable Tip: Test workflows to ensure permissions are accurate. 

12. Schedule Welcome or Exit Meetings

Set up automated calendar invites for key meetings.

• Example: Tools like Calendly or Google Calendar can trigger invites based on workflows.

Actionable Tip: Include meeting agendas in automated invitations. 

13. Ensure Security Compliance

Automate tasks to ensure data security during offboarding.

• Example: Revoke access to all tools, clear email accounts, and deactivate badges.

Actionable Tip: Use compliance tools to track whether all steps are completed. 

14. Test the System

Before going live, test your workflows.

• Example: Run a mock onboarding and offboarding process to identify gaps.

Actionable Tip: Involve team members from HR, IT, and management in testing. 

15. Track and Improve

After implementation, monitor the system’s performance.

• Example: Use analytics from your automation platform to measure time savings or task completion rates.

Actionable Tip: Regularly update workflows based on feedback and changing business needs. Automating onboarding and offboarding doesn’t just save time; it creates a consistent and secure experience for everyone involved. By following these 15 steps, you’ll transform tedious processes into seamless workflows that keep your team productive and stress-free.

Why Automating Onboarding and Offboarding Process?

Automating onboarding and offboarding is more than just a convenience—it’s a game-changer for businesses. Let’s explore 10 compelling reasons to embrace automation, each supported by real-world examples. 

1. Saves Time and Reduces Manual Work

Manual onboarding and offboarding involve repetitive tasks that consume hours of HR and IT staff time. Automation takes care of these tasks instantly. Example:

• Before: An HR manager spends 4-5 hours per hire setting up accounts, sending emails, and coordinating with IT.
• After Automation: An automated workflow completes these tasks in minutes, allowing the HR team to focus on strategic work.

2. Ensures Consistency

Every employee experiences the same onboarding or offboarding process, reducing errors or missed steps. Example:

• A checklist ensures every new hire gets the same resources—laptops, email accounts, training modules—without fail.

3. Improves Employee Experience

Automation creates a seamless and welcoming onboarding process, boosting morale and engagement. Example:

• Automated welcome emails with links to resources, a personalized training plan, and a schedule for the first week help new hires feel valued and prepared.

4. Enhances Security

For offboarding, automation ensures no access is left unchecked, minimizing risks of data breaches or unauthorized access. Example:

• Before: IT manually deactivates accounts but occasionally forgets lesser-used tools.
• After Automation: A system automatically disables all accounts and retrieves access cards as part of the offboarding workflow.

5. Reduces Costs

By streamlining processes and avoiding errors, businesses save money in the long run. Example:

• Lost assets during offboarding can cost thousands annually. Automated workflows ensure assets are tracked and recovered.

6. Speeds Up Productivity

New hires can start working immediately with all tools and resources ready on day one. Example:

• In a software company, automated onboarding ensures all developers have access to code repositories, project management tools, and necessary software by the time they arrive.

7. Boosts Compliance

Automation ensures every onboarding or offboarding step adheres to legal and organizational policies. Example:

• For a healthcare company, automation ensures compliance with regulations like HIPAA by logging every access granted or revoked during onboarding and offboarding.

8. Provides Valuable Insights

Automation tools often include analytics to measure efficiency and identify bottlenecks in the onboarding/offboarding process. Example:

• Reports show that IT delays were causing onboarding lags. Automation identifies these delays and suggests improvements, saving days per hire.

9. Scales Easily with Growth

As your business grows, handling onboarding and offboarding manually becomes unmanageable. Automation scales with your team. Example:

• A startup scaling from 20 to 200 employees in a year uses automation to handle the surge without hiring extra HR staff.

10. Improves Collaboration Across Teams

Automation connects HR, IT, and management, ensuring everyone is on the same page. Example:

• When a resignation is logged, workflows notify IT to revoke access, HR to schedule an exit interview, and management to prepare a handover.

Automating onboarding and offboarding isn’t just about efficiency—it’s about creating better experiences, reducing risks, and setting your team up for success. Whether you’re a startup or a large enterprise, the benefits are undeniable.

Common Misconceptions About Automating Onboarding and Offboarding

Automation can be transformative, but misconceptions often hold businesses back from embracing it. Let’s address 10 common myths and clarify the facts, so you can make informed decisions. 

1. “Automation Will Replace Human Interaction”

Myth: Automation makes the process impersonal, removing the human touch. Reality: Automation handles repetitive tasks, freeing up time for HR and managers to focus on personal interactions.

• Example: While an automated system sets up accounts and schedules meetings, managers can spend time personally welcoming new hires or conducting exit interviews.

Solution: Combine automation with personal touches to balance efficiency and empathy. 

2. “It’s Only for Large Companies”

Myth: Automation is expensive and unnecessary for small businesses. Reality: Affordable tools like Zapier or BambooHR are available for businesses of all sizes. Automation saves time and resources, especially for small teams with limited capacity.

• Example: A small marketing agency uses automation to onboard freelancers efficiently, even with a team of just 10 employees.

Solution: Start with scalable tools that match your budget. 

3. “It’s Too Complicated to Set Up”

Myth: Implementing automation requires technical expertise and a large investment of time. Reality: Many platforms offer user-friendly interfaces and pre-built templates. For example, ServiceNow and Gusto have drag-and-drop tools to design workflows.

• Example: An HR manager with no coding experience sets up automated workflows in less than a day.

Solution: Start small with pre-built templates, and expand as needed. 

4. “Automation Means Less Security”

Myth: Automated systems are more vulnerable to breaches than manual processes. Reality: Automation strengthens security by standardizing access controls and ensuring no steps are missed.

• Example: Automated offboarding systems immediately revoke all access, reducing the risk of ex-employees retaining credentials.

Solution: Use trusted platforms with strong encryption and security certifications. 

5. “It Eliminates Flexibility”

Myth: Automation processes are rigid and cannot adapt to unique cases. Reality: Modern automation tools are highly customizable. You can design workflows to handle exceptions and special cases.

• Example: A company sets different onboarding workflows for full-time employees and contractors, ensuring both processes are tailored.

Solution: Explore customization options within your automation platform. 

6. “Automation Can’t Handle Complex Processes”

Myth: Only simple, repetitive tasks can be automated. Reality: Automation tools can handle multi-step processes with triggers, conditions, and approvals.

• Example: An offboarding system not only revokes access but also triggers asset retrieval, schedules an exit interview, and generates a compliance report.

Solution: Map out complex processes and break them into manageable steps before automating. 

7. “Employees Won’t Trust the System”

Myth: Employees will feel disconnected or mistrust an automated system. Reality: Clear communication and transparency about how automation works build trust.

• Example: A company explains to employees that automation improves efficiency, not replaces personal interaction.

Solution: Involve employees in the process and seek feedback during implementation. 

8. “Automation Lacks Room for Feedback”

Myth: Once set, automated workflows cannot adapt to feedback. Reality: Automation platforms allow continuous monitoring and updates.

• Example: An HR team regularly tweaks onboarding workflows based on new hire feedback to improve the experience.

Solution: Schedule periodic reviews to refine workflows. 

9. “Automation Is a ‘Set It and Forget It’ Process”

Myth: Once implemented, automation runs perfectly without oversight. Reality: Automation requires regular maintenance and monitoring to ensure it’s meeting business needs.

• Example: A company reviews offboarding workflows quarterly to account for new tools and changing policies.

Solution: Designate a team or individual to oversee automation systems. 

10. “Automation Isn’t Worth the Investment”

Myth: The benefits of automation don’t justify the costs. Reality: Automation pays off in time savings, reduced errors, and better experiences for employees and managers.

• Example: A company that spends $10,000 annually on automation saves $50,000 in HR costs by improving efficiency.

Solution: Calculate the ROI of automation by comparing costs with savings in time, productivity, and accuracy. Automation doesn’t replace people or break systems—it enhances them. By addressing these misconceptions, businesses can confidently adopt automation to streamline onboarding and offboarding processes.

Challenges of Automating Onboarding and Offboarding

While automation streamlines onboarding and offboarding, it’s not without its challenges. Let’s explore 10 potential hurdles and how to overcome them, ensuring a smooth implementation and ongoing success. 

1. Initial Setup Complexity

Challenge: Setting up automation workflows can seem daunting, especially for businesses new to automation. Solution:

• Start small: Automate simple tasks like sending welcome emails or revoking access.
• Use templates: Many platforms like Zapier or BambooHR provide ready-to-use templates.
• Seek support: Many automation tools offer customer support or onboarding specialists to help you get started.

Practical Tip: Map out your workflows on paper first to clarify each step before implementing them digitally. 

2. Resistance to Change

Challenge: Employees and managers may resist adopting automation, fearing it will replace their roles or complicate their work. Solution:

• Communicate the benefits: Show how automation saves time and reduces their workload.
• Provide training: Offer hands-on training sessions to familiarize teams with new systems.
• Involve them early: Include employees in the planning process to ensure their concerns are addressed.

Practical Tip: Highlight specific pain points automation solves, like eliminating repetitive manual tasks. 

3. Integration Issues

Challenge: Automation tools may not integrate seamlessly with existing software or systems. Solution:

• Choose tools with strong integration capabilities, such as Workday, Make, or ServiceNow.
• Test integrations in a small-scale environment before rolling them out organization-wide.
• Use middleware tools like Zapier to connect incompatible systems.

Practical Tip: Create a checklist of all software your business uses and verify compatibility before selecting an automation platform. 

4. High Initial Costs

Challenge: Automation platforms may seem expensive, especially for small businesses. Solution:

• Start with scalable, budget-friendly tools like Zoho People or Gusto.
• Calculate ROI: Show how automation saves time and money by reducing errors and increasing efficiency.
• Implement gradually: Automate high-impact areas first, then expand as resources allow.

Practical Tip: Focus on automating tasks with the highest time or cost savings to maximize value early. 

5. Errors in Workflow Design

Challenge: Poorly designed workflows can create bottlenecks or fail to complete tasks correctly. Solution:

• Test workflows thoroughly before full implementation.
• Use visual tools like Lucidchart to design workflows clearly.
• Regularly review and update workflows based on feedback and performance data.

Practical Tip: Involve HR, IT, and management in workflow design to ensure all perspectives are considered. 

6. Data Security Concerns

Challenge: Automating onboarding and offboarding involves handling sensitive employee data, raising privacy and security risks. Solution:

• Choose platforms with robust security features, such as data encryption and compliance with GDPR or HIPAA.
• Limit access: Ensure only authorized personnel can view sensitive data.
• Regularly audit automated processes for vulnerabilities.

Practical Tip: Use multi-factor authentication (MFA) to secure automation platforms and workflows. 

7. Lack of Customization

Challenge: Some automation platforms may not offer enough flexibility to handle unique business needs. Solution:

• Opt for tools with customizable workflows, such as ServiceNow or Make.
• Work with developers or automation consultants to create bespoke solutions if needed.
• Provide feedback to vendors about feature gaps.

Practical Tip: List your must-have features before choosing an automation tool. 

8. Dependency on Automation Tools

Challenge: Over-reliance on automation can lead to inefficiencies if systems fail or require updates. Solution:

• Have a backup plan: Develop a manual fallback process for critical tasks.
• Monitor systems: Use alerts to detect and resolve automation issues quickly.
• Keep key team members trained in both automated and manual processes.

Practical Tip: Regularly back up workflow data and configurations. 

9. Managing Workflow Updates

Challenge: As business processes evolve, workflows may become outdated and require updates. Solution:

• Schedule regular reviews of automation workflows to ensure they align with current needs.
• Use platforms that allow easy edits to workflows without significant downtime.
• Document workflows to simplify updates.

Practical Tip: Assign a specific team or individual to oversee and update workflows as needed. 

10. Measuring Success

Challenge: It can be challenging to determine whether automation is delivering the desired results. Solution:

• Define clear KPIs, such as time saved, error reduction, or employee satisfaction.
• Use analytics tools within automation platforms to track performance.
• Collect feedback from employees who interact with automated workflows.

Practical Tip: Compare metrics before and after automation to measure its impact effectively. 

Summary

Automating onboarding and offboarding comes with its share of challenges, but these can be overcome with careful planning, the right tools, and ongoing monitoring. Addressing these hurdles ensures that automation delivers maximum value to your business.

How to Measure the Success of Automating Onboarding and Offboarding

Measuring the effectiveness of automation is crucial to understanding its impact on your organization. Here are 10 key performance indicators (KPIs) and methods to evaluate the success of your automated onboarding and offboarding processes, broken down into simple, actionable steps. 

1. Time Saved Per Process

What to Measure: Compare the time taken for manual onboarding/offboarding with the time taken using automation. How to Measure:

• Track how long it used to take to complete onboarding or offboarding manually.
• Use automation tool logs to calculate the new process duration.

Example:

• Before Automation: Onboarding a new hire took 8 hours across departments.
• After Automation: The process now takes 2 hours, saving 6 hours per hire.

2. Task Completion Rate

What to Measure: The percentage of onboarding or offboarding tasks completed on time. How to Measure:

• Use automation tools to monitor completed tasks within deadlines.

Example:

• Before Automation: 70% of offboarding tasks (like asset retrieval) were completed on time.
• After Automation: With automation reminders, the completion rate increased to 95%.

3. Employee Satisfaction Scores

What to Measure: How satisfied employees are with their onboarding or offboarding experience. How to Measure:

• Send automated surveys post-onboarding/offboarding to gather feedback.
• Use a rating scale (e.g., 1–5) to evaluate their experience.

Example:

• Feedback reveals that 90% of new hires appreciated having resources ready on their first day.

4. Error Rate Reduction

What to Measure: The number of mistakes in processes like account setup, payroll, or asset tracking. How to Measure:

• Log errors during manual and automated processes.
• Analyze reports to identify improvements.

Example:

• Before Automation: IT setup errors occurred in 15% of new hires.
• After Automation: Errors reduced to 2% with automated account provisioning.

5. Cost Savings

What to Measure: The reduction in costs due to improved efficiency and fewer errors. How to Measure:

• Calculate the cost of time spent on manual tasks.
• Compare this with the cost of automation tools and the new process.

Example:

• Automation saves $50,000 annually by reducing the need for additional HR or IT staff.

6. Onboarding/Offboarding Completion Time

What to Measure: The average time taken to complete all onboarding or offboarding steps. How to Measure:

• Use workflow logs to calculate the total time from start to finish.

Example:

• Before Automation: Offboarding a single employee took 7 days.
• After Automation: The process now takes 3 days.

7. Security Improvements

What to Measure: The number of security risks mitigated through automated access control. How to Measure:

• Track instances of delayed access revocation or missed steps in manual offboarding.
• Compare these numbers after automation implementation.

Example:

• Automation ensures 100% of access credentials are revoked within 24 hours of an employee’s exit.

8. Scalability

What to Measure: How well the automation process handles an increase in employee volume. How to Measure:

• Monitor the time and resources required to onboard/offboard as the team grows.

Example:

• A company growing from 50 to 200 employees sees no increase in HR workload due to automation.

9. Employee Productivity During Onboarding

What to Measure: How quickly new hires become productive in their roles. How to Measure:

• Track the time from a new hire’s start date to their first completed task or project.

Example:

• Before Automation: New hires took 2 weeks to gain access to tools and start projects.
• After Automation: They’re ready to work on day one.

10. Compliance Rate

What to Measure: The adherence to company policies, legal requirements, or industry regulations during onboarding/offboarding. How to Measure:

• Review compliance audit logs for missed steps or incomplete records.

Example:

• Automation ensures 100% of required NDAs are signed and stored before new hires begin.

Practical Tips for Measuring Success

1. Set Clear Goals: Define what success looks like for your automation. For example, “Reduce onboarding time by 50%.”
2. Use Analytics Tools: Most automation platforms provide built-in analytics for tracking KPIs.
3. Regularly Review Metrics: Schedule monthly or quarterly reviews to assess progress and identify areas for improvement.
4. Gather Feedback: Use surveys and interviews with HR, IT, and employees to identify bottlenecks or gaps.

Measuring the success of automated onboarding and offboarding is about more than just numbers—it’s about ensuring efficiency, employee satisfaction, and business continuity. By tracking these 10 KPIs, you’ll have a clear understanding of the impact and areas for further refinement.