How are you currently handling internal employee onboarding requests in IT?

Posted by Affectionate-Bad3674@reddit | sysadmin | View on Reddit | 26 comments

I’m curious how different sysadmin/IT teams currently handle onboarding workflows internally. For example when: \- a new employee joins \- managers request software access \- hardware needs to be prepared \- accounts/groups/permissions need to be created \- onboarding tasks need validation between departments In a lot of smaller companies I’ve seen: \- emails \- spreadsheets \- PDFs \- shared docs \- random forms \- manual follow-ups And it often becomes messy very quickly. What are you currently using internally for this kind of workflow? Did you build something custom? Use ticketing systems? Dedicated onboarding tools? Or just adapt existing processes?

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26 Comments

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VA_Network_Nerd@reddit

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Braedz@reddit

Built my own onboarding and off boarding tool. Access for new employees is department dependent, so it’s easy to automate Got it configured with employment hero API, so it picks up new employees automatically. We are just the gatekeepers to approve the requests that come through. I also have it integrated with our asset management (snipeIT), office 365, Iru, password state. Currently working on Zoho integration as well. Trying to handball most of these tasks back to HR.

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Thyg0d@reddit

That's the best part of it.. "talk to HR" Lowered my workload a lot. And I'm alone and they have a huge team.

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Thyg0d@reddit

We make sure they get a laptop and a phone with subscription. The rest is up to the user/manager/HR. HR feeds data into their system, this syncs to entra which sets up the account. Tons of dynamic groups assign licenses, access to certain teams, external apps and so on. Specific apps/licenses are requested via portal. We have almost everything automated that can be automated.

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SimpleSysadmin@reddit

We use sticky notes. Actual ones. On a whiteboard. New hire gets a column. Tasks get notes. Notes go To Do -> Doing -> Done. Software access? One note per app. Manager signs it. IT does it. Note moves. Hardware? Note says what, who, when. Permissions? Checklist on a note. We tried ticketing systems. We tried shared docs. They went stale. We tried email. The whiteboard has been what stuck. We did have one incident where a new tech ate a sticky note, We still don’t know why, still employed. It did result in a new hire not having a laptop day one. Is it the most sophisticated system in the world? No. Does it work? Yes. Will we change it? Over my dead body. Managment loves that whiteboard, because they can SEE the work.

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gumbrilla@reddit

It's the future, we have an old polaroid camera so we can document it, and stick the picture on the board with it. There are pictures containing pictures containing pictures. Auditors love our commitment to recursion.

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SimpleSysadmin@reddit

I’m going to add this to our ideas whiteboard as we look at building our next version of our system

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Affectionate-Bad3674@reddit (OP)

Honnêtement, le fait que le tableau blanc fonctionne mieux que certains outils plus “modernes” est super intéressant. Et je pense que le point clé est probablement ce que tu dis à la fin : “la direction peut voir le travail”. Beaucoup de systèmes deviennent tellement complexes que plus personne n’a une vision claire de ce qui bloque ou avance réellement. Et l’histoire du post-it mangé 😭 c’est à la fois catastrophique… et incroyablement humain.

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M4niac81@reddit

Most people use an ITSM system, in our case glpi. This handles all of the above through forms, change requests and tickets with various approval steps etc.

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endbit@reddit

Glpi is awsome for asset management. Not sure it would work for onboarding for us but happy it works for you. Love to hear about open source in the wild.

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Affectionate-Bad3674@reddit (OP)

Merci pour le retour Oui j’ai l’impression que beaucoup d’entreprises finissent par construire des workflows assez complexes autour des formulaires et validations. GLPI vous sert surtout pour : - les tickets IT - les demandes internes - ou aussi certains process RH/admin ?

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Jon_Reremy69@reddit

Bookstack page with things needed to be done. Appropriate people check off what they’re responsible for. Manager and IT Manager sign off the whole thing before they start. The. We do final steps aim their first day

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SukkerFri@reddit

150man company here. HR creates a spreadsheet from a template, manager fills out everything relevant. Then other departments, based on that sheet, perform their tasks. IT procure the hardware, setup account, M365 etc. The ERP department does their thing, Finance whatever they do etc. The spreadsheet is still being updated, because if we run into an issue, with something missing or the onboarding process is not complete in some form or shape, then we need to be aware of it for the next guy being onboarded :) This is not perfect, a lot of manual processes, where HR sends the spreadsheet to the manager, the manager do not fill it out in time, HR needs to followup, IT cant get startet etc. But for a 150man company, its fitting I think. Not so much for a +1000man company.

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Affectionate-Bad3674@reddit (OP)

C’est super intéressant honnêtement. Et le fait que tu dises : “le manager ne remplit pas à temps → les RH doivent relancer → l’IT ne peut pas commencer” …ça montre exactement où les process deviennent fragiles. J’ai l’impression que beaucoup d’entreprises fonctionnent encore avec : - des tableaux - des validations manuelles - des relances - plusieurs services dépendants les uns des autres mais sans vraie visibilité sur ce qui bloque réellement. Vous arrivez facilement à identifier les étapes qui ralentissent le process aujourd’hui ?

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MyThinkerThoughts@reddit

Stfu AI

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Affectionate-Bad3674@reddit (OP)

Faut ce détendre mon gas

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endbit@reddit

Finally pulled together the 20 odd spreadsheets individuals were using into a single DB and some php. Needs some polishing but secretaries enter the data once including onboarding date and everyone gets an email when they have to action something. Each department has their own todo page that the emails link to. Upload options for required certs, WHS etc, living the dream. It only took a couple of years. Finally we know about people starting when front office knows instead of home time the day before they start with a 'starting tomorrow morning, have a laptop ready' email.

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Quantum_Daedalus@reddit

Freshservice. ITSM with native onboarding and offboarding workflows that can be delegated to HR, also has facilities management which is handy for managing property.

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Euphoric-Blueberry37@reddit

I have a feeling OP is, by just looking at their post history: 1: trying to sus out a way to make money off this and make an “all in one” workflow/app for onboarding new users 2: not a sysadmin 3:fr*nch

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Affectionate-Bad3674@reddit (OP)

Honnêtement… un peu oui 😅 Je build effectivement un outil autour des workflows/formulaires et j’essaie surtout de comprendre comment les équipes gèrent réellement ce genre de process aujourd’hui. Mais le plus intéressant pour moi dans ce thread, c’est surtout de voir à quel point beaucoup d’équipes finissent par revenir à des systèmes ultra simples : tableaux, post-it, documents partagés, checklists, etc. C’est souvent beaucoup moins “sophistiqué” que ce qu’on imagine depuis l’extérieur.

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Euphoric-Blueberry37@reddit

To answer your question honestly, we have already solved this. Every shop is different in its needs and nerds, but the vast majority of us have already automated onboarding, it’s usually the first project we do if it’s not already done. powershell the shit out of everything.

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Xibby@reddit

At a previous employer only HR could submit a ticket to onboard a new hire. There were regulatory things like a mandatory background check before a new hire could start. One day a VP brought his new hire to IT to get the onboarding process rolling. There was no ticket. I brought VP and his new hire directly to VP or HR, who I had a great relationship with since we craved the onboarding process together. “Hi HR-VP. Dev-VP asked us to onboarding his new hire, but there is no ticket from HR.” I feel so bad for that new hire… he left without a job. I have no idea if he turned in his two weeks and expected to have a new job or was going from unemployed, recently graduated, or whatever. Never saw the guy again. Left that job before the hiring VP was ousted. In the USA, someone should at least be reviewing I-9 (potential employee is a citizen or has an authorized employment visa) before onboarding can start. Companies can also require things like background checks, drug screening, etc. before someone can be onboarded. There may even be legal or insurance requirements that potential employees pass a background check, drug screening, or other requirements. The TL;DR version is there should be an organization policy and procedure around who is authorized to request IT to onboard a new hire. Most often that comes from HR or whomever is responsible for payroll. Why bother on-boarding someone if the company won’t pay them? As for software and such… when I was building the IT budget I set it up like the request IT budget was actually each department paying for their resources. Each person in Department X needs this must storage, they need these software licenses, etc. Basically the IT budget was “revenue” for each manager/department paying for IT Services.

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Historical_Score_842@reddit

Power automate

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Affectionate-Bad3674@reddit (OP)

Tu trouves ça fiable au quotidien ? J’ai l’impression que beaucoup d’équipes finissent sur Power Automate dès qu’il faut connecter plusieurs validations/process ensemble.

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SirLoremIpsum@reddit

AI bot post

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Affectionate-Bad3674@reddit (OP)

Je ne s’avait pas que j’étais un robot mdr