Before
HR or IT teams had to retrieve the new employee's details and manually request approval before logging into each identity, collaboration, and work-management system. They then created accounts, assigned any required license, verified the results, and assembled an onboarding summary for the manager and audit record.
How it works
- A new employee event is received, the employee and team details are retrieved, and the manager is shown the expected applications in Slack for approval.
- When approved, the workflow provisions the employee across Okta, Entra ID, Slack, and Jira, assigning a Microsoft 365 license when the team requires Office access.
- The completed actions and timestamps are summarized in a Siit ticket, and the ticket link and status are sent back to Slack for manager review.
Workflow details
- Trigger and employee preparation: A Personio webhook starts the workflow when an employee record is created. The flow retrieves the employee's name, position, team, supervisor, and email-related details, generates a company email address and temporary password, and looks up the applications associated with the employee's team.
- Manager approval: The employee's manager or process owner is identified and receives a Slack message showing the assigned group and expected applications. Provisioning proceeds only when the manager selects the approval option.
- Account provisioning: After approval, the workflow creates the employee in Okta with the relevant group assignment, creates an Entra ID account configured to require a password change at the next sign-in, invites the employee to the Slack workspace, and creates a Jira account.
- Conditional licensing: If the team application list includes Office, the workflow retrieves the available subscription information and assigns the target Microsoft 365 license to the new Entra ID user.
- Audit and handoff: The workflow compiles the status, response codes, dates, license information, and application details from the provisioning actions. It creates a Siit onboarding request with the completed task summary and posts the ticket link and onboarding results to Slack for the manager's final review or resolution.
What changed
A single Personio event now coordinates manager approval, conditional licensing, account creation, status collection, and ticket creation. The manager approves the onboarding once in Slack, while the resulting provisioning record and Siit ticket link are returned to Slack without a separate manual handoff between each system.
Work removed
Retrieving employee details, checking the employee's team applications, identifying the manager, requesting approval, logging into each provisioning system, creating accounts one by one, assigning the Microsoft 365 license when required, recording action dates and statuses, creating the onboarding ticket, and copying its link into a Slack notification.
Expected outcome
The workflow is expected to save approximately 15–25 minutes per new hire while producing a consistent onboarding audit record and manager review handoff.
