See How to Automate Joiner, Mover, Leaver (JML) to Identity |18th July 2025|
BayFirst, known for its personalized banking and fast loan processing is a Financial institution situated in the Tempa Bay area. With a reputation as Florida’s best bank, BayFirst is the go-to choice for individuals as well as businesses. The reason is it combines local services with modern digital tools.
For a fast-growing institution like BayFirst, onboarding automation for new hires in a secure and streamlined manner was always an ongoing operational challenge. With over 450 employees and multiple locations, the company was managing its HR and recruitment operations in ADP Workforce Now. However, when their team started growing, the gap between HR and IT sync grew multifold.
At BayFirst, the lack of HR-IT sync was particularly visible during new hire onboarding. Their new hires had to wait for typically 2-3 days and sometimes a week for even basic access. The reason? Manual provisioning. Whenever an employee onboards, HR manually exports hiring data from HRIS emails the IT team, and waits for days for a response. On the other side, IT with incomplete context, struggled to create accounts, assign roles, and configure permissions. Not only this process was resource-intensive, but it was also error-prone and time-consuming.
On average, this provisioning delay costs 15-20 productive work hours for a new hire. IT, in turn, caters to 25+ tickets in a month focused on role-based onboarding issues.
As difficult as it may sound, BayFirst onboarding issues were not unique. According to recent data, most companies take 15-20 days to enter employee in their HR and IT tools when done manually. For traditional onboarding, triggers are usually either IT tickets or manual coordination. Even in many organizations with heavy Tech stack, siloed HR-IT communication can become a liability. With BayFirst too, the traditional onboarding model meant:
BayFirst was in an industry where security and compliance were non-negotiable. That is why, it quickly realized that having an automated onboarding process was no longer an option, it was a necessity.
BayFirst was using ADP Workforce Now (WFN) for employee and applicant tracking. However, there was no direct integration between its HR and IT systems like AD and SaaS apps. When it scrounged the market for solutions, most of the solutions it found were legacy iPaaS products which require heavy scripting. Some of them required setting up multiple accounts for managing onboarding and existing employee updates separately.
However, it was Hire2Retire that checked all its boxes for IT onboarding automation. With its deep integration capabilities and support for audit-friendly logs, Hire2Retire simplifies role-based onboarding. For BayFirst, it connected ADP WFN to Active Directory to configure role-based access policies. Hire2Retire ensures that every new hire’s department, position, and location will automatically decide their access and resources.
For example, a newly hired front desk officer would automatically receive O365 access and department-specific shared drives. However, an intern would be routed through an approval-based workflow to protect sensitive data.
As soon as a new hire is marked as hired in ADP at the company, Hire2Retire performs a series of operations:
In addition to this, Hire2Retire also helped BayFirst manage its existing employee data in ADP with accuracy and control. By continuously syncing data from ADP to AD, Hire2Retire ensured their GAL was always consistent and updated. Access and resources of terminated employees are revoked in real-time. Security groups and memberships are updated immediately at the time of department changes and location transfers. Every employee’s access and resources reflect their current role and responsibilities, ensuring security and operational efficiency.
For BayFirst, the results of onboarding automation were quick yet sustainable.
More importantly, all access actions in her company were now logged immutably, ensuring visibility, auditability, and continuous compliance. New hires were now productive from day one, movers did not have to run from pole to pole for access, and leavers no longer posed security risks due to outdated permission.
More than numbers, it was experience that was improved. Hire2Retire solution enabled:
| KPI | Before Hire2Retire | After Hire2Retire |
|---|---|---|
| Access and Resource Provisioning Time | 6-7 days | < 2-3 hours |
| IT tickets per month | ~30 | <5 |
| Orphaned Accounts found in Audit | 10 per year | 0 in last 12 months |
| Employees ready to be productive in 1st week of joining | 61% | 97% |
When it comes to data-sensitive industries like Finance, lack of onboarding automation is more than an inconvenience, it is a risk. Hire2Retire enabled BayFirst to eliminate manual provisioning steps and improve employee satisfaction. All while maintaining proper security and compliance standards. If your organization is also looking for employee provisioning automation, Hire2Retire can get you there.
Somya Shrimal is a Marketing Specialist at RoboMQ. She is a tech enthusiast and a prolific blogger who helps businesses stay up-to-date with the latest trends and best practices in the industry. Her expertise in SaaS, cloud, on-premises apps, and IoT has made her a go-to source for businesses looking to navigate the ever-changing tech landscape.
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