In most organizations, there is a time gap between the moment a candidate accepts a job and their actual start date. This process, known as pre-boarding, includes essential activities such as paperwork completion, verification of legal employment eligibility (I-9 in the US), background checks, and resource allocation of laptop, devices, or workspace. While pre-boarding is vital for a smooth transition from a hired candidate to a productive team member on the first day at work, relying on manual processes can be time-consuming and error prone.
To streamline onboarding and pre-boarding operations by HR and IT, organizations need to integrate and automate process of employee onboarding and identity creation all the way from Applicant Tracking Systems (ATS) like iCIMS or Greenhouse to identity management platforms such as Active Directory (AD) or Azure AD in addition to its integration with HCM or HR systems.
Generally, the employee record is created in the HCM platform only upon completion of certain employment verification activities like I-9 and background checks. When the hired candidate has completed these procedural activities, HR would create an employee record in HCM (HR and/or payroll). Often this is too late a notice for the IT to procure, allocate and assign resources if the user identity in AD or Azure AD is created from the HCM employee record.
RoboMQ Hire2Retire solves this problem by integrating directly with applicant tracking systems (ATS) like iCIMS or Greenhouse. Once a candidate is hired, the candidate record is sent to and processed by Hire2Retire creating a user account in AD or Azure AD. This starts preboarding of the employee on IT side and IT and/or procurement can now procure and assign resources to the new hires. Later when the new hire completes employment verification paperwork, HR would create the employee profile in HCM. The second integration of Hire2Retire with HCM will process new employee record into AD or Azure AD updating the previously created record with additional information including assignment of Organizational Units (OUs), Distribution Lists and Security Groups (SG) for Role Based Access Control (RBAC).
This two-step integration of ATS and HCM with AD or Azure AD enables businesses to automate and optimize the pre-boarding process, ensuring a “Superior First Day at Work” experience for new employees.
While creating user identities, sysadmins can leverage powerful “scheduled event” processing capabilities of Hire2Retire to control the preboarding process with more flexibility by telling Hire2Retire how long in advance to create employee AD accounts and at what time on the start date to activate user account for stronger security and access controls.
RoboMQ’s flagship product Hire2Retire offers a comprehensive solution that automates entire pre-boarding journey, minimizing manual interventions and reducing the risk of errors. You too can streamline pre-boarding process and provide a seamless onboarding experience for your new employees with Hire2Retire by scheduling a demo call with a RoboMQ agent today!