See How to Seamlessly Manage Employee Role Changes and Keep Access Secure|10th Oct 2025
During the process of hiring new employees, it is important to make sure that they are in the right security groups and only have access to systems that are necessary for their roles. However, manually assigning these access privileges risks making errors that could compromise your security privileges. Hire2Retire prevents these security issues through role based access provisioning that ensures an employee’s role and profile dictate their access to security groups, keeping system access on a “need-to-know basis.” This article will show you how to set up role-based access provisioning in Hire2Retire.
The best way to keep your security access provisioning on a “need-to-know basis” is to make system access role and profile dependent. Hire2Retire accomplishes this by automatically assigning security group access in Active Directory (AD) based on an employee’s role in their integrated HR system profile. For example, you can set up a security group for the sales department that gives any members in that role access to sales systems and not marketing or IT systems.
After setting up an integration with a compatible HR system and mapping profile attributes to AD, you can map employee attributes to related security groups. Use attributes like “Job Title”, “Department” and “Location” to divide access privileges based on an employee’s role, brand or subsidiary, and department. Once you have created your preferred mapping rules you can export these rules for future use.
Using role-based access provisioning can go further than simply assigning system access. You can use security groups to drive single sign-on (SSO) access privileges as well as which licenses and accounts should be created for an employee. For Hire2Retire customers integrating with Azure AD, role-based access provisioning can be applied to Office 365 groups, giving you the power to dynamically assign access to the entire Microsoft licensing umbrella at a granular level.
Without role based access provisioning, onboarding and offboarding processes can be made messy and error-prone:
Hire2Retire handles all of this automatically, so people only have the access they need and old access is removed without anyone having to track it manually.
Rules are created to act as filters, so users can be automatically associated with appropriate security groups based on attributes like department, job title, location, or other criteria.
Multiple rules can be managed with varying priorities, and default security groups can be applied to all employees. This ensures that consistent security group management is maintained across the organization.
Mutually exclusive groups are used to prevent conflicting privileges from being assigned to users. Conflicts are automatically resolved by Hire2Retire, avoiding unnecessary license costs and ensuring proper access.
When HR systems such as Workday, Personio, or SuccessFactors are integrated, access is adjusted in real time as employees are promoted, transferred, or offboarded. Manual errors are eliminated, systems are kept synchronized, and seamless identity management is enabled.
In a hospital, different teams need access to different systems. Hire2Retire automatically gives the right access, updates permissions when roles change, and removes access when employees leave, keeping operations smooth and data secure.
If you are ready to see what Hire2Retire employee lifecycle management and role-based access provisioning can do for your business, schedule a demo call with a RoboMQ representative today!
Yes. Using AND/OR conditions in Hire2Retire, organizations can build rulesets that tailor access for specific roles, teams, or locations.
When an employee is promoted, transferred, or changes departments, Hire2Retire automatically updates their access in real time, reducing manual effort and errors.
RBAC doesn’t have to be used, but it’s a good idea because it makes security better, keeps things compliant, and saves time on managing access.
Hire2Retire can connect to most major HR systems. This way, employee roles and access are kept up to date without anyone having to do it manually.
There is not separate cost incurred on RBAC services. It’s a part of the product offering. Please get in touch with out sales to know more about the pricing of Hire2Retire.
