225 Employees
Pilot Water Solutions (PWS) is a full-service, full-lifecycle water midstream energy and utilities company. It has assets across the Permian, Eagle, Ford, Rockies, Haynesville, and Appalachia. Being strategically located with assets at the core of its basins, Pilot Water Solutions is positioned to meet customers’ needs with best-in-class service and reliability.
Pilot Water Solutions has 200+ employees operating across a predominant cloud-based infrastructure. The organization uses Paychex as its HR and payroll platform, ManageEngine ServiceDesk for IT ticketing, NetSuite for ERP and financial operations, and Azure Active Directory (Entra ID) for identity management. As a SOX-compliant organization, PWS holds a high bar for security, access governance, and auditability across all its systems.
However, before Hire2Retire, the employee onboarding and offboarding processes were entirely manual, relying heavily on cross-team coordination. After the background verification of the new hire, HR would manually draft and send a ticket to IT with basic employee information. Then IT would create the Azure AD account, set up email, provision access, and manage group membership, one by one.
This entire manual approach created several persistent pain points for PWS:
● Delays in new hire account creation caused a poor first day at work experience
● Fragile offboarding, as it depended entirely on timely human action, where any delay led to a significant compliance and security risk
● Role changes or internal transfers require manual updates to group membership and system access, which are often missed or delayed
● HR had no automated way to notify IT of lifecycle events, so they had to create tickets for every update, creating bottlenecks and an increasing burden on both teams
● PWS did not have a centralized audit trail, and demonstrating compliance for SOX reporting required a considerable amount of manual effort to reconstruct access history
For a SOX-compliant organization like PWS, these gaps created governance and risk management concerns.
Power Water Solutions implemented Hire2Retire to automate its employee lifecycle management. With Hire2Retire, PWS connected its HRIS Paychex directly to Azure Active Directory, ManageEngine ServiceDesk, and NetSuite.
Key processes Hire2Retire streamlined are:
Hire2Retire monitors Paychex for new hire updates in the records. Whenever a new employee is added to Paychex, the system automatically triggers a workflow. This includes AD account creation, email provisioning, attribute-based group assignment, structured onboarding ticketing, and customized notifications to stakeholders.
With Hire2Retire, managing both voluntary and involuntary termination becomes efficient. In case of voluntary termination, Hire2Retire disables the account and revokes access at the end of their last working day. For involuntary ones, access gets revoked immediately after the termination event is recorded in Paychex.
Hire2Retire also handles mid-lifecycle changes, i.e., promotions, transfers, and manager updates. It automatically synchronizes Azure AD group memberships and manager attributes whenever a change is recorded in Paychex.
Every lifecycle event processed by Hire2Retire is recorded in a detailed audit trail. It includes timestamps and change logs for SOX compliance regulations requirements that Power Water Solutions has. Additionally, RoboMQ’s SOC 2 Type 2 certification and secure API integration with Paychex (pulling only non-sensitive employee attributes) further reinforce the compliance posture.
The implementation of Hire2Retire delivered a measurable, immediate impact across IT operations, HR workflows, and organizational security.
IT no longer spends hours manually creating employee accounts, checking with HR for new hire details, or verifying if the offboarding steps are completed. Access is provisioned before a new hire’s first day at work and revoked the moment an old one is offboarded.
HR’s manual ticketing efforts are also eliminated, significantly reducing their administrative workload.
With Hire2retire, Pilot Water Solutions (PWS) witnessed ~90% reduced manual efforts and up to ~60% cost savings in employee lifecycle management.
Hire2Retire stood out from competing solutions due to its native, pre-built integration with Paychex. It also has a no-code workflow configuration and provides flexibility to connect with ManageEngine and NetSuite as part of the same automated pipeline.
The per-active-employee-per-month pricing model made the solution cost-effective and predictable for Pilot Water’s 225-person workforce.
RoboMQ’s proven track record, including high customer retention rates and SOC 2 Type 2 certification, gave Pilot Water Solutions the confidence to invest in a long-term automation partnership.
With 24/7 support and an implementation team that guided PWS through every workflow decision, PWS got a production-ready system within a 10-week window.
RoboMQ’s Hire2Retire has provided similar results for other clients as well. For example, East Coast Warehouse & Distribution reduced provisioning time by ~70% and saved 15-20 hours of IT efforts after automating their employee lifecycle management workflow. Cardenas Markets and Tata Steel Colors have each experienced the same, replacing fragmented, manual HR-IT coordination with reliable, event-driven automation.
Ready to join the wave of companies automating their employee lifecycle management processes with Hire2Retire? Schedule a demo call with us today to see what Hire2Retire can do for your business.
225 Employees
