Enforce Governance and meet Compliance for a zero-trust, least-privilege security posture
1500+ Employees
RailPros is a rail and transit consulting company that provides engineering, construction management, safety, training, and infrastructure services across the United States. The company works with public transit agencies, freight railroads, and private companies on transportation projects.
The company has been growing steadily and manages more than 1,500 employees across different locations and employee types. As the company grew, managing multiple Paycom systems became difficult. It runs multiple Paycom environments for full-time employees, contract workers, and expanding operations in Mexico, with plans for Canada in the future. Managing onboarding across these separate systems became difficult.
As the company scaled, manual onboarding and offboarding became hard to manage. The help desk team was already busy with day-to-day support work while also handling 15 to 20 onboarding requests every week.
RailPros handled onboarding and offboarding manually. HR shared employee information with IT, and then the IT team had to create accounts, assign permissions, manage group memberships, and configure access one step at a time.
The onboarding process alone was taking close to two hours for each employee from account creation to equipment setup and shipping. The company was onboarding around 15 to 20 employees every week, while most of the work was handled by only two help desk specialists.
Things became more difficult because RailPros had multiple Paycom instances for different employee types. This sometimes created duplicate employee ID problems and made automation harder to manage across systems.
The company had also spent more than two years trying to automate onboarding through HelloID, but onboarding automation never fully worked because of Paycom API limitations and inconsistent HR onboarding processes.
Another issue was timing. In some cases, employee onboarding information only became available shortly before the employee start date, while the IT team needed more time to create accounts and provide access.
Some of the biggest challenges included:
RailPros also wanted better automation for role-based access control, Microsoft dynamic groups, reporting, employee communication workflows, and contractor access management across different employee types.
RailPros implemented Hire2Retire to automate employee lifecycle tasks and reduce manual IT work.
Hire2Retire connected directly with multiple Paycom environments and supported separate workflows for different employee types and onboarding processes.
With this setup:
Hire2Retire also helped RailPros handle duplicate employee ID issues across multiple Paycom systems. It also supported automation across connected applications and workflows. The company was especially focused on improving onboarding because the manual process was taking too much time from the help desk team every week.
Instead of spending 2 hours per employee on manual onboarding, RailPros now completes the process in under 30 minutes with minimal IT involvement. New employee accounts are created automatically from Paycom without the help desk manually handling account creation, equipment setup, or group membership assignments.
Role-based access control, Microsoft group memberships, and employee notifications now follow automated workflows. JIRA tickets are created and updated automatically when onboarding, role changes, or offboarding events occur. The help desk team saved around 15–20 hours every week. They had previously spent on repetitive manual onboarding tasks, giving them more time for important support work.
The company also gained visibility into onboarding, offboarding, and access activities across all systems, making it easier to audit compliance and track employee lifecycle changes in real time.
For companies like RailPros, growing fast, managing multiple HRIS instances, and operating across regions manual onboarding becomes a difficult that slows hiring and creates compliance risk. Too much time was being spent on repetitive IT tasks instead of important support work.
Automating employee lifecycle management across Paycom, Active Directory, and downstream tools (JIRA, Microsoft Groups, email) means IT can scale with the business without adding headcount. The company now handles role changes, terminations, and equipment deprovisioning reliably and consistently. It became critical for companies managing contract workers and international expansion where accuracy and speed matter.
This matters more as RailPros continues hiring and opening new regional operations. Automation helps make sure no employee gets missed, and compliance reporting is always audit-ready.
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.
1500+ Employees
