When hiring a new employee and calculating the costs, usually included are the recruitment costs such as the advertising, the time spent interviewing or alternatively the money paid directly to an agency. In addition is the cost to provision the required materials for them to do their job, orientation and training.

What about the hidden costs?

  • Offer creation
  • Manual HR processes
  • Manual Financial processes
  • Manual IT processes
  • Administration
  • Requesting and creation of
    • User Accounts
    • Email Account
    • Required access
  • Provisioning and delivery of required software

Many organisations spend hours creating each offer using manual systems, these offers will vary in complexity and time spent depending on the advertised role.

Invariably, organisations have disparate and disconnected HR, Finance and IT systems which require manual duplication and thus the creation of redundant data. This also increases the chances of human error as there are multiple data entry points and needless amounts of wasted time and energy.

It may take days or even in some cases weeks to provision the necessary equipment to make a new employee productive. How often does a new employee or a contractor arrive on Day 1 and they have all the equipment, software and access they need to perform their job completely?

It is not unusual for a contractor to arrive on-site with 2 months + notice and then are forced to wait for a day or 2 for the necessary access required to perform the task they have been assigned to do, meantime the meter is running from the moment they arrive.

What is the average time to on-board an employee or a contractor?

From what we have seen in industry and Government, depending on the organisation it can vary from an hour or 2 to months.

Lowering the Cost of Employee Onboarding With Automation

The solution to reducing onboarding times is twofold:

  • Start the onboarding process prior to Day 1 and have all the equipment provisioned well in advance of the new arrival.
  • Automate the entire process.

Consider an environment that automatically synchronises employees across platforms such as HR and Finance and IT Operations.


  1. Elimination of redundant data.
  2. Onboarding across the systems takes minutes not days or weeks
  3. Reduce the chance of human error to a single point of entry.
  4. Minimise the risk of a data breach.
  5. Audited trail of governance and compliance.

A toolset can automatically generate service requests and can provision equipment for a new employee without any human intervention whatsoever. In unison it also creates an AD account, an Exchange account and gives required system access according to the employee’s role and responsibility.


  1. Massively reduce the time and workload and therefore costs required to complete these tasks.
  2. Improved compliance as they have access only to the systems they are entitled to.
  3. Eliminate human error.

A new employee has everything they require to be productive from the moment they arrive. In addition, they experience a great onboarding process.

When an employee changes role or moves from one department to another, hardware and software can be requested for return and other assets provisioned. Access can be removed from one area and granted to another, all without any human intervention.


  1. Seamless transition in roles
  2. Improved compliance as they have access only to the systems they are entitled to.
  3. Eliminate human error.

Automating the entire onboarding process means not only does the organisation save money and time but it also means greater accuracy, less chance of data breaches and an audit trail on each process.