Current Workflow

Each week, the team receives lists of new hires from multiple departments. These lists are manually consolidated into a single master file, updated several times a week, and shared with Hiring Managers via email.

At the start of each week, new hires also need to receive an onboarding meeting invitation to activate their company accounts and devices.

<aside> 🎯

What We Automated

• Standardized new hire data into a single SharePoint list as the source of truth
• Automated data upload and transformation from raw input files
• Triggered notifications to a predefined distribution list when onboarding details were updated
• Automated weekly onboarding meeting invitations for new hires starting that week </aside>

<aside> 🔑

Key Features

• Centralized onboarding data management
• Automated status updates with a customized email layout
• Scheduled meeting invites based on onboarding start date </aside>

Before → After Workflow

Before:

❌ Multiple spreadsheets sent via email

❌ Manual consolidation and repeated updates

❌ Manual meeting invite creation

After:

✅ Single, centralized SharePoint list

✅ Automated updates and notifications

✅ Automated onboarding meeting invites

<aside> 💡

Key Outcomes

• Reduced manual coordination and repetitive admin work
• Eliminated multiple spreadsheet versions and email back-and-forth
• Saved approximately 2–3 hours per week, equivalent to up to $7,000 in annual labor cost </aside>