BAEZ TECH SOLUTIONS

Workflow Details

Overview

I designed and implemented a fully automated onboarding process leveraging BetterCloud and Zapier to create a zero-touch experience for IT staff. This workflow provisions all required accounts, resources, and communications for new hires without any manual intervention—ensuring a smooth and consistent onboarding experience.

Workflow Details

• Trigger: A BetterCloud alert fires when a new Google Workspace user exceeds a predefined threshold (e.g., account created in Google Admin Console).

• Pre-checks:

• If the user’s status is Password Expired or Suspended, the automation proceeds.

• Automated Steps:

1. Create the user in Google Workspace.
2. Wait 5 minutes to allow account propagation.
3. Zapier Integration: Generate an NSO 1-Pager (Google Doc with user login credentials).
4. Wait 1 hour for doc creation.
5. Reset the user’s password to a secure default.
6. Wait 2 minutes.
7. Add the user to the NSO Folder Documents Shared Drive.
8. Add the user to the Company Associates-DL group.
9. Send a welcome email to the new employee.
10. Send a separate learning access email.
11. Wait 2 days.
12. Zapier Integration: Send user details to Upkeep (facility management system) for provisioning.
13. Remove the user from the NSO Folder Documents Shared Drive.
14. Wait 2 minutes.
15. Use OneLogin to retrieve user details.
16. Edit the user’s profile with updated attributes.
17. Identify the user’s manager via OneLogin.
18. Update the manager’s profile with new hire reporting info.
19. Send an audit log email summarizing changes.
20. Wait 14 days.
21. Send a follow-up welcome email that includes their manager.

Impact

This end-to-end onboarding automation eliminated the need for manual provisioning steps by IT, saving up to 1.5 hours per new hire. It also ensured timely and consistent communication with new employees, improved accuracy in downstream systems (like Gmail, Upkeep and OneLogin), and accelerated the employee’s ability to contribute from day one.