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Integrating HR with IT: Automating user-onboarding and employee lifecycle

The Challenge

This retail customer came to Xello needing to automate a highly manual HR on-boarding system. The customer’s system ran as a manual workflow and required someone to request changes each time a new employee was on-boarded or details changed such as roles. This led to complexities and inconsistencies as staff member changes occurred in the organisation.

The main business problem was access to the customer’s HR system, which was assigned based on location rather than user and often only accessible by senior staff. With one email assigned per store, employees had no efficient or standard process to access crucial information like reports or payslips when needed.

Client type:

Business Enterprise




Azure Identity

The Impact

With hundreds of retail sites, over 60,000 staff, this customer had a clear and significant business driver to automate their onboarding process.

In addition to new staff and existing users needing role changes, around 10,000 users sat outside of their systems, as they were not on-boarded into the main HR system.

This customer ultimately did not want to continue to manually create users or rely on human input to change staff information, as lack of consistency in this area was a huge problem that would only grow worse without change.

The Outcome

Xello helped this customer implement a fully automated solution that handles the on-boarding of new employees, creation of users and individual mailboxes without the need for manual input or IT intervention, making the end-to-end process faster, consistent and less complex.

The team leveraged cloud identity systems using Microsoft Azure AD to synchronise staff details with multiple third-party cloud-based platforms, enabling seamless integration with the cloud applications each user needs.

A birthright matrix which captures the business rules and tells the new HR system when users are created, and automatically allocates the relevant software licenses and access rights based on their role. With it, 60,000 + users across their retail network now have the correct applications and access to crucial information such as business reports and payslips which they previously lacked.