How to Automate Employee Onboarding and Offboarding with CloudEagle.ai?

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Is your organization’s user provisioning up to date? Do your employees get the tools they need on day one to be productive? Are you worry-free when employees leave, and are their app access properly deactivated?

If you answered "yes" to all of these, great! If not, it’s time to automate your onboarding and offboarding processes.

Poor employee onboarding and offboarding will affect employee productivity and business operations and lead to unauthorized access. This is where CloudEagle.ai comes in.

With automated workflows, CloudEagle.ai will enable you to to streamline user provisioning and deprovisioning. It removes manual work, eliminates human errors, ensures employee productivity, and saves time for your HR and IT teams.

In this article, we’ll take you through a step-by-step guide on how to set up automated user onboarding and offboarding with CloudEagle.ai.

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TL;DR

• CloudEagle.ai enables automated provisioning and deprovisioning of app access based on predefined rules aligned with employee roles, departments, and locations, ensuring a seamless onboarding and offboarding experience.
• The platform offers flexible workflows tailored to your organization’s unique needs, ensuring scalability as your team grows while maintaining efficiency and security.
• By eliminating manual processes, CloudEagle.ai enhances operational efficiency, reduces administrative overhead, and minimizes the potential for human error in critical tasks.
• With CloudEagle.ai, you can promptly revoke application and system access for exiting employees, safeguarding sensitive company data and mitigating the risk of unauthorized access.
• The platform integrates with over 500 apps, including SSO, HRIS, and finance systems, ensuring consistency and accuracy across all workflows.

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Why automate employee onboarding and offboarding?

Automating employee onboarding and offboarding is not just a trend that modern enterprises are following—it’s an essential culture and process change for organizations that aim to improve efficiency, reduce risks, and enhance the employee experience.

Here are some key reasons why automation is essential:

1. Time-consuming manual processes

Employee onboarding and offboarding often involve multiple steps—setting up remote workstations, granting access to systems, filling out paperwork, and more.

IT teams have to manually visit each application and grant access based on employee’s roles and department. With an average company using 300+ SaaS applications, it is a challenging task to IT teams to visit each app to grant and revoke access.

With automation, you can speed up the entire process, freeing up valuable time that can be spent on more strategic initiatives.

2. High chances of errors

Manual onboarding and offboarding processes are prone to human error. A missed step or overlooked detail can cause delays, confusion, or security issues.

For example, unintentionally an employee might be granted access privileges beyond his role. This overprivileges might lead to misuse, where the user could modify critical setting or perform unauthorized actions leading to breaches or compliance violations.  

With automated workflows, your teams can eliminate the risk of granting excess permissions or failing to revoke app access, ensuring everything is completed accurately and on time.

3. Security risks from delayed offboarding

When an employee leaves the company, revoking access to sensitive systems, data, and apps is critical. Delayed offboarding processes increase the chances of security breaches.

Former employees with lingering access to sensitive data is not a good sign, they might leak the credentials, open the doors for hackers to siphon off sensitive data. This could result in data breaches, financial losses from compliance violations, and a significant impact on customer trust.

Automating offboarding ensures that user access is swiftly revoked, reducing the potential for data leaks or unauthorized access to company resources.

4. Faster productivity for new hires

Automation speeds up onboarding by instantly providing new hires access to tools, systems, and resources. They don’t have to wait for days to get access to tools to perform their tasks.

With swift onboarding, new employees can start contributing immediately, boosting team performance and business operations. Automated onboarding ensures they have everything they need from day one.

6. Centralized management

Managing onboarding and offboarding through CloudEagle.ai centralizes all tasks and information in one platform. This allows HR and IT teams to track usage, access privileges, and ensure compliance —without relying on multiple systems or juggling a mountain of paperwork.

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How CloudEagle.ai.ai Automates Employee Onboarding and Offboarding?

Creating workflows for user provisioning and deprovisioning doesn’t have to be complex. With CloudEagle.ai, the process can be done in just a few steps:

For Auto-Provisioning

Step 1: Go to the “Access Management” module of the CloudEagle.ai platform. You will see options for “Auto-Provisioning” and “Auto-Deprovisioning.”

Click on “Auto-Provisioning” to start setting up the workflow to enable app access for new employees.

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Step 2: Set up the “Global Auto-Provisioning” settings.

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Step 3: On this page, you'll configure various aspects of the auto-provisioning rule, including the source of auto-provisioning, which could be either the HRIS system or SSO systems, and the date and time to provision apps, which refer to the hire date. Different times can be set for different employee locations.

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Step 4: Once the global auto-provisioning settings are configured, click on “Add Rule.” Here, you can set rules for new employees based on their department, job title, and location.

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Step 5: Next, you can add the user to the selected Okta groups directly from CloudEagle.ai.

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Step 6: In the final section of this page, you can choose the apps to be provisioned to the new user.

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Step 7: After filling out all the necessary information, click Save to apply the rule.

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Step 8: Once the rules are set, when a new employee joins the company, the onboarding workflow will automatically start for them based on these rules.

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For Auto-Deprovisioning

Step 1: As mentioned in the auto-provisioning steps, go to the “Auto-Deprovisioning” option to remove employee access when they are terminated from the company.

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Step 2: Here, you can select the conditions for auto-deprovisioning, including the reason for deprovisioning, the time of deprovisioning, and the specific application(s) to deprovision.

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Step 3: You can also add different deprovisioning actions for the applications.

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Step 4: You just need to set up the rule, and the deprovisioning workflows will be automatically triggered for users as they are terminated from the company.

Alice Park, the IT Ops Manager at Remediant, had to visit each application to revoke user access when an employee quit.

This manual task was taking up her time and impacting her productivity. Once Remediant onboarding with CloudEagle.ai, Alice automated both onboarding and offboarding processes, ensuring that the users were promptly deprovisioned with no manual effort.

Check out her inspiring success story on how she saved time and ensured Remediant’s SaaS ecosystem stays secure.

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Benefits of automating onboarding and offboarding with CloudEagle.ai.ai

Automating the employee lifecycle—from onboarding to offboarding—brings significant advantages to any organization. With CloudEagle.ai.ai, you can streamline these processes and see immediate improvements in efficiency, security, and cost management.

Here are the top benefits:

1. Eliminate time-consuming manual tasks: Manual onboarding and offboarding involve repetitive tasks like setting up devices, granting access, and filling out forms. With CloudEagle.ai, these tasks are automated, speeding up workflows. Everything is handled automatically, from account creation to permissions, saving time and letting teams focus on what matters most.

With CloudEagle's automation workflows, you can save up to 500 hours on manual onboarding.

2. Reduce the risk of errors: Human error is common in manual processes, leading to missed emails or incorrect data. CloudEagle.ai minimizes these errors by automating each step, ensuring consistent and accurate task completion. This results in fewer mistakes and a smoother experience for everyone involved.

“It’s not enough to protect your data; you need to protect your customers’ data too.”

– Satya Nadella, CEO of Microsoft

3. Tailored workflows for your organization: Every company has unique needs; your onboarding and offboarding should reflect that. CloudEagle.ai lets you customize workflows to align with your company’s goals, ensuring employees get the right tools, access, and resources based on their roles and culture.

4. Scalable solution for growing teams: As your organization grows, manual processes become more complex. CloudEagle.ai can scale to meet your team's requirements, making it easy to onboard and offboard large numbers of employees. Whether you’re hiring 5, 50, or 500 people, CloudEagle.ai keeps processes efficient and error-free as your workforce expands.

5. Optimize cost efficiency: According to Gartner, public cloud spending will surpass 45% of all enterprise IT expenditures by 2026. Thus, it is a must to find ways to reduce costs and increase efficiency where possible. One such area is replacing manual onboarding and offboarding, which can be costly in terms of time and resources.

CloudEagle.ai helps reduce these costs by automating tasks, improving productivity, and eliminating errors. This optimizes your budget, ensuring resources are used effectively, and processes remain efficient.

6. Enhance security: Security is critical, especially during offboarding. Delays in revoking access to systems and data can lead to unauthorized access. CloudEagle.ai ensures tasks like disabling accounts and returning devices are done quickly and securely, minimizing the risk of security breaches and data leaks.

“Security is not a one-time event. It’s an ongoing process, John Malloy, Cybersecurity Professional."

To learn how streamlining employee onboarding and offboarding with auto-provisioning and deprovisioning workflows can benefit your organization, check out this testimonial from Alice Park at Remediant. She shares how CloudEagle.ai helped her streamline the entire process.

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Conclusion: Why Choose CloudEagle.ai.ai?

You can’t deny the need to automate employee onboarding and offboarding. And if you're looking for the best user provisioning tool with advanced provisioning and deprovisioning workflows that scale according to your needs, CloudEagle.ai is the perfect solution.

CloudEagle.ai automates these processes, making everything faster, easier, and more secure. It saves time by handling routine tasks, freeing your HR and IT teams to focus on higher-value work.

With CloudEagle.ai, you minimize errors and ensure every step is completed correctly. It also strengthens security by instantly removing access when employees leave, protecting your company’s data. Plus, it’s customizable to grow with your team.

Ready to automate your employee onboarding and offboarding processes and enhance operational efficiency? Schedule a demo with CloudEagle.ai today!

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