Staff Onboarding and Offboarding: Automated from Day One to Last Day
Every organisation struggles with onboarding. New starters sit idle waiting for laptops, access, and training that nobody coordinated. IT does not know someone is starting until the Monday morning. Managers forget to request system access. The same problems repeat with every hire because the process lives in people's heads rather than a system.
Evocate's Staff Onboarding and Offboarding product automates the coordination between HR, IT, managers, and the new starter. When HR enters a new employee, the system triggers parallel workflows that provision accounts, schedule training, assign equipment, send welcome materials, and track completion across every department involved.
Offboarding works the same way in reverse. When someone leaves, the system coordinates access removal, equipment return, knowledge transfer, and exit processes without relying on manual checklists that get missed under time pressure. Call 1300 386 228 to see a demo.
Transform How Your Organisation Works with Staff Onboarding & Offboarding
Automated onboarding and offboarding workflows that coordinate HR, IT, and managers through Microsoft 365.
Eliminate cumbersome paperwork and automate repetitive tasks with our staff onboarding/offboarding tool. Ensuring a smooth and efficient experience for new hires and departing employees saves time and resources.
- Built on Microsoft 365
- Rapid deployment with a dedicated Evocate team
- Ongoing managed support across all 5 Australian offices
Microsoft 365 · Australian-owned · Your tenant
Popular Features
Everything you need to transform how your organisation works
Smooth automated onboarding for new starters
Automated task sequences ensure every new employee gets the right access, equipment, training, and introductions from day one.
Overview of all people in the onboarding process
Dashboard visibility of every active onboarding showing progress, pending tasks, and bottlenecks across departments.
Easy offboarding for employees and management
Structured offboarding process that revokes access, recovers equipment, transfers knowledge, and closes out responsibilities.
Staff Onboarding & Offboarding Features
Automated Onboarding Workflows
Onboarding automation:
- Trigger from HR Entry: New employee record automatically initiates the full onboarding workflow.
- Parallel Task Assignment: IT, facilities, training, and manager tasks run simultaneously rather than sequentially.
- Due Date Tracking: Each task has a deadline relative to start date with escalation for overdue items.
- Progress Dashboard: Real time visibility into onboarding status across all active new starters.
IT Provisioning Automation
IT automation features:
- Account Provisioning: Microsoft 365 account creation with group membership based on role and department.
- Licence Assignment: Automatic licence allocation based on role requirements and available pool.
- Application Access: System access requests generated and routed to application owners for approval.
- Device Allocation: Equipment requests triggered with delivery coordination for the start date.
Offboarding Coordination
Offboarding features:
- Access Removal: Automated account disabling, licence recovery, and group removal on departure date.
- Equipment Return: Tracked return process for devices, access cards, and physical assets.
- Knowledge Transfer: Structured handover tasks assigned to managers and team members.
- Data Retention: OneDrive and mailbox retention per policy before account deletion.
Reporting and Compliance
Reporting capabilities:
- Pipeline View: All active onboarding and offboarding processes with status and completion percentage.
- Time to Productivity: Metrics showing how quickly new starters are fully provisioned and operational.
- Compliance Evidence: Audit trails showing access granted, removed, and approved for every employee lifecycle event.
- Trend Analysis: Historical reporting on onboarding volumes, bottlenecks, and improvement opportunities.
What Is Staff Onboarding and Offboarding?
Staff Onboarding and Offboarding is a SharePoint and Power Platform application built by Evocate that automates the coordination between HR, IT, facilities, training, and managers for every employee lifecycle event from first day to last day, running on your existing Microsoft 365 subscription.
Automated coordination
Parallel workflows trigger tasks across every department involved in onboarding or offboarding without manual coordination or email chasing.
Role based templates
Different roles get different provisioning templates. A developer gets different access, equipment, and training than a receptionist.
Complete audit trail
Every task assignment, completion, and approval is logged for compliance evidence and process improvement.
No additional licensing
Runs on your existing Microsoft 365 subscription using SharePoint, Power Automate, and Power Apps.
Staff Onboarding & Offboarding Capabilities
Practical delivery areas with architecture, governance, and adoption detail for production environments.
Workflow Design and Configuration
Evocate designs onboarding and offboarding workflows tailored to your organisation's structure, roles, departments, and approval requirements. We map every task that needs to happen and automate the coordination.
- Role based workflow template design
- Department specific task sequences
- Approval routing for non standard requests
- Escalation rules for overdue tasks
- Conditional logic for different employment types
System Integration
Evocate connects the onboarding system to your HR platform, IT service management, asset management, and other systems so data flows automatically rather than being re entered manually.
- HR system integration for trigger events
- Microsoft Entra ID provisioning automation
- IT service management ticket creation
- Asset management system connectivity
- Training platform enrolment automation
Forms and User Experience
Evocate builds intuitive Power Apps forms for HR, managers, and new starters that capture the information needed to drive automation without overwhelming users with complexity.
- HR initiation form with role and department selection
- Manager checklist and confirmation interface
- New starter self service for personal details
- IT provisioning request and tracking views
- Mobile friendly design for field based managers
Reporting and Analytics
Evocate configures dashboards and reports that give HR, IT, and leadership visibility into onboarding pipeline, completion rates, bottlenecks, and compliance status.
- Real time pipeline dashboard for HR teams
- IT provisioning status and SLA tracking
- Bottleneck identification and process improvement data
- Compliance reporting for auditors
- Executive summary reporting for leadership
Training and Managed Services
Evocate provides training for HR administrators, IT teams, and managers plus ongoing managed services to keep workflows running as your organisation evolves.
- HR administrator training on workflow management
- Manager training on approvals and task completion
- IT team training on provisioning automation
- Ongoing managed services and flow maintenance
- Quarterly reviews and process optimisation
How It Works
A structured, low-risk path from discovery to go-live
Discovery
We learn your organisation, workflows, and goals before recommending anything.
Setup
Evocate configures Staff Onboarding & Offboarding to match your branding, data, and approval workflows.
Training
Hands-on training and a dedicated go-live support window for your whole team.
Support
Managed services, helpdesk, and health checks keep your solution running at its best.
Why choose Staff Onboarding & Offboarding?
New starters productive faster
Automated provisioning means accounts, access, and equipment are ready before day one rather than days or weeks after.
Nothing falls through the cracks
Automated task tracking with escalation ensures every step of onboarding and offboarding completes without manual chasing.
Reduce security risk from leavers
Automated offboarding ensures access is removed completely and promptly rather than relying on manual checklists.
Free HR from coordination overhead
HR teams stop spending hours chasing IT, facilities, and managers because the system handles coordination automatically.
No additional licensing
Runs on your existing Microsoft 365 subscription using SharePoint, Power Automate, and Power Apps.
Industries We Serve
Government
Onboarding automation for government agencies coordinating security clearance, system access, and compliance training across multiple departments.
Utilities & Energy
Onboarding automation for utilities and energy organisations coordinating safety inductions, site access, and operational system provisioning.
Defence
Onboarding automation for defence organisations coordinating clearance verification, classified system access, and mandatory training completion.
Transport & Logistics
Onboarding automation for transport and logistics companies coordinating fleet access, safety certifications, and operational system provisioning.
Healthcare & Aged Care
Onboarding automation for healthcare organisations coordinating clinical system access, credentialing, and mandatory training compliance.
NDIS & Community Services
Onboarding automation for NDIS and community service providers coordinating NDIS Worker Screening, system access, and mandatory training.
Mining & Resources
Onboarding automation for mining and resources companies coordinating site inductions, safety certifications, and remote access provisioning.
Professional Services
Onboarding automation for professional services firms coordinating client system access, professional registrations, and knowledge management orientation.
Evocate’s EVOLVE Methodology
A structured delivery rhythm that keeps discovery, validation, launch, and continuous improvement connected.
Engage
Map your current onboarding and offboarding processes, identify pain points, and understand role variations across departments and locations.
Validate
Assess integration requirements with HR systems, IT provisioning, asset management, and training platforms.
Optimise
Design workflow templates, forms, automation rules, and reporting dashboards based on your organisational structure and requirements.
Launch
Build, test, and deploy the onboarding system with training for HR, IT, and managers before processing the first new starter.
Verify
Measure time to productivity, task completion rates, and user satisfaction against baseline metrics from the manual process.
Evolve
Ongoing managed services including workflow updates for new roles, process optimisation based on data, and quarterly reviews.
Integration with the Microsoft 365 Ecosystem
Clean integration points across Microsoft 365, Power Platform, security, automation, and employee experience.
SharePoint
Central hub for onboarding resources, checklists, and documentation that new starters access throughout their first weeks.
Power Automate
Workflow engine that coordinates tasks across departments, sends notifications, and triggers provisioning actions automatically.
Power Apps
Custom forms for HR initiation, manager approvals, and new starter self service with mobile friendly design.
Microsoft Entra ID
Account provisioning, group membership, and licence assignment triggered automatically from onboarding workflow events.
Microsoft Teams
Welcome messages, team introductions, and task notifications delivered through Teams for immediate engagement.
Outlook
Email notifications for workflow participants who are not active in Teams, plus calendar invitations for orientation sessions.
Trusted by leading Australian organisations
Trusted by 186 organisations across Australia
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