We automated onboarding for a fast-growing B2B SaaS company. Set-up starts the moment an offer is signed, and AI assigns the right software access. 90% of the process is now automated, and 14k hours have been recovered.
Client: Blend RegistersIndustry: HR TechService: AI & Automation
Overview
Client
Blend Registers
B2B SaaS company scaling from 1,000 to 5,000 employees
Engagement snapshot
The challenge
Onboarding relied on 12+ manual hand-offs between the HR system, IT provisioning and department leads. Once hiring passed 500+ people a month, new starters were waiting 4 days after their start date for full system access.
IT worked through a Jira ticket for every new hire, and HR chased signatures and training by email. Every 100 new hires meant hiring another HR coordinator just to keep the data moving.
Late hardware and software set-up cost an estimated $1.2M a year in lost output while new hires ramped up.
Granting access by hand led to inconsistent permissions and stale accounts, which gave attackers more ways in.
Checks on required legal and privacy paperwork happened after the fact and were prone to human error.
The solution
We set up live webhooks from the applicant tracking system (Greenhouse), so provisioning starts the moment a candidate signs their offer.
AI assistants read job titles and team data to decide which software licences and Slack channels each new hire needs.
Every onboarding milestone, from signed NDAs to hardware receipt, sits in one traceable dashboard for people operations and audit teams.
Key features
AI reads each new hire's role to set up the right licences and Slack channels once an offer is signed.
Business impact
Provisioning cut from 48-72 hours to under 2 minutes
A Slack assistant answers new hires' how-to questions from indexed internal knowledge.
Business impact
90% of onboarding automated
An automatic API bridge keeps Workday and Okta profiles matched, so old accounts are not left active after someone leaves or changes role.
Business impact
Zero manual access gaps
Documents are routed securely, and sensitive employee data is redacted automatically to meet GDPR and SOC 2 requirements.
Business impact
100% audit compliance
An AI assistant in Slack answers 85% of new hires' "How do I..." questions, using the company's indexed internal knowledge bases.
Business impact
90% automation rate
Before and after
Before
Manual tickets
IT handled a Jira ticket for every new hire, which took 48-72 hours.
After
Instant trigger
AI assistants set up Okta, G Suite and Slack in < 2 minutes after the offer is signed.
Before
Chasing by email
HR teams chased signatures and training completions through long email threads.
After
Automatic checks
The system sends reminders and blocks system access until privacy training is completed.
Before
More hires, more admin
Every 100 new hires needed another HR coordinator to manage the data.
After
Same team, more hires
The platform handles 1,000+ hires a month without any extra admin staff.
Results
90% Manual Effort
Automated workflows replaced 12 separate manual hand-offs across IT, HR and payroll systems.
Before: CumbersomeAfter: 90% Automated
100% Onboarding Completion
Hardware, software and training paths are all ready before the new employee first logs in.
Before: 4-Day LagAfter: Ready Hour 1
14,000 Annual Hours Saved
People operations and IT now spend their time on growing the business instead of setting up accounts.
Before: SaturatedAfter: 14,000 Hours
Testimonial
“Provisioning a new hire used to take 48 to 72 hours. It now takes under 2 minutes from the moment an offer is signed. With 90% of onboarding automated, we have had zero access gaps while scaling.”
Matthew MartinezVP of People Operations, Blend RegistersKey results
Trust and control
Employee data is encrypted in transit and at rest, with tightly scoped access to sensitive fields.
SOC 2-readyEach automated action, from provisioning to reminders, is kept in a permanent audit trail.
TraceableCloud-based microservices keep performance steady during large hiring waves.
Scales with demandThe client owns 100% of the IP in the automation logic and custom system connectors.
100% ownedFaster delivery
Reusing these components saved about 6.5 weeks of setup. The team spent it on access rules and the Slack assistant.
Gave the team tested Okta, G Suite and Slack account set-up, triggered by each signed offer.
Replaced the 12 manual hand-offs with automated steps and reminders.
Showed people operations and IT where each new hire was in onboarding, and flagged any step that stalled.
Checked that each new hire received only the software licences their role needed.
Onboarding ran through 12+ manual hand-offs between the HR system, IT provisioning and department leads. Once hiring passed 500 people a month, new starters waited about 4 days for full system access. That cost an estimated $1.2M a year in lost output, and manual access left stale accounts.
When a candidate signs an offer in Greenhouse, a webhook starts provisioning straight away. AI reads the job title and team data to choose the right software licences and Slack channels, then sets up Okta, G Suite and Slack in under 2 minutes. Workday and Okta profiles stay in sync automatically.
Every milestone, from signed NDAs to hardware receipt, is tracked in one traceable dashboard for people operations and auditors. The system sends reminders and blocks system access until privacy training is completed. Sensitive documents are redacted automatically, and employee data is encrypted in transit and at rest.
If new starters wait days for laptops and logins, we can help you trigger their access from the signed offer and track every onboarding step.