Employee Onboarding Process Automation
This project digitizes employee onboarding with online forms, document submission, digital signing, and approval workflows, automatically storing approved records in SharePoint Online for secure access, compliance, and future reference.
Client Overview
A UK-based IT services company with operations across multiple business units. The HR team wanted to move away from manual paperwork and email-based onboarding to a unified, digital platform that ensures accuracy, security, and faster processing.
Technical Stack
Industry
Hi-Tech
Region
United Kingdom (UK)
Project-size
Non-Disclosable
Company size
Mid-scale company
Implementation Highlights
Designed and developed a Power Apps form to capture employee details including personal, banking, and identification information.
Integrated digital signature functionality for employee confirmation and HR authorization.
Built multi-level approval workflows using Power Automate for HR verification and manager approval.
Configured SharePoint Online document libraries for secure storage of approved onboarding forms and supporting documents.
Set up automated notifications and status updates at each approval stage.
Implemented role-based access control ensuring HR and management visibility only.
Challenges & Solutions
Manual onboarding with multiple spreadsheets and email threads caused delays and errors.
Solution:Developed a centralized Power Apps form integrated with SharePoint lists, automating the entire process end-to-end.
Missing or incomplete employee data slowed down approvals.
Solution: Added field validation, mandatory checks, and conditional visibility in Power Apps to ensure data completeness before submission.
No centralized repository for onboarding forms.
Solution: Configured a structured SharePoint document library with metadata tagging and version control to store finalized and signed forms securely.
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8+
Years of Business
Experience
100+
Happy
Customers
15+
Countries with
Happy Customers
100+
Agile enabled
employees
Results & Impact
- Reduced onboarding processing time by over 60%.
- Enabled digital signatures and audit trails for compliance.
- Eliminated manual paperwork and improved data accuracy.
- HR team gained a centralized and searchable repository for employee documents.
Key Learnings & Achievement
- Power Platform tools (Power Apps, Power Automate, and SharePoint) enable rapid, scalable, and low-code digital transformation across business processes.
- The solution has been systematically documented as a structured knowledge repository and reference framework, enabling other organizations to review, adopt, and replicate the implementation approach. This establishes the solution as a proven model, enhances credibility, and motivates prospective organizations to engage with us
