Introduction
Once these processes are in place, it becomes seamless to scale and adapt them across your company. Automation improves employee retention, creates a positive first impression, ensures consistency, and speeds up HR operations. We’ve identified several key areas in HR where automation can bring significant improvements:
- Learning & Development
- Administration
- Onboarding
- User Credential Creation
- Travel & Expense Management
- Time Recording
- Employee Master Data Management
- Talent Acquisition
- Performance Management
Today, we’ll focus on onboarding, user credential creation, and the company portal.
Onboarding Automation
Let’s look at an example. One client, a Romanian company called MCRO, wanted to streamline freelancer onboarding.
Problem:
Previously, they had to manually fill in documents, send them for signing, and manage a long checklist of tasks.
Solution:
We automated the process:
- A form (e.g., in Airtable) collects freelancer details.
- Six onboarding documents are auto-filled.
- Documents are sent for e-signature using tools like DocuSign or Zoho Sign.
- Once signed, they’re automatically stored in the freelancer’s folder.
This eliminates errors, saves time, and standardizes the process.
IT Onboarding & Access
After contract signing, the next step is system access. Instead of manually setting up:
- Google Workspace or Microsoft accounts
- Project management tools (Jira, Trello)
- Communication tools (Slack, Teams)
...we automate it. The new hire receives access immediately, including a welcome email and links to key platforms like the company portal.
Assigning Trainings
We can go even further and assign personalized training paths automatically based on the employee’s role. These paths might include:
- YouTube videos (e.g., GDPR training)
- Internal LMS content
The system also schedules review meetings at 1, 2, and 3 months to track progress.
Leave Request Automation in Microsoft Teams
Many companies use Microsoft Teams. Here’s how we automate leave requests:
- Employees complete a leave request form inside Teams.
- Managers get notified and approve directly in Teams.
- Upon approval, we:
- Send an out-of-office setup reminder.
- Create calendar events.
- Notify the team.
- Assign a handover task in Microsoft Planner.
You can also create similar forms for travel requests, work-from-home, or other needs.
Task Automation from Teams Messages
With Teams, you can even create tasks from messages. For instance:
- Right-click a message > “Create ClickUp Task”
- Choose task details (priority, due date)
- Task is created automatically in ClickUp
- A confirmation is sent back to Teams
It saves time switching between platforms.
Internal Company Portal
Every company should have an internal hub with:
- Company info
- Training links
- Payment and HR documents
- Company policies
We built a portal in Airtable in under 5 hours. Features include:
- Employee login
- Profile & holidays tracker
- Leave requests
- Auto-generated documents
- Payslip access
- Training status tracker
It’s scalable, easy to maintain, and enhances employee experience.
How We Help at MakeItFuture
We offer full digital consultancy:
- Process analysis and mapping
- Technology selection
- Workflow development
- Custom integrations and web apps
- Training and support (1-on-1, enterprise-level)
We also provide support ticketing and process monitoring, with plans to expand to 24/7 support soon.
Looking Ahead: AI + HR
We believe AI tools like ChatGPT will transform HR by:
- Generating job descriptions
- Summarizing CVs
- Personalizing onboarding
We’re planning a second webinar focused on AI in HR. If you're interested, please subscribe and send your suggestions for topics you'd like to see.
Q&A Highlights
Q: Is the digital signature legally valid in Romania?
A: Yes. While Romania doesn’t have a specific law, it follows the EU directive (eIDAS) from 2019. Tools like DocuSign comply with this law and signatures based on email/phone are legally accepted.
Q: What about GDPR and data security?
A: All platforms we use (e.g., Make, Airtable) have servers in the EU. Make is owned by Celonis, a German company. Your data stays in your infrastructure and is encrypted. We can provide whitepapers on request.
Schedule a Free Call
If you’d like a personalized discussion about how we can help digitize and automate your processes, feel free to book a call with me using the link we’ll send via email.
