The first-week scramble
HR enters the hire in Workday on a Tuesday for a start date two weeks out. Then the emails begin. IT needs to know which applications. Facilities needs a desk and a badge. Procurement needs a laptop order, which needs a cost center, which the hiring manager has to supply. The manager keeps a personal checklist because nothing else shows the whole picture.
Day one arrives and the new hire has a badge and a desk, but no laptop and half the accounts. HR spends the week answering “where is my access?” instead of running orientation. None of the teams did anything wrong. They just had no shared process connecting their systems.
How onboarding runs in Kinetic
When the hire is saved in the HR system, Kinetic starts a workflow and selects a task set from the role, department, location and, where it applies, clearance level.
- Identity. Accounts are created in Active Directory and Entra ID with the role’s group memberships, and the hire is enrolled for MFA.
- Applications. Standard applications for the role are requested automatically. Anything outside the bundle goes to the manager or data owner for approval first.
- Equipment. The role’s standard laptop and peripherals are ordered from procurement with the cost center already filled in.
- Facilities. Badge, workspace and parking requests go out at the same time as the IT work, not after it.
- Checks and training. Background check confirmation, security training enrollment and policy acknowledgments are added for roles that require them.
- Manager tasks. The hiring manager gets the short list only they can do: a first-week plan, team introductions, a buddy.
Tasks that don’t depend on each other run in parallel, so the laptop order isn’t waiting on the Active Directory account. Requests that land in ServiceNow or BMC Helix stay there for the fulfillment teams, who keep working in their own queues. If something is still open a few days before the start date, it escalates to the owning team’s lead.
GreenState Credit Union
Before Kinetic, every GreenState hire meant HR finishing its part and emailing IT, IT re-keying the HRIS record to provision accounts, and security running its own checklist in its own system. Kinetic connected the three without replacing any of them. A single onboarding action now starts role-based provisioning across HR, IT and security, and new hires have their access on day one. GreenState reports an 85% reduction in manual onboarding work. Read the GreenState case study.
Where onboarding leads
Once hires flow through Kinetic, the same connections handle the rest of the employee’s time with you. Employee offboarding reverses the identity and equipment steps, and role change automation handles everything in between.