SaaS and Technology · Consulting, Technology
HR workflow automation that cut employee onboarding from 7 days to 2
A mid sized Indian tech company ran hiring, onboarding and exits over email and spreadsheets across several offices, which slowed joiners and left gaps in its HR audit trail. Using low code workflow automation on AksharAI, the HR team now runs offer approvals, document collection, IT provisioning and exit clearance as tracked workflows, with onboarding down from 7 days to 2.
7 days to 2Onboarding time for a new joiner- Client
- A mid sized software services company with offices in Ahmedabad, Pune and Bengaluru
- Region
- India
- Sponsor
- Head of HR and the IT operations manager
- Duration
- 10 weeks to the first three workflows live, 14 weeks for all five
Engagement model
O2E: Output Oriented Engagement
The outputs were fixed up front as five working HR workflows (requisition, offer, onboarding, transfer and exit), each accepted by the HR head before the next one started.
How O2E worksThe team
- HR process consultant1
- Workflow engineer2
- Integration engineer1
- QA engineer (shared)1
The challenge
Where things stood
- Recruitment, onboarding and exits were handled differently in each office and department, so nobody could say where a new joiner or a leaver stood.
- Offer letters waited in inboxes for approval from the hiring manager, finance and the business head, and candidates sometimes accepted other offers in the meantime.
- Joiners arrived to find no laptop, no email account and missing documents, and the first week went on chasing them.
- Exit clearances for assets, access and final settlement depended on reminders, which left compliance gaps that showed up in HR audits.
The approach
How we ran it
Weeks 1 to 3
Process mapping with HR and IT
We sat with HR business partners in all three offices and wrote down how each step actually happened, who signed off and what document was needed. Where offices differed, the HR head chose one version.
Weeks 3 to 7
Hiring and offer workflows
Built the requisition and offer approval flows from AksharAI HR templates in the visual workflow builder, with approval limits by grade and CTC band and an auto generated offer letter once the last approver signs.
Weeks 6 to 10
Onboarding and document collection
Joiners get a portal link before day one to upload PAN, Aadhaar, education and previous employment documents. IT, admin and payroll receive their own tasks with due dates the moment the offer is accepted.
Weeks 10 to 14
Exit clearance and audit logs
Exit requests now trigger parallel clearances from IT, admin, finance and the reporting manager, and every action is written to a log the HR team can export for an audit.
What it looks like
Representative screens
Drawn to show the kind of system we delivered. Client screens and data stay private.
Exit clearance EXT-2025-0148
- Employee
- Rohan Desai, Software engineer II
- Office
- Ahmedabad, SG Highway
- Last working day
- 31 Oct 2025
- Notice period
- 60 days, served in full
- Assets to return
- Dell Latitude 5440, access card, Jira and GitHub seats
- Estimated F&F
- ₹1,42,860 (leave encashment 12 days)
- Resignation accepted by reporting manager
- IT clearance: laptop returned, access revoked
- Admin clearance: access card and locker
- Finance clearance: advances and reimbursements
- Full and final settlement and relieving letter
What we delivered
Modules and features
- Manpower requisition workflow with budget check and approval by grade
- Offer approval flow with CTC band rules and auto generated offer letters
- Pre joining portal for candidates to upload KYC and education documents
- Onboarding checklist that assigns laptop, email, access card and payroll setup to owners
- Exit clearance workflow covering assets, access revocation and full and final settlement
- Compliance log of every approval and document, exportable for HR audits
- Dashboard of open requisitions, joiners this week and pending clearances by office
What changed
Outcomes
- 7 days to 2Onboarding time for a new joiner
- Every HR step logged for audit
- Each joining and exit task tracked to completion
Figures as reported by the client.
Looking back
Agreeing one version of each process across three offices took longer than building the workflows, and it was the part that mattered most. We would bring the IT team in from the first week next time, because laptop and access provisioning turned out to be the slowest step in onboarding and we only saw that once the HR side was already live. Keeping approval limits as editable rules paid off when the company revised its CTC bands two months after launch.
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