Every joiner's accounts and laptop are ready before day one

When HR confirms a joiner in Darwinbox, the AI sets up the accounts, gets the manager's approval for extra access, assigns a laptop in Intune and chases every ServiceNow task until the joiner is ready.

Used day to day by
  • IT team
  • HR team
  • Hiring managers

How it runs with AI

The AI picks up each joiner in Darwinbox as soon as HR confirms the joining date. It builds the access list for that role and site, gets the manager's approval on Teams for anything beyond the standard, creates the accounts, assigns the laptop in Intune and chases every ServiceNow task. IT knows well ahead which joiners still have an open task.

How it is done today

HR emails IT a list of joiners, often a few days before they start. IT creates the account, then raises separate requests for the laptop, the SAP role and the shared folders, and each one waits on a different person. Many joiners spend their first morning waiting for a laptop or a login.

Step by step

Where the work happens, what the AI does, and where it hands over to a person.

  1. Step 1, AI

    Picks up each confirmed joiner with the role, site, manager and joining date

    Needs to know: When a joiner is confirmed

    In Darwinbox

    Exception to step 1

    Moves every task when HR changes the date, and closes them all if the offer is withdrawn

  2. Step 2, AI

    Builds the access list from the standard list for that role and site

    Needs to know: Standard access by role, Access by site, Items needing approval

    In Darwinbox , ServiceNow

  3. Step 3, Person

    Approves the SAP role and anything beyond the standard list on Teams

    In Microsoft Teams

  4. Step 4, AI

    Creates the accounts, assigns the laptop and opens a ServiceNow task for each step

    Needs to know: Laptop models by role, Who owns each task

    In Entra ID , Intune , ServiceNow

  5. Step 5, AI

    Chases the owner of each open ServiceNow task on Teams until the joiner is ready

    Needs to know: Task owners by site, Joining dates

    In Microsoft Teams , ServiceNow

    Exception to step 5

    Alerts the IT lead about any task still open close to the joining date

What stays with a person

  • Approves the SAP role and anything beyond the standard list on Teams

Apps in this example

  • Darwinbox
  • Entra ID
  • Microsoft Teams
  • Intune
  • ServiceNow

The same flow works with the apps you use.

This fits you if

  • More than 30 people join each month across your sites and offices
  • HR records joiners in Darwinbox and IT works from ServiceNow
  • Your laptops are set up through Intune and Windows Autopilot
  • Joiners sometimes wait for a laptop, email or SAP access after they start

What to watch for

  • The standard access list for each role belongs to IT and the department head, who review it twice a year. Anything beyond it, such as rights to approve payments in SAP, also needs the role owner's approval
  • On day one, IT hands the joiner a Temporary Access Pass from Entra ID, a one-time code that works for a set time, so the first sign-in happens in person
  • Accounts made ahead of day one stay unused until the joiner arrives. When HR marks a no-show in Darwinbox, the AI disables the account that day and the laptop goes back to stock

Read more

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