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I’m looking for suggestions for a better way of creating/managing new hire onboarding. Our current process is:

  1. supervisor/manager submits an online new hire form via a link on our intranet (Microsoft Forms/Lists & SharePoint)

  2. Once the form is complete, it goes through Microsoft Power Automate → Flows to:

  • generate checklists in Microsoft Planner for 2 separate teams to work on (general account setup, hardware requested, required forms, EMR account setup)

  • send emails to 2 separate groups alerting them to a new hire submission (we can get rid of this step, as the ticket generation is enough)

  • create 2 tickets in our RMM system (via email) for the new hire submission (one for each team - this is due to the “time worked” feature in our tickets, so that each group gets the appropriate credit)

Here is the info that is generated from the new hire form:

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Here’s what the checklist currently looks like (we’re not looking to change the checklist - it works very well for us, and makes sure everything is done the same way):

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We just think there has to be a better way than using 3-4 different pieces of software to do this, and there’s some minor annoyances with Planner as well - it won’t let us “archive” or move completed checklists to a different plan, which leaves the planner extremely cluttered.

Any and all suggestions or ideas are welcome!!

8 Spice ups
2

Well, 3-4 different software may sound bad, but it seems like the end user just mainly deals with one and the other 2-3 pieces is part of the backend automation that distributes the information to where it needs to go. If your rmm is also your ticketing system, can people submit tickets to your RMM directly with a ticket that matches a template like your checklist and have the rmm distribute the information?

4 Spice ups
3

That’s a good idea, and our ticket system is part of our RMM, but the feature for custom submission templates isn’t available yet. :face_with_raised_eyebrow:

And it is mostly all on the backend, but making changes or edits can be difficult and time-consuming with so many different pieces.

Another major component is that the flows/planner/lists, etc, were all created by a user who is no longer with the company, and as I’m having a difficult time duplicating it under my account, we now have to keep this terminated user’s AD/3635 account active or it breaks the process.

2 Spice ups