Automating User Access Provisioning and Deprovisioning
New hires often wait days for access to the systems they actually need because provisioning depends on someone manually working through a checklist across five or six different platforms, and that checklist frequently gets applied inconsistently between departments. The bigger risk sits on the other end: when someone leaves, deprovisioning depends on IT remembering to act on an email or a verbal heads-up from HR, and if that message gets missed, dropped, or delayed until the next scheduled review, a former employee can retain working access to email, file storage, or core business systems for days or weeks after their last day.
STARTING PRICE
From €299
Standard tier · Multi-step workflow with AI extraction/decisioning and 2-3 integrations.
Get a quote →Saves roughly 4-6 hrs/week plus eliminates same-day security exposure on departures.
How the automation works
We connect your HR system directly to your identity provider and business applications so that access changes are triggered by the actual HR event, not by a manual handoff. A new hire's start date and role in the HRIS automatically generates the correct set of accounts and permissions across your core systems on day one, using role-based templates rather than someone re-deriving access from scratch each time. When HR marks someone as terminated or their last working day passes, deprovisioning fires automatically the same day — accounts are disabled first, with full deletion staged after a defined retention window, and every provisioning and deprovisioning action is logged for audit.
Process flow
- 01
HR event fires trigger
A new hire is added, a role changes, or a termination date is recorded in the HRIS (BambooHR, Workday, or similar).
- 02
Resolve role-based access template ai
The employee's role and department are matched against a defined access template specifying which systems and permission levels they should have.
- 03
Provision or deprovision accounts integration
Accounts are created, updated, or disabled across the identity provider and connected applications (email, file storage, CRM, VPN) to match the resolved template.
- 04
Cross-check against actual access ai
A periodic sweep compares who currently has access to each system against what the HR record and access templates say they should have, flagging drift for review.
- 05
Log and notify output
Every action is written to an audit log, and IT and the employee's manager receive a confirmation with what was granted or revoked and when.
Inputs
- HR system employee records and status changes
- Role-based access templates
- Connected application and identity provider accounts
- Termination and last-working-day dates
Outputs
- Provisioned or deprovisioned accounts across systems
- Audit log of every access change
- Access drift report vs. defined templates
- Day-one access confirmation for new hires
Works with
Prefer a fully custom build instead of an off-the-shelf integration? We scope both options during your free consultation — most jobs like this one work fine on standard connectors, but higher-volume or non-standard systems sometimes need bespoke API work, reflected in the complex tier.
Where this goes wrong if you get it wrong
- The deprovisioning trigger has to be tied to an actual HR system event, not a manual checklist someone is supposed to run — checklists get skipped during busy weeks, and that's exactly when an offboarding gets missed.
- Disabling an account isn't the same as removing every form of access — API tokens, shared logins, mobile device management enrollment, and third-party SaaS accounts connected via SSO all need to be included in the revocation sweep, not just the primary email and directory account.
- Contractors and temporary staff often exist outside the standard HRIS record, so the trigger needs a defined path for non-employee access too, or this whole category of accounts stays invisible to the automation.
- A role change (promotion, department transfer) should trigger both a grant of new access and a review of what old access should be removed — automations that only add access on role change quietly accumulate permissions no one ever revisits.
Frequently asked questions
How fast does deprovisioning happen after someone leaves?
Access is revoked the same day the termination or last-working-day event is recorded in your HR system, not on the next scheduled review cycle.
What if we need to preserve a departing employee's files or email?
Accounts are disabled first rather than deleted, with a configurable retention window before permanent removal, so IT can transfer or archive content before it's gone.
Does this cover contractors who aren't in our HRIS?
We set up a separate intake path for contractor and temporary access so it's covered by the same automated review and revocation logic, even without a standard HR record.
Can it handle government or regulated environments with stricter access controls?
Yes, the access templates and audit logging are built to match the segregation-of-duties and approval requirements common in government and regulated sectors.