Introduction to HR Automation
Envision a system capable of generating offer letters, dispatching emails to candidates, and streamlining the document signing process through automation. This is precisely the enhancement we’ve implemented for our HR Operations team. Previously, creating an offer took the team upwards of four hours—a cumbersome and manual endeavor.
The introduction of specialized automation has revolutionized these tasks, enhancing efficiency and accuracy dramatically.
Identifying Challenges and Implementing Solutions?
What We Accomplished
We tailored our automation to meet the specific needs of HR Operations. Updates were made to automate the generation of offers for large-scale hiring initiatives, such as graduate and intern recruitment, and ad-hoc projects led by HR Business Partners focusing on strategic HR initiatives.
Additionally, we automated the task of sending supplemental documents to candidates along with their offers. This strategic move has eliminated ambiguities and enriched the candidate onboarding experience.
Insights into our solution
- Document Preparation – Assemble the necessary documents and store them on OneDrive.
- Document Review – Examine documents for any inconsistencies and update them in ClickUp.
- Distributing Offers – Send offer letters to employees and upload them to DocuSign.
- Handling Responses – Await responses from recipients.
- Tracking Updates – Upon receiving a response, update the details in Microsoft Office365 Excel and notify the candidate via email.
- ClickUp Updates – Make necessary updates to the ClickUp ticket.
- Notification System – Send notifications through Slack based on success or failure.
We developed this solution using Java-based microservices and Workato to ensure robust and scalable automation.
Advantages of HR Automation
Efficiency Gains
This automation has enabled the HR Ops team to generate roughly 300 offers in FY23 alone, saving approximately 1200 hours of manual labor.
Accelerated Hiring
Automation accelerates the process of generating offers, particularly for bulk hiring scenarios.
Enhanced Control and Security
The HR Ops team now maintains better oversight and control over their own ClickUp tickets, rather than sharing an instance with other departments.
Improved Reporting
Operating non-HR Ops on a separate ClickUp instance facilitates more straightforward queries and better analytics capabilities for HR Ops.