Employee Onboarding App
A UK facilities management business was running employee onboarding and offboarding manually, with HR juggling multiple systems, folder creation and inconsistent processes. We built an Employee Lifecycle Management app that automates the journey from new starter to leaver, creating Microsoft 365 accounts, assigning licences and groups, generating SharePoint folders from templates, tracking onboarding tasks and deprovisioning accounts on departure.
Employee onboarding was running on manual coordination across multiple systems
The client’s employee onboarding and offboarding processes were entirely manual. HR administrators had to coordinate across multiple systems with no central workflow. When a new employee started, HR manually created the user account in Microsoft 365, assigned licences, added the user to SharePoint groups, built the employee record folder and ran through onboarding tasks by hand. The coordination was time-consuming, error-prone and produced an inconsistent experience for new starters.
SharePoint folder creation was a particular drag. HR built folder structures from scratch for every employee, copying templates and applying permissions one by one. The result was slow, inconsistent, and made employee records hard to locate later. Onboarding tasks were tracked informally in inboxes and notes, with no visibility of who had done what, so steps were missed and new starters waited days to become fully productive.
Offboarding carried the bigger risk. When employees left, accounts had to be deactivated, licences removed and access revoked across multiple systems by hand. Delays in that process were a security gap, with leavers potentially retaining access to company data. There was no way to guarantee accounts were deprovisioned consistently, which created compliance exposure and a steady cost overhead through licences that were never reclaimed.
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Manual Microsoft 365 provisioning
HR creating user accounts, assigning licences and configuring SharePoint group memberships by hand for every new starter.
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Inconsistent folder structures
Employee record folders built manually, with variations in structure, permissions and organisation across the business.
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No task tracking workflow
Onboarding tasks tracked informally with no visibility of completion status, leading to missed steps and delays.
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Security risks on departure
Leavers potentially retaining access due to manual deprovisioning delays, creating security and compliance exposure.
Complete employee onboarding and lifecycle automation
We designed and built an Employee Lifecycle Management app that automates the full employee onboarding journey and the offboarding that follows it. When HR adds a new starter, the system creates the Microsoft 365 account, assigns licences and groups, generates SharePoint folders from templates, raises onboarding tasks and registers the employee in connected systems. On departure, accounts are deactivated, licences reclaimed and access revoked across every connected system. The build uses the same Microsoft Graph API patterns that sit behind our wider Power Platform consultancy work.
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Automated employee onboarding with Microsoft Graph API
When HR adds a new starter to the model-driven app, Power Automate calls Microsoft Graph to create the user account in Azure AD, generate a temporary password with reset required on first login, assign the correct Microsoft 365 licences and add the user to the right SharePoint groups based on role and department. Provisioning completes within minutes of the record being saved.
Microsoft Graph APIAzure ADAuto ProvisioningLicence Assignment -
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Template-based folder creation in SharePoint
The platform creates each employee record folder in SharePoint from a predefined template, with consistent structure and permissions applied automatically. HR no longer builds folder structures by hand. The app provisions the folder, applies the correct permissions and returns the location for storing employee documentation, giving compliance and HR a predictable place to look every time.
SharePointTemplate FoldersAuto PermissionsConsistent Structure -
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Onboarding task management and system integration
Onboarding tasks are assigned to HR automatically, with real-time visibility of completion status so nothing slips. The app surfaces the data needed to register the employee in other business systems where direct API integration was not cost-justified, and adds new starters to the company’s health and safety audit system. Microsoft Forms integration sends an introductory health check to every new employee for HR to monitor.
Task AutomationMicrosoft FormsAudit IntegrationStatus Tracking -
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Automated deprovisioning on departure
When an employee is marked as a leaver, Power Automate deactivates the Microsoft 365 account, strips assigned licences, removes SharePoint group memberships and removes the user from connected third-party systems. The result: no security tail from delayed offboarding, licences reclaimed the same day and a full audit trail of when each account was deprovisioned and by whom.
Auto DeactivationLicence RemovalAccess RevocationAudit Trail
Twelve weeks from discovery to go-live
A structured programme integrating Microsoft Graph API, SharePoint and third-party systems to automate the full employee onboarding and lifecycle. Delivered through iterative sprints with security testing throughout, following Microsoft Power Platform ALM guidance across Dev, Test and Production environments.
Security-First Design
The employee onboarding platform was built with enterprise security at its core. All Microsoft Graph API calls use delegated permissions with appropriately scoped consent. Account provisioning follows least privilege, and deprovisioning workflows revoke access immediately to close the gap left by manual processes. Every provisioning and deprovisioning action writes a full audit record.
🔄Automated Lifecycle
- •Azure AD account creation
- •Automatic licence assignment
- •SharePoint group membership
- •Template-based folder creation
- •Onboarding task workflows
- •Health check integration
- •Instant deprovisioning
Secure, consistent employee lifecycle management at scale
HR Admin Time
Manual account creation, folder setup and system coordination removed. HR focuses on people, not administration.
Account Provisioning
New employee onboarding completes within minutes, with accounts, licences, groups and folders configured automatically.
Folder Consistency
Every employee record folder follows the same template, with the correct permissions applied for compliance and easy retrieval.
Security Delays
Leaver accounts deactivated the same day, licences reclaimed and access revoked across all connected systems.
Task Tracking
Onboarding tasks assigned automatically with real-time visibility of completion status. Nothing falls through the gaps.
Audit Trail
Full history of every provisioning and deprovisioning action with timestamps and user, ready for compliance and security audits.
Got a manual process you want to replace?
Book a free 30-minute discovery call. We will map your current process, show you what the Power Platform can do for your business and give you a clear view of what is achievable, with no commitment required.