Whenever a candidate accepts a job offer from Level, the onboarding preparation automation begins by creating accounts for the new hire in several key pieces of software, such as Microsoft Office, Harvest, Pay with Extend, and Lastpass. All of these credentials are automatically stored in Lastpass, so the new team member can get started with a single login.

If Level’s current plan for a given piece of software doesn’t have any more licenses for a new user, then the automation will create an Asana task prompting IT to add an additional seat. Once the task is marked as complete, the account creation module runs again to set up the account. 

Going beyond account creation, the onboarding prep automation creates a project in Asana to manage every task that Level needs to complete before welcoming their new employee.

Several tasks and sub-tasks are automatically populated with the details of the new hire and assigned within the project, directing the relevant members of Level’s team to set up payroll, prepare laptops and equipment, and perform other tasks to get ready for onboarding. 

The onboarding preparation project and all of its tasks are created based off of templates in Asana, which Level can customize and edit however they’d like. If their procedures for new hires change, they can update the project in Asana without having to edit the automations themselves.

With their automated onboarding preparation workflow, Level’s team is better equipped than ever to prepare for the arrival of a new employee. All of the tasks they need to complete are created automatically, and their team leads can view the progress of each step by just checking Asana. 

Because so many tasks like account creation are accomplished automatically, Level’s IT department can focus their time on tasks that can’t be automated, like acquiring and configuring devices for new employees.