Employee onboarding agent: automate the arrival of new employees

This use case presents an employee onboarding agent capable of automating all IT tasks related to the arrival of a new employee (accounts, licenses, access, communications). It enables IT departments in SMEs and mid-market companies to significantly reduce the time spent on onboarding, limit errors, and improve the experience of new employees from day one.

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Example H2

AI use case: employee onboarding agent

This use case presents the implementation of an employee onboarding agent capable of automating all IT tasks related to the arrival of a new employee.
It is intended for CIOs of SMEs and mid-market companies who want to make their processes more reliable, reduce repetitive tasks, and improve the employee experience from day one.

For IT managers of small and medium-sized businesses

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The problem: time-consuming IT onboarding that leads to errors

Each new employee arrival triggers the same sequence:

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Create the user account in Active Directory / Entra ID
Assign the right Microsoft 365 licenses
Create the mailbox and configure distribution groups
Grant SharePoint access according to the service
Send the login details and welcome kit
Plan mandatory safety training
Order equipment (if applicable)
Update the personnel register

Average time: 2 to 3 hours per onboarding.

For an SME with 150 employees and a 20% turnover rate, this represents 30 onboarding processes per year, or 60 to 90 hours of repetitive IT tasks.

And above all:

risks of oversight (access not granted, training not planned),
Frustration among employees (the new hire arrives, nothing is ready).

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The solution: an AI orchestrator agent for employee onboarding

The solution is based on an orchestrator agent triggered by a simple HR form or a line in an Excel file:

Name: Martin Dupont
Department: Sales
Manager: Sophie Bernard
Start date: February 15, 2026

The agent automatically executes:

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Creating an Entra ID account with standard attributes
License allocation according to the "Commercial" profile
Add to Teams and SharePoint groups for the service
Sending personalized welcome emails to managers and employees
Creation of the "Safety Training" event in the calendar
Notification to IT support for workstation preparation

The IT department receives a summary report.
Human intervention: 0.

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How does an employee onboarding agent work?

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Concrete benefits measured after deployment

Time per onboarding
Before: 2–3 hours
After: 5–10 minutes (validation)

Availability time
Before: D+1 to D+3
After: D0

Taux d’erreur (oubli d’accès)
Avant : ~15 %
Après : < 1 %

New employee satisfaction
Before: Variable
After: High

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What IT Systems brings to this AI use case

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Entra ID and Microsoft 365 expertise
Identity management for clients such as Speedy (1,680 users), EDHEC (9,400 students), and PREVEAM (6 sites).
Mastery of Power Automate and Copilot Studio
Orchestration of flows without heavy development, using native Microsoft tools.
Ready-to-use templates
Proven building blocks, tailored to your context and internal rules.

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Technical requirements for deploying an employee onboarding agent

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Microsoft 365 Business Premium or E3/E5
Entra ID (Azure AD)
Power Automate (included in the above licenses)
A usable HR repository (Excel, HRIS with export or form)

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Implementation period

2 to 4 weeks for a standard workflow
(account creation, licenses, groups, email).

Possible extensions:
HRIS integration, automated equipment ordering, mirrored offboarding.

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→ Learn more: AI agents for businesses

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How many IT hours do you lose to onboarding each year?

Let's do the math together.
Get in touch with our team

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