Smarter Week

How to automate it

How to automate “sort out broken syncs between HR, payroll, ATS and IT tools”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

45 min
typically, once a week
40%
of the time can be automated
A small project
to set up

Fix 1 of 2

Software featureBest fix

Make the HR system the one source of truth and turn on its integrations

When every change starts in the HRIS and flows to payroll, benefits and the ATS through native integrations, you stop keying the same change three times.

Typically saves about 50% of the time8 h to set up
  1. 1List every system that holds employee data and how data gets there today.
  2. 2Agree that changes start only in the HRIS.
  3. 3Turn on native integrations (ATS to HRIS, HRIS to payroll and benefits) in BambooHR, Rippling, Workday, HiBob or Paylocity.
  4. 4Where none exists, use a Zapier, Make or Workato flow.
  5. 5Run a monthly mismatch report between systems.

Tools: BambooHR · Rippling · Workday · HiBob · Paylocity · Workato, Zapier or Make

Fix 2 of 2

Automation

Have a hire or termination in the HR system create or remove accounts

When the HR record changes, accounts in email, chat and other apps are created or switched off automatically, so nobody is waiting on IT and leavers lose access the same day.

Typically saves about 50% of the time3 h to set up
  1. 1List the apps every new hire needs and who sets them up today.
  2. 2Use the built-in route if you have one: Rippling app management, or Okta or Microsoft Entra ID lifecycle workflows connected to your HRIS.
  3. 3Otherwise build a Zapier, Make or Power Automate flow that creates an IT ticket with all details when a hire is added.
  4. 4Test termination carefully: access off at the right time, with a manager check.

Tools: Rippling · Okta Workflows · Microsoft Entra ID lifecycle workflows · Zapier, Make or Power Automate

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

People ops / HRIS specialist

HourLeak · the 8-minute work audit

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Other common tasks for People ops / HRIS specialists