New-Hire Provisioning
Start account creation, equipment requests, and a day-one welcome sequence in Slack the moment an offer is accepted in Greenhouse.
The problem
IT often finds out about a new hire from a calendar invite, so day one starts with no laptop, no accounts, and a scavenger hunt for access. Recruiters chase checklists over email, and every handoff between HR, IT, and the hiring manager is a chance to drop something.
How it runs on Neblex
A Greenhouse webhook starts the flow the moment an offer is marked accepted. The hiring manager confirms the role profile through an approval step in the task inbox, with an SLA timer so the confirmation does not sit for a week, and a Data Table translates the profile into accounts, groups, and equipment.
Provisioning fans out in parallel with bounded concurrency: the Okta account and group memberships are created, the Slack invite is prepared, and the equipment request goes to IT as an assigned task, or through a hosted form when a vendor handles fulfillment. Per-step retries and replay from the failed step keep a single API error from derailing the start date.
Start dates live in a Data Table, and a daily cron flow checks who begins that day, activates the prepared accounts, and posts the welcome sequence in Slack. Everything is recorded in event-sourced run history and a hash-chained audit trail.
Step by step
Catch the acceptance
A Greenhouse webhook fires when the offer status changes to accepted.
Confirm the profile
The hiring manager approves the role profile from the task inbox, on an SLA timer.
Provision in parallel
Okta, group memberships, and the Slack invite run as a bounded parallel fan-out.
Order the equipment
IT receives an assigned task, or a hosted form routes the request to your hardware vendor process.
Run day one
A daily cron checks the start-date Data Table, activates accounts, and sends the Slack welcome sequence.
Platform capabilities used
- Webhook triggers
- Approval steps and task inbox
- Parallel fan-out with bounded concurrency
- Data Tables for state
- Cron schedules
- Replay from the failed step
Common questions
What happens when a start date moves?
Poll-based change detection can watch Greenhouse for updates, and the flow updates the start-date Data Table. The day-one cron reads the table each morning, so the welcome sequence follows the new date.
Who approves access before accounts are created?
An approval step pauses the run until the hiring manager, or anyone the task is reassigned to, confirms the profile. SLA timers with escalation keep the approval from stalling the start date.
Is there a record for compliance?
Yes. Every run is event-sourced and every provisioning action lands in a tamper-evident, hash-chained audit trail, so you can show exactly what was granted, when, and on whose approval.
Related use cases
Onboarding and Offboarding Automation
Turn Workday status changes into same-day provisioning in Okta and Google Admin, and revoke access the moment someone leaves.
IT & DevOpsITSM Automation
Automate the ServiceNow ticket lifecycle: intake from any channel, categorization, SLA-based routing, Jira handoff, and resolution updates in Slack.
AgenticIT Access Review Agent
An agent reviews access requests against role and policy, approves routine ones under set guardrails, and routes ambiguous cases to a human with reasoning.
Want this running on your stack?
Neblex Integration Fabric is in beta: full platform, free while in beta. Bring this workflow and we will map it to your systems.