Employee Onboarding and Offboarding Workflows for HR and IT Teams
Employee onboarding and offboarding are among the most cross-functional workflows in any organization. HR, IT, security, and managers all play a role, and when coordination breaks down, the result is lost productivity, security gaps, and frustrated new hires.
This use case shows how organizations use can Giva to manage onboarding and offboarding workflows with clear ownership, consistent execution, and full visibility across teams.
The Challenge: Too Many Handoffs, Not Enough Accountability
Onboarding and offboarding issues usually aren't caused by lack of effort but by fragmented processes:
- HR collects information in one system
- IT provisions access in another
- Managers rely on email or checklists
- Security reviews happen late (or not at all)
- Offboarding steps are missed under time pressure
Without a shared workflow, critical steps fall through the cracks, especially during high-volume hiring or sudden departures.
The Challenge: Too Many Handoffs, Not Enough Accountability
Onboarding and offboarding issues usually aren't caused by lack of effort but by fragmented processes:
- HR collects information in one system
- IT provisions access in another
- Managers rely on email or checklists
- Security reviews happen late (or not at all)
- Offboarding steps are missed under time pressure
Without a shared workflow, critical steps fall through the cracks, especially during high-volume hiring or sudden departures.
What "Good" Onboarding and Offboarding Looks Like
A well-designed onboarding/offboarding workflow creates clarity across teams:
- Requests are initiated consistently: HR or managers submit onboarding/offboarding requests through a guided intake.
- Tasks are automatically created: IT, security, and other teams receive clear, actionable tasks.
- Access and equipment are tracked centrally: Nothing relies on memory or email threads.
- Ownership is clearly defined: Each step has a responsible team and status.
- Progress is visible to stakeholders: HR and managers can see what's complete and what's pending.
- Every action is logged: The organization retains a clear audit trail.
Common Onboarding and Offboarding Pitfalls
Organizations often struggle with employee lifecycle workflows because they rely on informal coordination:
- Requests submitted by email or chat
- No standardized onboarding checklist
- Delayed system access for new hires
- Missed access removal during offboarding
- Little visibility into completion status
These issues slow productivity on day one, and increase risk on day last.
Common Onboarding and Offboarding Pitfalls
Organizations often struggle with employee lifecycle workflows because they rely on informal coordination:
- Requests submitted by email or chat
- No standardized onboarding checklist
- Delayed system access for new hires
- Missed access removal during offboarding
- Little visibility into completion status
These issues slow productivity on day one, and increase risk on day last.
How Giva Supports HR + IT Onboarding Workflows
Giva helps organizations manage employee lifecycle workflows by bringing structure, automation, and visibility into one system.
Guided Intake for HR and Managers
Using a self-service portal or hosted web forms, HR teams and managers can submit onboarding or offboarding requests through a standardized process. Required fields ensure IT gets the information it needs up front.
Clear Task Assignment Across Teams
Requests can be routed to the appropriate teams — IT, security, facilities, or others — with clear ownership and due dates. This reduces follow-ups and keeps work moving.
Centralized Tracking and Visibility
All onboarding or offboarding steps are tracked in one place in parent/child relationships. HR and IT leaders can see:
- What's completed
- What's pending
- Where delays occur
Controlled Access and Accountability
Role-based access ensures teams only see the tasks relevant to them. All actions are logged, creating a reliable record of who did what and when.
Smoother Employee Transitions With Giva
Organizations use Giva to replace ad-hoc onboarding processes with consistent, repeatable workflows. Teams report faster onboarding, fewer missed offboarding steps, and better coordination between HR and IT, without relying on spreadsheets or email chains.
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We selected Giva in 2014 because you were $1 million cheaper and had about 80% of the functionality of ServiceNow®, and we could get up and running in many orders of magnitude less time with Giva than ServiceNow.
Mike Norman
Director
Giva's HIPAA compliant cloud IT help desk application has been an important foundation to our new strategy in IT, and has helped us achieve a 90% Service Level Agreement (SLA) compliance.
Louis Duhé
Vice President & Chief Information Officer
Giva is very easy to use and intuitive, and quick and cost-efficient to set up and customize. It is a highly visual product with icons and 'human friendly formats' that remind me of the Apple genre, with a clean, easy, elegant and simple to use interface.
Michael Kircher
Vice President Customer Service
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David Burne
IT Leader
Giva is a pleasure to use, it is highly functional, we were up and running fast and the technical support is outstanding. We are very pleased with our choice of Giva.
Chris Jerry
Support Center Manager
Giva is an outstanding IT service desk product and we recommend it to anybody that wants to increase customer satisfaction and IT productivity while lowering costs by saving man-hours.
Eric Taylor
IT Manager
The Giva Service Management Suite is a highly reliable solution which meets the demanding and high expectations of our customers.
Jim Kline
Director of Technology Group Operations
Which Solution Is Right for You?
See an Onboarding and Offboarding Workflow in Action
Employee transitions shouldn't be chaotic or risky. With the right workflow, HR and IT teams can work together smoothly, even during periods of change.
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