Employee Onboarding with n8n & UiPath
Automated HR-IT provisioning: on a new hire in the HR tool, n8n creates all API-capable accounts automatically, while UiPath sets up access in legacy systems without an interface via the GUI. Days turn into hours—with a clean audit trail. Delivered by Groenewold IT Solutions in Leer/East Frisia (Made in Germany).
Employee Onboarding with n8n & UiPath
Automation
The Challenge
Eight to ten systems, many manual steps, something gets forgotten
A new hire needed access across many systems: email, collaboration, project tools, VPN, line-of-business software, and time tracking. Account creation was spread across several people and tickets, took days, and was error-prone—regularly an account or permission was missing on day one.
Legacy systems without an API as the bottleneck
Some access had to be created in an in-house line-of-business application and a time-tracking system—both without a usable interface. Exactly these steps stalled manually and caused delays. In addition, IT security (ISO 27001) required a traceable record of who received which access and when.
Our Solution
Onboarding workflow & provisioning
n8n starts on the HR event
As soon as a new hire is created in the HR tool, an n8n workflow starts. It automatically provisions the Microsoft 365 or Google Workspace account, adds distribution lists, creates Jira and Confluence access, opens a VPN ticket, and triggers the hardware order. In parallel, n8n sends a welcome email with a checklist and schedules onboarding tasks.
UiPath provisions the API-less systems
For the interface-less line-of-business software and time tracking, a UiPath robot handles creation via the graphical UI: creating users, assigning roles, setting master data. n8n passes the required data to UiPath in a structured way and receives a success message back. The entire onboarding path—API world and legacy—is driven from one workflow.
Traceable and secure
Every step is logged: accounts created, roles assigned, timestamps, and owners. This meets audit requirements and makes later offboarding equally structured. Built with least-privilege permissions and separate technical users by Groenewold IT Solutions in East Frisia.
Results
Ready to work on day one
Instead of scattered tickets over several days, the new hire is fully equipped on the first day. HR and IT are relieved of repetitive clicking; forgotten permissions become the exception rather than the rule.
Reference for HR-IT automation
The project shows how provisioning can be automated across the boundary between modern cloud and legacy systems—with n8n for APIs and UiPath for interfaces without a connection.
Features
Feature overview
- Trigger on a new entry in the HR tool (Personio / BambooHR)
- Automatic creation of Microsoft 365 / Google Workspace
- Jira, Confluence, and distribution-list provisioning
- VPN ticket and hardware order triggered
- UiPath setup in line-of-business software & time tracking without API
- Welcome email with checklist and task scheduling
- Complete logging for audit / ISO 27001
- Delivery by Groenewold IT Solutions (Made in Germany)
Project Details
Project
Mid-sized company with a grown IT landscapeCompleted
Design and rollout (reference project)
Technologies
More References
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