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New Starter Access Provisioning Chase

Example prompt: "A week before each new starter's first day, work out which accounts they'll need based on their role, raise a Jira ticket for each one, and chase the owners as the start date gets closer so day one isn't spent waiting on logins."

The Problem

Every new starter needs a handful of accounts on day one — email, Slack, the CRM if they are in sales, the design tools if they are in product, the codebase if they are in engineering. The pattern is well known but the requests still arrive late: HR confirms the offer two weeks out, IT does not get a clean access list until the Friday before, the design tools admin is on leave, and the new starter spends Monday morning shadowing somebody else's screen because their own logins are not ready. The repeating cost is the gap between what role-based access should be and what gets requested ad hoc when somebody notices it is missing.

How GloriaMundo Solves It

We build a workflow that runs every morning. An integration step reads the new-starter list from the HR system (or a Google Sheet that HR maintains) and filters to anyone starting in the next 7 days who has not already been processed. A code step computes the access list from a role-and-team matrix — sales gets the CRM and the dialler, engineering gets the codebase and the CI tools, everybody gets Google Workspace and Slack. An integration step opens a Jira ticket per access item, assigns it to the owner of that system, and links the tickets together under an epic for the starter. A conditional step then runs a daily chase as the start date approaches — a Slack DM to the owner three days out, a manager copy at one day out, and an escalation to the IT lead on the morning of the start date for anything still open. Glass Box preview shows the computed access list, the ticket bodies, and the chase messages before any tickets are raised.

Example Workflow Steps

  1. Trigger (scheduled): Every weekday at 09:00.
  2. Step 1 (integration): Read the new-starter list from the HR system (BambooHR, Workday, or a Google Sheet that HR maintains), filtered to anyone starting in the next 7 days.
  3. Step 2 (code): For each new starter, compute the required access list by looking up their role and team in the role-access matrix stored in Google Sheets.
  4. Step 3 (integration): For each access item, search Jira for an existing ticket on the (starter, system) pair before raising a new one; if found, skip; otherwise create the ticket assigned to the owner of that system and link it to the starter's onboarding epic.
  5. Step 4 (conditional): For each open ticket, branch on days-until-start — 7+ days no chase, 3 days warning DM to the owner, 1 day warning DM with the manager copied, 0 days escalation to the IT lead.
  6. Step 5 (integration): For each chase band, draft and send the relevant Slack DM or channel message; log every chase to the starter's onboarding epic so the trail is visible.
  7. Step 6 (integration): On the morning of the start date, post a single message to #it-onboarding on Slack summarising the starter's name, role, manager, and the status of each access item — green, amber, red — so the IT lead can see at a glance what still needs hands-on work.

Integrations Used

  • Google Sheets — the role-access matrix and (optionally) the new-starter list maintained by HR
  • Jira — the ticket per access item, grouped under the starter's onboarding epic
  • Slack — the chase DMs to system owners and the morning-of summary in #it-onboarding

Who This Is For

Internal IT teams at companies that hire steadily — a couple of new starters a week — where the access checklist is the same every time but a different person owns each system, and where day-one logins are a visible measure of how IT is doing.

Time & Cost Saved

A clean new-starter access flow involves the HR notification, the ticket-per-system, the chases on the systems that go quiet, and the day-of confirmation that everything is in place — typically 90 minutes spread across an IT coordinator's week per starter, with the visible cost of the starter who cannot log in on Monday absorbed by their team. This workflow does the listing, ticket-raising, and chasing automatically; the coordinator's time goes into the cases the chase flagged as still red on the morning of the start date.