The Problem
Apex Healthcare onboarded 20-30 new hires a month, and the HR team spent 2 full days per person setting up accounts, chasing document signatures, provisioning software access, and coordinating with IT. It was error-prone, exhausting, and compliance failures during audits were a recurring risk.
The Solution
We built a trigger-based onboarding engine: the moment DocuSign records an accepted offer letter, a Make.com workflow kicks off a cascade - Google Workspace account created, role-based software access provisioned, welcome email sent, Day 1 schedule added to their calendar, and all compliance documents queued for e-signature. HR reviews a completion checklist, not a to-do list.
How We Did It
Process Archaeology
Ran workshops with HR and IT to document every step of the existing onboarding, including hidden dependencies like background check clearance gates and equipment lead times.
Trigger & Orchestration
Built the DocuSign to Make.com trigger that kicks off the workflow, with parallel branches for IT provisioning, HR paperwork, and manager notifications running simultaneously.
Access Provisioning
Mapped roles to software packages and built automated provisioning flows for Google Workspace, Slack, their EHR system, and 4 other tools via API and SCIM.
Compliance Audit Trail
Every action in the workflow writes a timestamped log to a compliance spreadsheet and triggers follow-up reminders if any step hasn't completed within the expected window.
Time Reduction
Compliance Rate
Hires Processed Monthly
Tools & Technologies Used
“New hires show up on Day 1 with everything ready - laptop, email, access, schedule. They always ask if we're always this organized. We are now.”
Dana F., HR Director - Apex Healthcare
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