1. Overview
A Fortune 500 manufacturing corporation managing tens of thousands of employees worldwide faced challenges in its employee onboarding process, which relied heavily on manual paperwork and emails. This led to delays, approval bottlenecks, and a lack of transparency.
Each new hire took about 2–3 weeks to complete onboarding procedures — from preparing contracts and granting internal accounts to conducting initial training and allocating devices. To shorten processing time, minimize manual errors, and enhance employee experience, the company chose BAP as its partner to develop an Employee Onboarding System built on Microsoft Power Apps.
2. Challenges
The client’s previous onboarding process encountered several major issues that affected both efficiency and employee experience:
Fragmented information across multiple departments (HR, IT, Admin, Training), leading to data duplication and loss.
Lack of transparency in approval workflows, making it difficult for HR to track the status of each case.
Manual paper-based storage caused delays in document retrieval, review, and auditing.
No automated tracking tool, resulting in delayed device allocation and account setup.
High administrative costs due to the need for multiple staff to handle large onboarding batches.
The client required a comprehensive digital solution to unify processes, automate approvals, and ensure real-time monitoring while maintaining strict internal security standards.
3. Solution
The Microsoft Power Platform team at BAP designed and implemented a customized Employee Onboarding System with the following key components:
3.1 Custom Power Apps
User-friendly interface customized by role (HR, IT, Manager, Employee).
Centralized management of employee information: personal profile, contracts, training checklist, equipment, and system access rights.
3.2 Process Automation with Power Automate
Automated approval workflows for onboarding steps.
Notifications, reminders, and completion confirmations via email and Microsoft Teams.
Real-time updates on each employee’s onboarding status.
3.3 Centralized Data & Document Management
Integrated SharePoint as a centralized repository for electronic documents.
Implemented department-based access control to ensure HR data security.
3.4 Reporting & Analytics
Interactive dashboard displaying onboarding progress, departmental performance, and pending tasks.
Power BI integration for monitoring HR KPIs and forecasting workloads.
4. Results
65% reduction in onboarding time — from 3 weeks to less than 1 week.
90% increase in new employee satisfaction thanks to faster and clearer processes.
Saved over USD 150,000 annually through reduced manual labor and optimized workflows.
Ensured compliance with ISO/IEC 27001 standards for data security.
Achieved full transparency — all departments can track onboarding progress in real-time.
5. Conclusion
With Microsoft Power Apps, the company successfully transformed its manual onboarding process into a fully automated, scalable, and integrated system within its existing Microsoft ecosystem (SharePoint, Teams, Outlook).
This solution not only saved time and costs but also significantly enhanced employee experience, reinforcing the company’s image as a modern and professional enterprise.
Want to achieve similar results?
Let BAP help you digitize internal processes with Power Apps — from HR and asset management to approval workflows and customer service.
Contact our Power Platform experts today to discover the optimal solution for your business.
