In the insurance industry, speed and accuracy in onboarding new employees directly impact operational readiness. Every day a new joinee waits for system access is a day of lost productivity for them and for the teams they support.

A leading general insurance company was facing exactly this bottleneck. With a growing workforce and a fully manual employee mapping process, the IT team was spending significant time on repetitive, rule-based tasks that had nothing to do with their core responsibilities. The organization needed a smarter, faster, and more scalable approach to new employee onboarding into its Human Capital Management (HCM) system.

Clover Infotech stepped in with a UiPath-based Robotic Process Automation (RPA) solution that transformed the entire process enabling faster onboarding, eliminating manual effort, and freeing the IT team to focus on what truly matters.

The Challenge:

The new employee mapping process was entirely manual, creating delays and consuming valuable IT bandwidth at every step.

• The HR team would share a list of new joinees with the IT team, triggering a manual handoff process.
• The IT team then manually mapped employee details from the list to create unique login IDs and system-generated passwords.
• Login credentials were manually emailed to each new joinee to grant access to the HCM system.
• The end-to-end process was repetitive, time-consuming, and prone to human error.
• As hiring volumes grew, the manual effort scaled proportionally with no way to absorb increased workload without additional resources.

It was a textbook case of a rule-based, high-volume process that was consuming skilled IT resources and slowing down the onboarding experience for every new employee.

The Solution:

Clover Infotech designed and deployed a UiPath-based unattended RPA solution to fully automate the new employee mapping and HCM onboarding workflow from end to end.

Key deliverables included:

• Automated Data Fetching — New joinee details were automatically retrieved from the HR-provided input, eliminating the manual handoff between HR and IT teams.
• Automated ID and Password Creation — Unique login IDs and system-generated passwords were created automatically based on predefined business rules, ensuring consistency and accuracy across every record.
• Automated Credential Distribution — Login credentials were automatically emailed to each new joinee’s registered email ID, enabling immediate access to the HCM system without any manual intervention.
• Full Process Automation — The entire workflow from data ingestion to credential delivery was automated, enabling the IT team to redirect their time and skills toward business-critical functions.

The Value:

• Faster Employee Onboarding — New joinees received their HCM access credentials significantly faster, reducing onboarding delays and improving Day 1 readiness.
• Eliminated Manual Effort — The IT team was completely relieved of repetitive data mapping and credential distribution tasks.
• Improved Accuracy — Automated ID creation based on defined rules eliminated the risk of human errors in credential generation.
• Scalable Without Additional Resources — The automation handled growing hiring volumes without requiring additional IT headcount.
• IT Team Refocused on Core Work — With rule-based tasks fully automated, IT resources were freed to concentrate on strategic, business-critical activities.
• Consistent and Standardized Process — Every new employee went through the same automated workflow, ensuring a uniform and reliable onboarding experience.

By automating new employee mapping with its HCM system, this leading general insurance company turned a slow, manual onboarding process into a fast, accurate, and scalable operation one that grows with the business without adding to the workload.

Is your IT team still spending time on repetitive, rule-based tasks? It’s time to automate. Write to us at marketing@cloverinfotech.com

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