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HIPAA Compliance Checklist for 2025
Manual user provisioning is a time-consuming task for IT teams. Visiting each application to assign access is inefficient, error-prone, and delays employee productivity. As enterprises scale, this process becomes a bottleneck, consuming valuable resources and introducing security risks.
CloudEagle.ai automates user provisioning, eliminating the need for IT teams to manage each app individually. By integrating with your tech stack, CloudEagle.ai ensures that new hires receive access to the right tools immediately, while reducing manual effort and security gaps.
Let’s explore how CloudEagle.ai streamlines employee onboarding, accelerates productivity, and reduces IT workload.
TL;DR
- Manual onboarding wastes countless hours and risks security issues from errors or missed steps.
- CloudEagle.ai automates onboarding with instant app access for new hires—fast, smooth, and error-free.
- HR and IT teams save time and focus on strategic work while new employees start contributing immediately.
- The platform enforces accurate access control, reduces human errors, and supports compliance audits.
- Every new hire experiences a consistent, streamlined onboarding process, creating a strong first impression.
The Challenges of Manual Onboarding
Do you know that companies spend an average of $4,000 and 24 days to hire and onboard a new employee? This lengthy and inefficient process, when done manually, leads to the following challenges:
1. Time-Consuming and Resource-Heavy: Manual onboarding requires significant time and effort from HR and IT teams. IT teams must manually visit each application to provision access, diverting valuable resources from other critical tasks and reducing overall productivity.
2. Inefficient and Error-Prone: IT teams often rely on identity providers like Okta or Sailpoint, but many apps aren't integrated with these systems. This forces IT to manually log in and update access, causing delays and potential mistakes. As a result, new employees might miss essential tools or have too much access, leading to security risks.
3. Risk of Human Error: Manual onboarding processes are more prone to errors. Human errors, like missing a necessary document or missetting user permissions, can cause delays and create issues.
4. Inconsistent Processes: Without a standardized system, each new hire will undergo a different process, leading to inconsistencies. This can make it challenging to ensure that every employee receives the same level of app access.
“Successful onboarding is about creating alignment between the employee and the organisation, so that they can hit the ground running.” - Andrea Derler, Senior Research Analyst
5. Difficulty Tracking Progress: Without a clear, automated system, tracking the status of each onboarding task can be difficult. This can lead to confusion and missed deadlines, delaying the completion of onboarding.
6. Delayed Time to Productivity: Onboarding delays directly impact employee productivity. Forbes reports that 87% of organizations using onboarding automation achieve faster time to productivity for new hires.
Without the right tools in place from day one, employees waste valuable time chasing access or waiting for provisioning, ultimately delaying their ability to contribute effectively.
Automate Employee Onboarding: CloudEagle's Solution to Challenges
CloudEagle.ai simplifies and automates the onboarding and offboarding process, addressing common IT team pain points caused by manual provisioning. Let’s explore how CloudEagle’s powerful platform resolves these challenges:
1. Streamlined Access Management with Centralized App Catalog
In manual onboarding and offboarding, IT teams face delays as employees request apps via email or Slack, requiring manual approvals and license allocation. This process is time-consuming and error-prone.
However, with CloudEagle.ai, it becomes easier for employees to request approved apps from the self-service app catalog. IT teams can manage approvals efficiently while keeping compliance logs. The catalog automatically updates, reducing manual entry and ensuring proper visibility across departments.
With CloudEagle.ai’s automated approval process, IT can reduce the mean time to resolution for access requests by up to 80%, ensuring faster and more secure employee onboarding.
2. Automated Onboarding and Offboarding: Zero-Touch Provisioning
Manual provisioning and deprovisioning are cumbersome and lead to inconsistent access, which can result in security risks and wasted resources.
CloudEagle.ai automates the entire onboarding and offboarding process. When an employee joins or leaves, CloudEagle.ai detects the change and automates the process, provisioning the correct apps or revoking access in real-time.
This role-based automation ensures that employees receive the right access for their roles and that licenses are updated to reflect the changes in access status, eliminating the need for IT teams to log into each application manually. This reduces human error, enhances security, and boosts IT productivity.
3. Accelerated Onboarding with Time-Bound Access
One of the main challenges with manual onboarding is the delay in granting access to required tools. CloudEagle.ai eliminates this bottleneck by automating the process. Employees are granted access immediately based on their roles, ensuring they are productive from day one.
CloudEagle’s Just-in-Time (JIT) access grants users the necessary permissions only for the duration of their task, reducing unnecessary access and minimizing security risks. Once the task is done, their access is automatically revoked, ensuring compliance and preventing over-provisioning.
4. Automated Role Assignments
IT teams spend a significant amount of time managing license allocation, particularly when new hires require specific applications.
CloudEagle.ai automates license management, allowing IT teams to set up predefined rules for role-based access. When an employee joins, CloudEagle.ai auto-assigns licenses based on their role, ensuring they only get the tools necessary for their tasks.
This automated license reclamation helps manage software costs by making sure unused licenses are freed up when employees leave or change roles.
5. Enhanced Security and Compliance
Onboarding and offboarding are not just about granting and removing access but ensuring that security protocols are followed at every step.
CloudEagle.ai ensures that only the necessary access is granted to employees based on their roles and responsibilities, enforcing the least privilege principle. With automated and continuous access reviews, CloudEagle.ai helps companies maintain robust security and compliance with standards like ISO 27001, SOC2 Type, GDPR, etc.
How Can You Automate Onboarding with CloudEagle.ai?
CloudEagle.ai simplifies key onboarding tasks, making the process faster, secure, and error-free. It integrates with over 500 tools, including your existing systems, and uses pre-configured workflows to easily provision accounts, assign permissions, and securely set up new hires.
Let’s see how you can automate this process:
Step 1: Navigate to the “Access Management” module on the CloudEagle.ai platform. Select “Auto-Provisioning” to set up workflows for granting app access to new employees.
Step 2: Configure the “Global Auto-Provisioning” settings.
Step 3: On the settings page, define the source of auto-provisioning (e.g., Okta sign-on details), specify the days and times for auto-provisioning, and select the required time zone.
Step 4: After setting up global auto-provisioning, click “Add Rule.” Enter details such as department, job title, and location for when a new user joins.
Step 5: Assign users to the appropriate Okta groups based on their roles and requirements.
Step 6: Select the apps to be provisioned to the new user in this section of the page.
Step 7: After entering all required details, click “Save” to apply the rule.
Step 8: Once the rules are set, when a new employee joins the company, the onboarding workflow will automatically start for them based on these rules.
Take a look at the testimonial from Alice Park, IT Ops Manager at Remediant, where she shares how CloudEagle.ai simplified and streamlined their employee onboarding process, saving hundreds of hours and allowing her team to focus on strategic tasks.
Key Benefits of Automated Onboarding with CloudEagle.ai
Do you know that Glassdoor has found that organizations with a strong onboarding process improve new hire retention by 82 percent and productivity by over 70 percent.
To achieve similar results in your organization, automating employee onboarding with CloudEagle.ai will benefit your HR teams and new hires with the following advantages:
Here's how CloudEagle.ai transforms onboarding:
1. Saves Time and Effort: With CloudEagle.ai, you can automate manual provisioning tasks like adding users and granting app access, drastically cutting down the time and effort needed to onboard new hires.
Know how automating onboarding with CloudEagle.ai can save up to 500 hours annually.
Also, this automation ensures HR and IT teams get to focus on more important work while the process runs smoothly without extra effort. Recent reports suggest that HR teams using onboarding automation save up to 50% of administrative time.
2. Ensures Consistency Across Teams: Organizations with a standardized onboarding process see a 50% boost in the productivity of new hires. When you use CloudEagle.ai, you can be sure that all your new hires follow the same steps, no matter their role or team.
With pre-configured auto-provisioning workflows, everyone gets timely access to the required apps. This guarantees a uniform process where nothing is overlooked, and everyone experiences the same smooth onboarding.
3. Improve Organizational Security: If you are concerned about internal security, CloudEagle.ai has you covered. Automating onboarding with the tool reduces human errors, ensuring new employees receive the appropriate access and permissions promptly.
Sometimes, employees require access to specific apps for certain projects, but they don’t need full access. And not all employees require admin or privileged access.
To stay secure, CloudEagle allows you to set up privileged access, time-based access, and location-based access tailored to different employee access requirements. This approach enhances security by ensuring employees have only the access they truly need.
4. Faster Onboarding Experience: Reports show that new hires who experience a structured onboarding process are 58% more likely to stay with the company after three years.
To support this, your employees will have a smooth experience getting access to the required SaaS apps and can start working from day one with CloudEagle.ai. The platform speeds up onboarding by removing manual delays.
New hires get the tools and access they need immediately, helping them become productive faster and making the entire process smoother for both employees and HR teams.
5. Aids Compliance by Tracking Access: Compliance is an ongoing process, and failing to maintain it can lead to severe penalties and issues. Therefore, you don't want compliance problems to result in consequences.
To manage this, you need a platform like CloudEagle.ai to track who has access to what, making it easy to stay on top of compliance audits and regulatory requirements. This simplifies the process and ensures access control is always in check.
To understand the impact of CloudEagle.ai, check out this success story on how the platform helped Remediant streamline user provisioning and deprovisioning.
Initially, Remediant’s IT team struggled with manual user provisioning and deprovisioning for multiple SaaS apps, leading to time-consuming tasks. After implementing CloudEagle.ai, they saved 1,470 hours per year on onboarding and 1,690 hours per year on offboarding.
With this remarkable transformation achieved, Alice Park, IT Ops Manager at Remediant, said,
“We are relieved that we no longer have to access each application to grant and revoke access. CloudEagle.ai's provisioning module saved us hundreds of hours every month and helped us focus on more strategic tasks.”
Conclusion
According to Talmundo, 78% of employees with a positive onboarding experience feel a stronger connection to their company and hold a more favorable view of their employer. Thus, it becomes a priority for your organization to make new hires feel they belong.
With CloudEagle.ai, onboarding is no longer manual or time-consuming. New hires get the right app access on day one, without IT or HR chasing approvals. Compliance checks run automatically, errors are reduced, and provisioning that once took weeks is now done in hours.
The impact is clear: faster employee productivity, time savings for IT and HR, stronger compliance, and full visibility into SaaS usage.
If you want to automate employee onboarding and accelerate productivity while reducing security risks, CloudEagle.ai delivers a complete automated solution.
Schedule a demo today and see how quickly you can streamline employee onboarding.
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