Onboarding at Scale
Context
A construction company hiring roughly 800 employees per year was managing onboarding manually across disconnected systems.
New hires filled out the same information 20+ times across different forms and systems: name, address, tax information, emergency contacts, all entered repeatedly.
This created delays, compliance risk, and constant rework. HR and payroll staff spent 20-30 minutes per hire gathering and re-entering data from multiple forms.
Constraint
Volume made manual fixes impossible. Each hire required duplicate data entry across multiple systems, creating errors that cascaded.
Managers couldn't add new hires to schedules immediately because payroll hadn't processed paperwork. Other departments couldn't be notified of arrivals.
Any data entry error in one system had to be manually corrected in all others.
Design Decision
A fully automated onboarding flow was designed where employees fill out their information once and the system automatically populates all downstream systems via API.
All required federal and state compliance paperwork is generated and signed electronically.
Once paperwork is complete, all data flows automatically to payroll and HRIS. Managers and other departments are notified instantly of new arrivals.
Outcome
Onboarding time per new hire reduced from 20-30 minutes of manual work to immediate system entry.
All 800 new hires annually are instantly in the system with 100% compliance paperwork signed and all required federal and state documentation complete.
HR and payroll no longer manually enter data, eliminating errors from duplicate entry. Payroll data is now accurate and automatic. Managers can immediately assign schedules without waiting. Other departments are notified instantly of new arrivals so they can be ready.
Selected Feedback
What collaborators have shared about this work.
Randy W
"Ashley looks beyond simple fixes to build scalable foundations and architected a system that reduced manual effort while giving leadership a single source of truth."
Jovan R
"Ashley excels at reconciling business requests with real user needs across teams and systems, consistently identifying gaps and improving workflows."
Harley S
"Ashley transformed raw data into actionable insights and implemented systems that improved recruiting efficiency and decision making."
Jordan J
"Ashley translates complex data into clear, actionable insights and works effectively with stakeholders at all levels of an organization."