Client Overview
A large entertainment company hires hundreds of seasonal employees each summer. These employees must complete multiple state and federal forms, such as tax documents, employment agreements, and safety training acknowledgments, before they can begin work. The company struggled with slow, manual onboarding processes that caused delays, compliance risks, and administrative headaches.
The Challenge
Before working with BBCH Group, the company’s onboarding process was:
- Manual and paper-based – Employees filled out physical forms, leading to lost paperwork and delays.
- Time-consuming – HR staff spent hours tracking who had completed which forms. Form many different locations across the southwest.
- Error-prone – Incomplete or incorrect documents required employees to redo paperwork, delaying start dates.
- Difficult to track – There was no central system to verify document completion and compliance.
With summer employees coming in waves, the company needed a faster, digital solution that could handle high volumes efficiently.
Our Solution: An Automated Onboarding System
BBCH Group designed and implemented a seamless employee onboarding system using Microsoft Power Automate, SharePoint, and Power Apps to:
- Automate Document Collection & Signing – We built a digital form system using Power Apps where employees could fill out and e-sign all necessary paperwork online, eliminating the need for physical documents.
- Trigger Automatic Workflows – When a new hire was entered into the system, Power Automate automatically:
- Sent them a customized email with a secure link to their onboarding forms.
- Notified HR when documents were completed.
- Routed completed forms to a secure SharePoint folder for compliance tracking.
- Ensure Compliance & Accuracy – The system validated required fields, ensuring all forms were filled out correctly before submission, reducing HR follow-ups.
- Provide Real-Time Tracking & Reporting – Using Power BI, HR had a live dashboard showing:
- How many employees had completed onboarding.
- Who was still pending.
- Any missing documents or compliance issues.
The Impact
The company saw instant improvements in its onboarding process:
- 50% Reduction in Onboarding Time – Employees could complete forms before their first day, allowing them to start working immediately.
- 100% Compliance – No more missing or incomplete documents, ensuring the company met all state and federal requirements.
- Paperless & Secure – All documents were stored in SharePoint, making retrieval easy while improving data security.
- HR Saved 15+ Hours per Week – HR no longer had to manually track, print, or scan forms, freeing them up for higher-value tasks.
- Scalability for Seasonal Hiring – The system easily handled hundreds of employees per season, without requiring additional staff.
Conclusion
By leveraging Microsoft Power Platform, the company transformed its outdated, manual onboarding process into a fully digital, automated system. This solution streamlined seasonal hiring, ensured compliance, and saved both time and money.
At BBCH Group, we help businesses eliminate inefficiencies with smart, automated solutions. Want to simplify your onboarding? Let’s talk.