1.Monitor updated database item
Integrate Notion and IT onboarding record systems to detect updated status fields and start access provisioning.
Provision access from onboarding record and notify user
Automatically monitor onboarding record status updates across Notion and normalize date fields with Formatter by Zapier. Create group assignments and send activation emails when Okta user lookups succeed or mappings are foundβso you can provision access on time without manual provisioning and follow-up.
How this automation provisions access on time
When onboarding records update, access delays can interrupt onboarding and offboarding plans. This automation maps onboarding fields, looks up service to group mappings, and assigns users in Okta while sending activation emailsβso your team can provision access without manual follow-up.
Notionor swap with your favorite app
2.Format date fields for comparison
Integrate Formatter by Zapier and data formatting tools to normalize date values for onboarding timing.
Formatter by Zapieror swap with your favorite app
3.Find service to group mapping
Integrate Zapier Tables and mapping databases to look up configured groups for each onboarded service.
Zapier Tablesor swap with your favorite app
4.Find and update user profile
Integrate Okta and identity tools to find the user and prepare user identifiers for group assignment.
Oktaor swap with your favorite app
5.Assign groups and send activation email
Integrate Okta and email delivery tools to assign mapped groups and send activation or reset emails.
Automate your work, your way
Build custom automations across your tools in minutes. Describe what you need, connect your apps, and create workflows without the manual effort.
Trusted by 3.4 million companies
Related automations
- Apps: Jira Software Cloud, AI by Zapier, Code by Zapier, Delay by ZapierSwap with your favorite apps.
Activate new hire accounts and add to team groups
Your onboarding issues lack a provisioned directory account, delaying access and blocking new hires from essential tools. It activates accounts and grants group access so hires can start same day.
- Apps: Google Sheets, Filter by Zapier, Google Groups, SlackSwap with your favorite apps.
Add new hires to company groups and notify IT
Your onboarding sheet leaves group memberships inconsistent and delays new hire access. It updates group membership and sends verification alerts so IT can confirm access same day.
- Apps: Google Drive, Google SheetsSwap with your favorite apps.
Add new onboarding and offboarding files to team dashboard
Onboarding and offboarding files land untracked in Drive, delaying IT and compliance access provisioning. These entries feed an operations dashboard for faster triage and same-day processing.
- Apps: Notion, Filter by Zapier, Google SheetsSwap with your favorite apps.
Add new user account requests to provisioning spreadsheet
Your account requests sit in a task database and need manual export, causing missed or delayed provisioning. Get requests appended to your provisioning sheet automatically so IT begins setup same day.
- Apps: Cognito Forms, Zendesk, Microsoft Entra ID, Microsoft Office 365Swap with your favorite apps.
Assign IT offboarding tasks and disable access on termination
You get termination forms with no consistent IT offboarding, leaving credentials active and devices uncollected. It creates IT offboarding tickets and disables accounts so access is revoked same day.
- Apps: Google Workspace Admin, Delay by Zapier, Airtable, SlackSwap with your favorite apps.
Assign workspace license, notify IT, and update onboarding record
Your new user accounts without assigned licenses stall onboarding and block tool access for hires. It assigns licenses, updates the onboarding record, and notifies IT so provisioning completes same day.
- Apps: Webhooks by Zapier, Code by Zapier, Formatter by Zapier, Delay by Zapier, AsanaSwap with your favorite apps.
Auto provision user accounts and update onboarding task
Your onboarding tasks miss provisioning updates and leave accounts unready. Tasks are updated with provisioning status and schedule so accounts are enabled before start dates.
- Apps: monday.com, Zapier Tables, Code by Zapier, Microsoft OutlookSwap with your favorite apps.
Block terminated user, remove access, and notify HR
Your offboarding board creates manual deprovision tasks that leave licenses and mailing memberships uncleared. Automating block and license removal gives HR payroll a confirmed notice same day.
- Apps: Webhooks by Zapier, Formatter by Zapier, Google CalendarSwap with your favorite apps.
Create access shutoff calendar events for departing staff
Your termination notices lack calendar events, causing missed deprovisioning and delayed access revocations. IT gets scheduled shutoff events to complete deprovisioning before offboarding deadlines.
- Apps: Schedule by Zapier, Formatter by Zapier, Google Sheets, Paths by Zapier, SlackSwap with your favorite apps.
Create account alerts for scheduled join and leave dates
Your join and leave roster entries miss owner follow-up, creating orphaned accounts or delayed provisioning. Get daily reminders so owners act ahead of the effective date.
- Apps: Google Sheets, Gmail, Trello, Jira Software Cloud, SlackSwap with your favorite apps.
Create and update onboarding tasks from hire requests
Your new-hire equipment sheet entries don't create an IT task, delaying provisioning. It makes tracked onboarding tasks and notifies IT and HR so equipment ships before start date.
- Apps: Webhooks by Zapier, Formatter by Zapier, Google CalendarSwap with your favorite apps.
Create calendar reminder to remove access after offboarding
Your offboarding records arrive without scheduled tasks, leaving account removals untracked and access lingering. Get calendar reminders for each departing employee so IT can remove accounts same day.
- View all
Explore all IT onboarding & offboarding automations
Simplify employee access changes with automated account provisioning, ticket routing, and deprovisioning tasks
Set up in minutes
Zapier connects your tools, triggers actions from real-time data, and streamlines workflows so your team can focus on what matters most.
Step 1
Connect your tools
Bring your apps together so information can move automatically between the tools your team already uses.
Step 2
Define the trigger
Choose the events that should start your workflow, like a new submission, updated record, completed task, or customer action.
Step 3
Automate and measure
Let your workflow handle follow-ups, updates, notifications, and reporting so your team can track progress and act faster.
See how teams are automating with Zapier (and loving it!)
Without Zapier, we would have needed well over 100 employees today just to do what we're doing. We would have been out of business by now.
David Laderberg, VP of Sales
Without having automation, we would have to at least be double our size. Doubling is a bit of a euphemism β I think we would have died or fallen back into oblivion.
Marcelo Lebre, Co-Founder
Zapier helps us close far above 50% more deals than we would without it. It is a key element of our overall strategy and, therefore, of our sales pitch.
Raphael Bochner, Founder and CIO
Zapier gives us unlimited flexibility and creativity. With Zapier, you're like an artist with a blank canvas. I don't know what we'd do without it.
Rishi Shah, CEO and Co-Founder
We don't just want to patch holes; we want to build scalable, future-proof systems. Zapier is helping us do that.
Allen Lai, Head of Customer Experience
We've been able to scale our operations while staying lean. Zapier lets us do more without needing more people.
Jacob Sirrs, Marketing Operations Specialist
Ready to automate your workflow securely?
Streamline processes, uncover new opportunities, and respond faster to change. Empower your team to get more done, without the manual work.