Process Discovery
Part of Employee process automation
Coordinating joiner and leaver requests
Use a single event case to coordinate joiner and leaver requests, route owned tasks, handle date changes and confirm outcomes.
Coordinate each joiner and leaver request as one case per employment event. The case needs a trusted trigger, an effective time and named task owners. It should tell each team what to do and show the requester when the outcome is confirmed. Forwarded emails make changes and missed handoffs hard to trace.
Capture the request once
For a joiner, record a unique person identifier, approved name details, start date, manager, work location and role. Ask the manager to confirm access needs that the role template does not cover.
For a leaver, capture the person’s identifier, the effective time for ending access, the manager or HR contact, and any known equipment or special access. Restrict the case to information each task owner needs. An equipment team does not need the full HR record.
Check who is authorised to submit or change the event. A revised start or departure date should update the existing case and alert affected owners. Record what changed and when.
If two systems send the same event, match it to the existing case before creating more work. If identity or timing is ambiguous, pause the affected action and ask the authoritative owner to resolve it.
Essential Fields for a Joiner or Leaver Case
- Event and effective timeDetermines urgency and scheduling of tasks.
- Person identifierPrevents confusion from duplicate names.
- Manager and task ownersProvides clear escalation path for questions and exceptions.
- Required tasks and resultsShows what remains to be verified and confirms completion.
Turn the event into owned tasks
A joiner request can create separate tasks for account setup, approved access, equipment and physical entry. Some work can begin before the start date, but credentials and sensitive access still need the organisation’s approval and release rules. The manager should see whether essential first-day resources are ready, without controlling technical completion states.
For a leaver, separate time-critical access actions from equipment return and later administrative work. Assign each application or resource to the team that can verify its state. Include contractors and temporary workers in the process when they receive organisational access, even if their source event comes from a different system.
Case field / Why it matters
- Event and effective time
- Determines which tasks are urgent and when they should run
- Person identifier
- Prevents a same-name mix-up
- Manager and task owners
- Gives questions and exceptions a destination
- Required tasks and results
- Shows what remains to be verified
Joiner vs Leaver Request Requirements
- Joiner Request FocusAccount setup, access approval, equipment, physical entry — some tasks can begin before start date but require formal release.
- Leaver Request FocusTime-critical access revocation, equipment return, administrative follow-up — actions must be tracked and verified by responsible teams.
Handle changes and closure
Set a clear route for cancellation, delayed starts, changed last days and urgent departures. A cancellation should stop pending actions, but it may also require reversing work already completed. Record that reversal as its own task rather than silently deleting the case.
Close a case after its required outcomes are verified or an authorised owner has accepted a documented exception. Report open items with the person, resource, owner, effective time and next action. This gives HR and operations a shared view without suggesting that a sent request equals a completed handoff.
Key Process Metrics for Joiner/Leaver Coordination
- Access revocation within 1 hour of departure
- Critical for security compliance under ASD ISM guidelines
- Cases with unverified outcomes
- Should be reported and resolved weekly
