Bathco Switzerland onboards a new hire in one click
Onboarding is one of the few processes that requires three departments to act in sequence, on a deadline, for someone who does not yet work at the company.
HR produces the offer and the paperwork. IT provisions accounts and hardware. Operations arranges everything else the person needs to be useful. Each step depends on the one before, none of them share a system by default, and the handoffs between them are usually an email saying the previous step is done.
When any handoff is late, the effect lands on the new starter's first day. They arrive without a laptop, or without access, or with both and no idea who to ask.
What we built
Bathco Switzerland's onboarding now runs as a single connected workflow across Google Sheets, Make.com, Microsoft SharePoint and monday.com.
HR completes the role offer template. One click starts everything else:
- A location-based employee ID is generated
- A personalized offer letter is created from the template
- The letter is emailed for approval
- A structured SharePoint document repository is built for that employee
- The employee record is created in monday.com, with onboarding tasks and deadlines already assigned
At that point the process continues without anyone driving it. Notifications go to the people who need to act. Tasks track their own progress. Equipment assignment and IT provisioning are coordinated through monday.com rather than through email between departments, so HR can see whether IT has done its part without asking.
Equipment, tracked properly
Inventory is built into the same system rather than sitting beside it. Laptops and equipment are assigned to people, tracked while they hold them, and reallocated when they leave or change roles.
This is the part that usually degrades first in a manual process. Equipment lists are accurate on the day they are written and drift from then on, because updating a spreadsheet after handing someone a laptop is the kind of task that gets deferred and then forgotten. Tying assignment to the onboarding workflow means the record is created by the act itself.
Results
- Up to 70 to 80% reduction in manual onboarding work
- Onboarding setup reduced from hours to minutes
- Near-zero administrative errors, since data is entered once and flows onward
- New starters ready faster, with HR, IT and Operations working to the same schedule
- Full visibility of every onboarding across departments, in one place
- Hiring volume can grow without adding administrative headcount
The last point is the one that compounds. Manual onboarding costs roughly the same effort per hire regardless of how many you make, so the administrative load grows in step with the company. Removing the duplicate data entry and the manual documentation means the process absorbs more hires without absorbing more of anyone's week.