CASE STUDY
How Vasion Used Its Own Automation Solution To Cut Onboarding Time In Half While Its Workforce Do
The Customer
Industry: B2B Software
For more than a decade, Vasion has been helping companies simplify their print infrastructure, automate business processes, and integrate their technology in a more secure environment. Vasion's goal is to help organizations simplify processes through simple, cost-effective, and easy-to-implement digital tools that work together, removing bottlenecks and improving efficiency.
Summary
Vasion’s rapid growth posed a substantial challenge for their People Team: how to onboard twice as many new hires without doubling the workload. They turned to the same product they offer customers, Vasion Automate, to eliminate manual tasks and redundant technologies. Their actions reduced new hire processing times by 50%—saving resources while the company’s workforce was doubling in size.
The Numbers
200%
increase in workforce
50%
decrease in processing time
5
costly technologies eliminated by 1 automation platform
The Challenge
Vasion’s People Team faced a complex, time-consuming offer letter and onboarding process. HR Generalist Robyn Clayton managed this process across multiple systems, including:
• Workable (an applicant tracking system)
• Google Forms
• Adobe PDF
• Gmail
• DocuSign
This manual approach led to inefficiencies and increased the risk of human error, causing delays at essential points in the onboarding process. The People Team had to chase down approvals and signatures across various systems, and any misspellings or incorrect dates required processes to restart. And when key team members were out of the office, the People Team experienced increased administrative burden, searching for and rerouting digital paperwork to suitable delegates to keep the process moving.
When Vasion leadership committed to doubling the company’s headcount in the next year, Robyn knew she’d need a more scalable solution.
• Workable (an applicant tracking system)
• Google Forms
• Adobe PDF
• Gmail
• DocuSign
This manual approach led to inefficiencies and increased the risk of human error, causing delays at essential points in the onboarding process. The People Team had to chase down approvals and signatures across various systems, and any misspellings or incorrect dates required processes to restart. And when key team members were out of the office, the People Team experienced increased administrative burden, searching for and rerouting digital paperwork to suitable delegates to keep the process moving.
When Vasion leadership committed to doubling the company’s headcount in the next year, Robyn knew she’d need a more scalable solution.
The Solution: Vasion Automate
Vasion Automate streamlines manual processes and connects people, teams, systems, and departments to recover the efficiencies that are only possible with deep business process automation. Robyn collaborated with Vasion’s Digital Transformation Engineer, Lauren Cohen, to map out and implement automated workflows, including digital signatures, using Vasion Automate.
Using Vasion Automate, the People Team enabled:
Using Vasion Automate, the People Team enabled:
Automated Offer Letters
Hiring managers now kick off the process by submitting required data points on a Vasion Form. This triggers a structured workflow that automatically generates the appropriate offer letter template based on predefined categories (salary, commission-based, part-time, internal promotions, etc.). This significantly reduced manual entry, produced fewer errors, and resulted in much less back-and-forth.
Hiring managers now kick off the process by submitting required data points on a Vasion Form. This triggers a structured workflow that automatically generates the appropriate offer letter template based on predefined categories (salary, commission-based, part-time, internal promotions, etc.). This significantly reduced manual entry, produced fewer errors, and resulted in much less back-and-forth.
Seamless Approvals
Approvals no longer require extensive email exchanges, with automated workflows routing offer letters to the appropriate stakeholders. With a few simple clicks, stakeholders used Vasion Automate Digital Signatures to review, approve, and route the letters to the next stakeholder—all while having visibility into where the letter was in the approval process.
Approvals no longer require extensive email exchanges, with automated workflows routing offer letters to the appropriate stakeholders. With a few simple clicks, stakeholders used Vasion Automate Digital Signatures to review, approve, and route the letters to the next stakeholder—all while having visibility into where the letter was in the approval process.
Onboarding Automation
Once the offer letter is fully signed using the Signature feature in Vasion Automate, it automatically kickstarts another series of workflows:
○ New hires receive personalized orientation emails at key milestones leading up to their first day of employment, eliminating the need for HR to send email reminders manually.
○ One of the automated emails links to a Vasion Form where new hires can select their preferred computer type. Once completed, it triggers a workflow to an IT team member to procure and ship new hires their requested devices and other supporting equipment, such as monitors.
Once the offer letter is fully signed using the Signature feature in Vasion Automate, it automatically kickstarts another series of workflows:
○ New hires receive personalized orientation emails at key milestones leading up to their first day of employment, eliminating the need for HR to send email reminders manually.
○ One of the automated emails links to a Vasion Form where new hires can select their preferred computer type. Once completed, it triggers a workflow to an IT team member to procure and ship new hires their requested devices and other supporting equipment, such as monitors.
Notifications and Updates via Slack
Vasion Automate integrates with Slack, allowing hiring managers to receive Slack reminders about required actions needed to keep onboarding processes flowing.
Vasion Automate integrates with Slack, allowing hiring managers to receive Slack reminders about required actions needed to keep onboarding processes flowing.
The offer letter process is a perfect proof of concept; it illustrates that Vasion Automate does exactly what we say it does.
—Lauren Cohen, Digital Transformation Engineer, Vasion
The Results
• 50% Reduction in HR Processing Time: Vasion Automate cuts the onboarding and offer letter processes in half, estimated to be worth $25,000 in labor cost savings each year. Better yet, HR can focus on higher-value tasks.
• Elimination of Redundant Systems: Vasion replaced Google Forms, Adobe PDFs, and DocuSign, reducing tech stack complexity and saving over $8,000 per year.
• Enhanced Accuracy and Compliance: Implementing standardized templates and required fields ensured an error-free offer letter process.
• Scalability During Growth: Vasion Automate was able to cut complex processing time in half, even while the company was scaling by 200%, preventing HR bottlenecks.
• Elimination of Redundant Systems: Vasion replaced Google Forms, Adobe PDFs, and DocuSign, reducing tech stack complexity and saving over $8,000 per year.
• Enhanced Accuracy and Compliance: Implementing standardized templates and required fields ensured an error-free offer letter process.
• Scalability During Growth: Vasion Automate was able to cut complex processing time in half, even while the company was scaling by 200%, preventing HR bottlenecks.
The Impact
Today, the People Team continues relying on Vasion Automate, with these integral processes continuously running smoothly in the background. “I often joke that if Vasion Automate suddenly disappeared today, I’d submit my two-week notice tomorrow,” says Robyn.
I often joke that if Vasion Automate suddenly disappeared today, I’d submit my two-week notice tomorrow.
—Robyn Clayton, Human Resources Generalist, Vasion
Cohen, who manages automation across the company, highlights the success of the transformation: "The offer letter process is a perfect proof of concept; it illustrates that Vasion Automate does exactly what we say it does.”
Based on the incredible success of the People Team using Vasion Automate, Vasion has since automated key processes with procurement, legal contracts, and various other cross-departmental procedures.
Based on the incredible success of the People Team using Vasion Automate, Vasion has since automated key processes with procurement, legal contracts, and various other cross-departmental procedures.
Key Takeaways
For businesses considering automation, Vasion’s internal success story proves that digitizing workflows:
• Saves significant time and resources
• Reduces reliance on multiple software platforms
• Improves compliance and accuracy
• Enables seamless scalability during growth
• Reduces reliance on multiple software platforms
• Improves compliance and accuracy
• Enables seamless scalability during growth
Vasion Automate—part of the broader Vasion Automation Platform that also includes Vasion Print and Vasion Output—is more than just a workflow tool. It’s an essential digital transformation solution working toward creating a global workforce of citizen automators who use its simple drag-and-drop interface to accelerate complex, cross-functional business processes. Explore what Vasion Automate can do for your organization today.