5 steps CTOs must take to automate onboarding IT tasks

Scaling a startup is hard enough without losing weeks of productivity to manually onboarding new hires. But for too many CTOs, that's the daily reality.

Manually provisioning accounts, granting access, configuring devices—it's a time suck that steals focus from your real priorities. According to data, it takes an average of 3 to 8 months for a new hire to achieve full productivity. That's up to two-thirds of a year of lost momentum for every addition to your team.

But it doesn't have to be this way. Forward-thinking CTOs are turning onboarding from a nightmare into a competitive advantage through smart automation. By streamlining the process, they're getting new hires contributing from day one while freeing up their own time for high-impact work.

In this guide, you'll learn the five stages of onboarding maturity and get a practical roadmap to automate your way to efficiency.

The hidden cost of manual IT onboarding

To fully appreciate the urgency, let's examine what's really at stake. 

The real price of slow, error-prone onboarding is higher than you think. Beyond the obvious productivity drain, there are hidden costs in security risk, employee experience, and technology debt.

A 2022 report noted that 47% of companies struggle with onboarding employees due to infrastructure access challenges. Not only is that a frustrating experience, but a dangerous liability.

"I've been in IT roles for more than 15 years, and in my career there's been one clear problem I've seen countless times across multiple companies: keeping HR and IT on the same page when it comes to hiring, transitions, and terminations," says Todd Horner, IT solutions manager at Rippling. "Consistency and communication isn't as easy as it should be."

When access controls fall out of sync with real-world roles, you're opening the door to data breaches, compliance violations, and audit failures. Poor onboarding doesn't just slow you down, it leaves you vulnerable.

So how do you transform this weakness into a strength? It starts with understanding where you are today.

The five-stage evolution of IT onboarding

Where does your organization fall on the onboarding maturity curve? Let's walk through the five stages:

Stage 1: Ad-hoc zone

Processes begin inconsistent, undocumented, and highly manual. IT finds itself stuck in reactive mode, scrambling to provision access and put out fires. New hires wait days or weeks for basic tools, creating immediate frustration and productivity loss. Security risks multiply as manual processes lead to missed steps and inconsistent access controls.

Stage 2: Documented manual processes

As organizations mature, checklists and structured procedures bring some order to the chaos, but execution remains largely manual. Think shared spreadsheets, ticketing queues, and informal requests. While more predictable, these processes still consume significant IT resources and create bottlenecks during growth phases or hiring surges.

Stage 3: Basic automation (where smart CTOs focus first)

The next evolution introduces automation, where core workflows like account creation and device enrollment integrate with HR systems, eliminating some of the busywork. This is where most high-growth startups start to see real ROI. Automated identity management reduces security risks while freeing IT to focus on strategic initiatives rather than repetitive tasks.

Stage 4: Integrated workflows

Further advancement creates interconnected environments where systems talk to each other across departments. When HR adds a new employee, IT systems automatically trigger appropriate access provisioning based on role and team. Approvals are streamlined, notifications are automated, and visibility improves across the organization. 

Stage 5: Complete developer experience platform

The pinnacle of onboarding maturity brings dynamic, event-driven provisioning that seamlessly connects identity, access, apps, and infrastructure. User journeys are tailored by role, with self-service options and deep analytics. New hires become productive faster with day-one access to required resources.

Your 90-day roadmap to automated onboarding

Now that you understand where you stand, it's time to chart your path forward.

Building a world-class onboarding machine doesn't happen overnight, but you can make meaningful progress in a matter of weeks by phasing your initiatives:

Week 1: Quick wins for immediate impact

• Automate core account provisioning for productivity tools (email, messaging, SSO)
• Create standardized dev environments using infrastructure-as-code
• Implement self-service password reset and account recovery
• Set up automated repository access based on team assignments

Weeks 2-4: Securing your foundation

• Roll out device enrollment and configuration via MDM integration
• Build role-based access templates for different departments
• Create one-click offboarding workflows for security compliance
• Implement birthright access policies tied to roles and departments

Month 2: Knowledge management automation

• Automate delivery of onboarding assets (docs, training) by persona
• Create manager-specific onboarding plans with built-in accountability
• Establish mentorship matching for technical and cultural onboarding
• Collect feedback from new hires at 30/60 day marks to spot issues

Month 3: Metrics and refinement

• Track key onboarding metrics (provisioning speed, first commit time)
• Build onboarding ops function with SLAs and feedback mechanisms
• Establish continuous improvement process with quarterly reviews
• Identify and automate remaining manual friction points

The integrated approach: Why unified beats stitched together

All the processes in the world won't move the needle if your underlying systems are fighting you. Siloed point solutions create hidden gaps and extra toil at every turn.

That's why leading CTOs are gravitating toward unified platforms that bring together identity, access, device, and app management. The result? Faster, more consistent onboarding with far less overhead.

"Systems are often actually not your own anymore. They're third-party applications," explains Duncan Godfrey, CISO at Rippling. "This shift has created a patchwork of disconnected tools, making comprehensive oversight more difficult."

This fragmentation directly impacts your engineering team's productivity. When you've got HR data in one system and IT data in another with no way to connect the dots, you're always playing catch-up during onboarding. But when these systems work in harmony, you eliminate the delays that plague traditional approaches.

The takeaway is clear: Unified onboarding means faster productivity, better retention, and more time for you to focus on work that actually moves your business forward.

Ready to build onboarding that makes you more competitive?

Snag our startup CTO's IT strategy bundle for plug-and-play resources to fast-track your initiative:

• Step-by-step best practice guides for user provisioning, device deployment, and more
• Policy and process templates for key controls 
• Time-saving workflow automations for your highest-friction tasks

It's everything you need to design, launch, and level up onboarding that gives you an unfair advantage. Get your copy now and start shipping faster.

This blog is based on information available to Rippling as of April 4, 2025.

Disclaimer: Rippling and its affiliates do not provide tax, accounting, or legal advice. This material has been prepared for informational purposes only, and is not intended to provide or be relied on for tax, accounting, or legal advice. You should consult your own tax, accounting, and legal advisors before engaging in any related activities or transactions.