How we empower career progression and make role changes a breeze

Em Spakauskas is Director of People Operations at Sayari. Em is a Rippling Wavemaker, a leader who challenges the status quo and finds creative ways to solve problems and drive business impact.

When I joined Sayari almost five years ago, we had an HR team of two and no HRIS to speak of (unless way too many spreadsheets count). But we were growing fast, and people were getting hired, promoted, or changing teams so much that the spreadsheets couldn’t keep up. Every time someone’s role changed, our small team had to do a lot of manual work to ensure there were no outdated permissions, missed training sessions, or leftover calendar invites to stall productivity. 

Today, we use Rippling to automate the busy work of role changes, ensuring a smooth, efficient process that keeps everyone on the same page.

The problem: Managing role changes manually

Managing role changes effectively is so important for maintaining a smooth and efficient workplace, but without automation, it can be manual and error-prone. Before implementing Rippling, managing role changes here involved a lot of manual effort, which made things challenging:

• Missed updates: Training requirements, app permissions, and manager-specific tools could slip through the cracks.
• Time-consuming communication: HR and IT had to send multiple emails to ensure everyone was informed and aligned.
• Delays: Slow updates to software permissions, calendar invites, and other internal processes created bottlenecks that impacted our managers’ abilities to perform their jobs, leading us open to compliance issues.

The solution: Automated role change workflows

By automating role changes with Rippling, we’ve seen major improvements:

• Timely updates: Relevant stakeholders—HR, IT, and team leads—are notified immediately when a role change occurs.
• Streamlined processes: Permissions and access rights are updated automatically, saving time and reducing errors.
• Support for new managers: Manager-specific training and tools are assigned right away, helping new leaders succeed from day one.

The shift to automation has not only enhanced operational efficiency but also allowed us to focus more on growth and less on administrative tasks. Here’s how we did it:

Step 1: Define role change triggers

I started by setting up conditions in Rippling to identify when an employee transitions to a managerial role. Triggers can include changes in job titles, department moves, or new responsibilities.

Step 2: Configure notifications

Next, I used Rippling workflows to send automated messages to HR, IT, and relevant team members. Notifications include essential details about the role change and any immediate actions needed.

Step 3: Automate access and permissions updates

It’s easy for me to adjust permissions and access based on the new role. For instance:

• Add new managers to relevant Slack channels and email groups.
• Update app access, such as project management tools or budgeting software, that aligns with new duties.

Step 4: Schedule manager training

I also integrated our Learning Management System (LMS) with Rippling to assign manager-specific training courses (or you can just use Rippling’s LMS). Workflows can automatically send reminders to ensure new managers complete their training on time.

Step 5: Monitor compliance and effectiveness

I use Rippling’s reporting features to track training completions and system updates. I regularly review the process and gather feedback to update workflows as needed.

The impact

By automating role changes with Rippling, we’ve seen major improvements at Sayari:

Operational efficiency

With automated workflows, our HR and IT teams no longer spend hours managing role transitions. The process is seamless, enabling new managers to get up to speed faster. Notifications keep everyone informed, from team members to department leads, reducing the risk of miscommunication or oversight. 

Improved compliance

By automating training assignments and system updates, we ensure that all managers comply with company policies from day one.

Employee engagement

Beyond efficiency, it creates a better experience for new managers and their teams. New managers receive the tools and training they need immediately, boosting confidence and job satisfaction. A smoother transition means they can focus on their new responsibilities without unnecessary hurdles.

This blog is based on information available to Rippling as of December 9, 2024.

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.