Send email
With fallback to private address or manager, and a preview beforehand.
Product · Automation
Workflows: automate every step from onboarding to offboarding
One trigger, conditions, and a series of actions—that is all a workflow is. This allows you to automate everything you currently handle per ticket, from a welcome email to clearing a calendar upon departure.
A colleague's last working day
In many organisations, nothing happens on that day. The account remains open for weeks, the licence continues, and the team calendar is full of meetings with an empty chair.
With a Joinly workflow, the offboarding date from HR triggers the entire process: the account is disabled and active sessions are revoked, the Microsoft 365 licences are released, the out-of-office is enabled with a referral to the manager, the calendar is cleared, and a ticket automatically appears in TOPdesk for the collection of the laptop. As a final step, a task is ready for archiving the mailbox — waiting for approval from IT. Every step is logged. No checklist, no forgotten steps.
That is one workflow. This is how you create one for every moment in the lifecycle.
Onboarding, well-organised on day one
New employee in HR → account with the correct roles, licences and groups, a welcome email to the private address, the password via SMS, and a ticket for the laptop. Ready before the first working day.
Internal mobility, access that moves with you
Job role or department changes in HR → old permissions removed, new ones added, manager updated. Without anyone having to create a ticket.
Offboarding, closing securely
Last working day → account disabled, sessions revoked, licenses freed, out-of-office enabled, calendar cleared, service desk ticket for the hardware.
That's how simple a workflow is
A workflow is nothing more than this: one trigger (an event, such as "Employee offboarding"), filter conditions (for example: only the field service in Zwolle) and a series of actions that are executed in order. Before you activate anything, the preview shows exactly which people it affects, so you never automate blindly.
You build it in a visual editor, no scripts, no code that no one dares to touch anymore.
More than thirty building blocks
Combine them in any order into the exact flow your process requires, from a simple email to a complete offboarding.
Communication & notifications
Password reset email
A secure reset link sent directly to the employee.
In-app notification
A priority notification for the administrator or the team.
Task with approval
Set up a step that only proceeds after approval.
Send SMS
For example, the first password during onboarding.
Send webhook
Trigger another system as soon as this step runs.
Accounts & Microsoft Entra
Create account
Conditional roles that follow the job title; SoD.
Update account
Actual vs. intended access, corrected with a single click.
Create in bulk
Access requests: Self-service requests, managers approve.
Activate / deactivate
Access requests: Self-service requests, managers approve.
Reset password
Optionally with "change upon next login"
Temporary Access Pass
Temporary access for the first login, without a password.
Revoke sessions
Terminate active sessions immediately upon offboarding.
Set up out-of-office
Automatic, with reference to the manager.
Clear calendar
Free up meeting rooms and calendars of leavers.
Soft-delete account
Clean deletion, with recovery option.
Groups, Teams & Mailboxes
Add to group
Entra or Exchange group, based on role or condition.
Remove from group
Revoke group membership as soon as it is no longer correct.
Sync email to Graph
Keep the email address consistent in Microsoft 365.
On-premise Active Directory (Joinly Agent)
Provision AD account
Create accounts in on-prem or hybrid AD.
Delete AD account
Close local accounts upon offboarding.
Manage AD group
Add to or remove from an AD group.
Create remote mailbox
Exchange remote mailbox in a hybrid environment.
Service desk & plugins
TOPdesk incident
Automatically create a ticket with the correct category.
Freshservice request
Prepare a service request at the service desk.
Governance
Workflow on a role
Link each building block above to the assignment or revocation of a role. If someone is assigned the "Field Service" role, the workflow immediately handles the associated groups, licences, and notifications.
Workflow on an access item
Run the same actions as soon as a license, group, or app permission is granted or revoked.
Evaluate access
Include the access review after a change and automatically correct deviations.
Segregation of Duties
Lees verderTrigger a workflow for conflicting access and instantly create a follow-up task or notification for your IT team
Reliability & management
Every action has automatic retries (reattempting in case of a failure), you decide per action whether the workflow stops on error, and you link follow-up actions to success or failure — for example, alerting the administrator if an account could not be created. You can see the health and execution history of every workflow on the dashboard; failing workflows automatically surface as an attention point.
Ask away
Frequently asked questions
<p>If you're having trouble with the frequently asked questions, feel free to send us a message.</p>
Frequently asked questions about workflows
Do I need to know how to code for this?
No. You build workflows in a visual editor: you choose a trigger, set conditions, and sequence the actions. No scripts, no code.
Can I see who a workflow affects before I activate it?
Yes. The preview shows which people currently match your filters, and "run for everyone" has its own preview before anything happens.
What happens if a step fails?
Joinly automatically retries (3× immediately, then after 5 minutes and after 1 hour). You decide per step whether the workflow stops on an error, and failed workflows automatically appear as an attention point on the dashboard.
Can a workflow request human approval?
Yes. With the "create task" action you set up an approval step; you can link automatic follow-up actions to both "approved" and "rejected".
Do workflows also work with on-premise Active Directory?
Yes, via the Joinly Agent: provision AD accounts (also in bulk), manage AD groups, and create Exchange remote mailboxes.
See what Joinly can do for your organisation?
Start a free trial today or get in touch for advice on your HR and Microsoft environment.