A leading global firm ran employee onboarding through its Global Shared Services centre spanning 7 countries, including India. Because employees came from multiple countries and subsidiaries each with its own process and systems onboarding stayed manual, repetitive, and inconsistent by necessity.
∙ Manually intensive process, repeated for every new hire across every subsidiary
∙ High onboarding time before employees were fully set up
∙ Non-standard process, varying by country and subsidiary rather than following one consistent flow
∙ High error rates from manual data handling across different document types and formats
∙ High costs associated with onboarding at scale, across geographies
Aiwozo deployed Automation to digitize onboarding at the source and standardize it across countries.
Intake agents replaced paper formalities with a web form, where candidates completed onboarding steps directly and attached scanned documents.
Follow-up agents automatically emailed candidates when data was incomplete or additional documents were needed, without requiring manual chase up from HR.
Validation agents, using computer vision, checked that entered data matched the documents provided, and parsed standard information directly from source documents for example, extracting details straight from government IDs rather than requiring manual transcription.
Provisioning agents created new employee IDs once onboarding was complete and notified the relevant departments automatically.
Key business and operational challenges that limited performance, scalability, and governance before automation was introduced.
