How the Mindura agency automated its HR onboarding with Monday and n8n
From 2 hours of manual entry to 2 minutes of automated workflow: instant creation of employee accounts with secure storage.
Mindura, a burgeoning content creation and AI automation agency, used to spend 2 hours per employee manually creating access to collaborative tools. Thanks to an automated workflow combining Monday, n8n, Gmail, and Slack, the agency has reduced this process to just 2 minutes per person, amounting to a time savings of 98%.
Context & Issues
Mindura assists its clients in content creation and AI automation. In the startup phase of its business, the agency needed to structure its internal operations while creating use cases to present to its clients.
The onboarding of new employees represented a time-consuming task of 2 hours per person. This manual procedure included creating Google accounts with Gmail, inviting them to Monday with specific board assignments, creating Slack accounts, and sending necessary onboarding documents.
Each new arrival required a series of repetitive tasks: entering information into different tools, generating temporary passwords, configuring access, and individually emailing credentials. This manual approach created risks of error and monopolized valuable time that could have been dedicated to business development.
Method
We analyzed the existing onboarding process to identify all the repetitive manual steps. This analysis allowed us to design a centralized workflow that automates the entire process.
The approach focused on centralizing data in Monday as a single starting point. Each new entry automatically triggers a series of coordinated actions via n8n.
The methodology prioritized security with an encrypted storage system for temporary passwords while ensuring complete traceability of actions taken. The aim was to transform a time-consuming manual process into a simple click that generates all the necessary accounts.
Deployed Systems
Centralized Monday Database
We created a comprehensive database in Monday containing all employee information: personal contact details, needs for specific tools, and automatically generated temporary passwords.
Automated n8n Workflow
Upon clicking the activation button, n8n automatically triggers:
Creation of the Google account with custom Gmail configuration
Monday invitation with automatic assignment to the relevant boards
Creation of the Slack account with initial settings
Generation and secure storage of temporary credentials
Secure Distribution System
Temporary passwords are stored in an encrypted manner in Monday. Access is automatically sent via Gmail in a standardized format that includes all necessary information for the first login.
Impact Business
The onboarding process has been reduced from 2 hours to 2 minutes per employee, which is a 98% reduction in the time spent on this task. Now, it is enough to enter the basic information and the workflow automatically handles all creation requests.
The system operates autonomously without manual intervention. This automation eliminates the risks of human error and ensures consistency in the onboarding process.
Mindura now has a concrete use case to present to its clients, demonstrating the effectiveness of automation in HR management. This process becomes a commercial asset for the agency, which can rely on its own experience to support its clients in their automation projects.
