Grant and revoke app access from HR events
Joiner, mover and leaver events in the HR system trigger access changes: groups, licenses and app accounts are added or removed according to a role matrix, with approvals for anything unusual. For IT teams provisioning by ticket and checklist.
Function: IT · Industry: Any industry
Grant and revoke app access from HR events
6 steps
At a glance
- Trigger
- An HR record is created, changed or ended.
- Typical inputs
- HR events with role, department and manager
- Role-to-access matrix
- License inventory
- Approver map for sensitive apps
- Systems it usually connects to
- Okta
- Microsoft Entra ID
- BambooHR
- Slack
- How the work splits
4 rules, 1 model, 1 person steps
How it runs, step by step
6 steps, each tagged by what does the work. Rules are fixed logic, a model reads or drafts, and a person decides.
- Rules Fixed logic in code
- Model AI reads or drafts, with a confidence score
- Person A named person decides
- 1
Detect the event
RulesA new hire, role change or end date is read from the HR system and matched to an identity record.
- 2
Look up the role matrix
RulesThe access for the new role is calculated and compared with what the person already holds.
- 3
Apply standard access
RulesStandard groups and licenses are granted or removed automatically, in your identity provider.
- 4
Explain the unusual request
ModelWhen a manager asks for access outside the matrix, a model summarizes the request and the risk for the approver.
- 5
Approve sensitive access
PersonThe app owner approves access to finance, production or customer data, with an expiry date where appropriate.
- 6
Log and review
RulesEvery grant and removal is logged with its trigger and approver, ready for access review.
Where people approve
The decisions that stay with your team, whatever the confidence score says.
- App owners approve sensitive access.
- HR confirms the event before a leaver's access is removed.
- Security approves privileged roles.
KPIs to track
What to measure, before and after. Targets come from your own baseline.
- 01Hours from HR event to access in place
- 02Accounts still active after the end date
- 03Access grants outside the role matrix and their approval status
- 04Licenses unused for 60 days
Questions about this workflow
Can a wrong HR entry remove someone's access by mistake?
Removal on an end date needs HR confirmation, and the system shows a preview before it runs. Mistakes in HR data are the main risk in this flow, so we add sanity checks such as an end date in the past.
Does the model decide who gets access?
No. The matrix decides standard access, and approvers decide exceptions. The model only summarizes the request for the approver.
Which steps use rules, a model and a person?
Rules: detect the event; look up the role matrix; apply standard access; log and review. Model: explain the unusual request. Person: approve sensitive access. Rules are fixed logic in code. A model reads or drafts and reports its confidence. A named person decides.
What do we need to start?
Typically: HR events with role, department and manager; role-to-access matrix; license inventory; approver map for sensitive apps. You also need read access to Okta, Microsoft Entra ID, BambooHR and Slack, or the equivalents you use. A workflow audit measures your volumes and past cases first, then gives a fixed price for the build, so you can decide with real numbers.