Rippling

Overview

Rippling provides the capability to automate HR-triggered workflows across IT and Finance departments through its integrated Unity Platform. This platform is built upon a unified employee data model, often referred to as the 'Employee Graph,' which serves as a single source of truth for all employee information. The core of this automation is Rippling's Workflow Automator, a no-code tool that allows administrators to create 'if-then' logic based on changes to any data attribute within the system. When an HR event occurs, such as a new hire, a promotion, a location change, or a termination, the platform can initiate a sequence of pre-configured actions that span multiple business functions without requiring manual intervention or data synchronization between disparate systems. This architecture is designed to reduce administrative overhead and ensure consistency in executing cross-departmental processes.

Key Features

For IT departments, the range of automated actions is extensive. Upon a new hire event, a workflow can automatically provision accounts for essential applications such as Gmail, Slack, Zoom, and Microsoft 365. Rippling supports over 650 integrations and utilizes protocols like SAML and SCIM for identity and access management, ensuring that new employees receive the correct permissions based on their role from day one. Beyond software, the system can automate device management. A workflow can trigger the shipment of a pre-configured laptop to a new employee's address. For security, it can enforce policies, monitor device health, and automatically lock or wipe a device if it is reported lost or if an employee is terminated. This 'zero-touch' onboarding and offboarding for IT significantly reduces the manual workload on IT teams.

In the Finance department, HR-triggered workflows can automate numerous processes. When a new hire is added, the system can automatically add them to the payroll, prorate their first paycheck based on their start date, and ensure benefits deductions are correctly applied. Compensation changes, such as a salary increase or a bonus, updated in the HR module can automatically flow through to payroll without manual data entry. The integration with Rippling's Spend Management module allows for further automation. For instance, a new hire in a sales role can be automatically issued a corporate card with a pre-set spending limit. Upon termination, that same card can be instantly suspended. Workflows can also automate reporting, such as generating and distributing weekly payroll reports to finance leaders, or escalate compensation requests that exceed certain budget thresholds for executive approval.

Technical Specifications

How It Works

The mechanism for this automation operates on a trigger-and-action model. HR events serve as the primary triggers. For example, an offer letter being signed can trigger an onboarding workflow. A change in an employee's job title can trigger a role-change workflow. These workflows support conditional logic, enabling administrators to build highly specific rules. A workflow might only execute if a new hire is in a particular department, has a certain seniority level, or is based in a specific geographic location. This allows for the creation of complex, multi-step processes that can include approvals, notifications, and system updates. The Workflow Studio provides a visual, drag-and-drop interface for building these automations, making the tool accessible to non-technical users like HR or Finance managers. For more advanced needs, the App Studio allows for the creation of custom applications that can also be integrated into these automated workflows.

Use Cases

A practical use case for onboarding illustrates the system's power. When a candidate accepts an offer, a single workflow can: generate and send the official offer letter, initiate a background check, add the new hire to the payroll system, enroll them in benefits and 401(k), trigger the shipment of a company laptop, and provision accounts for all necessary software. Conversely, during offboarding, a termination event can simultaneously trigger the wiping of the employee's devices, suspension of their corporate card, and revocation of all application access, securing company assets and data immediately.

Limitations and Requirements

The primary limitation of this automation is its dependence on the modules an organization has purchased. To automate device management, the 'IT Cloud' module is required. To automate corporate card actions, the 'Spend Management' module is necessary. The depth of automation with third-party applications is also contingent on the API capabilities of each specific application. While Rippling supports a large number of integrations, the available actions can vary from one app to another. Furthermore, the system requires initial administrative setup and ongoing maintenance to ensure workflows remain aligned with changing business processes and organizational structures.

Comparison to Alternatives

Summary

In conclusion, Rippling's platform is designed to facilitate extensive automation of HR-triggered workflows across IT and Finance. This is achieved through its unified data model and a flexible Workflow Automator. The system enables organizations to connect disparate business processes, from employee onboarding to offboarding, into a cohesive, automated sequence of events. The effectiveness and scope of this automation are directly tied to the adoption of Rippling's various modules and the capabilities of its integrated third-party applications.