Atoll, fully automates onboarding and offboarding

The Atoll Group, a major player in the temporary employment and recruitment sector, offers a wide range of services including temporary work, fixed-term contracts, permanent contracts and online solutions.

With a network of professional agencies, regional recruitment agencies, and an online temping agency focused on administrative management, the ATOLL Group offers a complete range of solutions to meet companies' recruitment and temping management needs.

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Atoll in figures :

• 50 branches
• 180 employees
• Staff turnover of 30%/year

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Their needs:

Set up an automated onboarding and offboarding tool to manage the creation and suspension of new employee accounts. Offer all tools to new arrivals from day one.

There was an HRIS, an Active Directory, but the middle brick was missing: centralization and access management.

The environment is mainly in Microsoft, but there are other applications and it was necessary for Youzer to be able to be implemented with all the tools.

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It's great to have live access to our user accounts in Youzer.
I'm going to compare what we have with Azure and Microsoft 365.
We used to spend a lot of time doing this extraction. Today, to get a real-time view, it takes us 5 minutes. We know in real time: who has what.
We can compare what we actually have and what we're billed for, especially with Microsoft.

Alexandre Bellon, CIO at Atoll

What was Atoll's initial problem?

As a group of temporary employment agencies, Atoll receives many requests to set up accounts, with the risk of breaking contracts in the first few weeks. These requests came in through a variety of channels, including e-mail, telephone, word of mouth and even rumours in the corridors.

Account creation was manual, which meant it took a lot of time.

In the case of departures, the situation was even worse, as they often found out two months after departure, or in a hurry following a stormy departure where access had to be cut off as a matter of urgency.

There was no well-defined process, it was always a matter of urgency.

It was difficult to keep up with user needs and to ensure the reliability of employee departure processes.

All these factors prompted Alexandre Bellon's team to look for a SaaS IAM tool.

Atoll works with numerous tools, and the project is to interconnect all these tools. Until now, each tool has operated differently in terms of tracking, either by e-mail, or by files in which they try to keep track of active licenses.

When we had to carry out an audit or take stock of the situation at a given moment, it took an average of an hour and a half to get the information we needed, because we had to go into the Active Directory and the 365 environment to find out who had what, and to see the status of licenses.

How did Youzer come to be chosen?

Atoll works with an IT service provider, Koesio, who recommended Youzer, as he himself is a customer of the IAM solution. A demo was quickly organized.

It went very smoothly, and we didn't even look to see what was on the market because we liked the demo. The interface was pleasant, the tool was SaaS, and there was a native connector with our Lucca HRIS platform.

Very quickly, the first connectors were in place, the first packages were created and automation got off to a rapid start.

It took off very quickly. In fact, what we liked about it was that, on the one hand, we were convinced right from the start, but on the other, it was very easy to get to grips with and very fluid.

Alexandre Bellon, CIO at Atoll

During the demo and the first tests, Alexandre quickly became aware of what Youzer could bring to the IT team, and what was working and what was not.

What's more, Atoll was won over by the fact that not all their needs could be met by the Youzer application, but solutions and developments were found to make the project work.

Setting up Youzer

Atoll launched a test at an agency to see how Youzer could interface on a daily basis and analyze results.

The first 15 days were spent getting to grips with Youzer, during which Atoll's teams exchanged a great deal of information with the technical support team to help them with their various projects.

Adaptations were felt to be necessary, and thanks to active exchanges, they were implemented very quickly.

Atoll arrived at a pivotal time for Youzer, when key features such as mapping tables (which simplify software package management) and workflows (which fully automate onboarding and offboarding) were being introduced.

Given the turnover, we standardized and centralized with Youzer.
Then workflows came along, and that was a revolution in terms of time. Account creation is just a click away. Now that's a real pleasure. We have logs, we can keep up to date with notifications. We know what's going on.
Thanks to workflowswe can monitor our entire onboarding and onboarding and offboarding process.

Alexandre Bellon, CIO at Atoll

Today, the workflows are a real relief for the IT team, as they have streamlined the entire arrival process, from the moment we know that a future employee is arriving until D-day, when everything is set up.

This first 'test' agency enabled the IT team to create packages, then correspondence tables used to create conditions for assigning user rights when creating an account.

Subsequently, other agencies were included, and all packages were created to perfectly match the different profiles arriving.

What are the benefits of Atoll's IAM solution?

If I had to go back, it wouldn't be possible, we'd find it hard to do without workflows, that's clear. To sum up: creating an account with all the units used to take 1h to 1h30, now it takes 5 minutes. No more and no less than 5 minutes.
The four and a half minutes are for checking that the workflow is running smoothly, because we've made it a rule to check every other launch to make sure everything's running smoothly.

Alexandre Bellon, Atoll CIO

Onboarding and offboarding processes have been greatly improved, thanks in part to Youzer, which was a brick in the Atoll ecosystem that filled the gaps.

The entire process has been streamlined, from employee arrival to departure. Their HRIS notifies Youzer, triggering a workflow based on pre-defined criteria.

Support from Youzer

Atoll appreciates the closeness of its support teams. Exchanges are fluid, the people are technical and sharp, and know how to provide clear, precise answers.

We have technical people in front of us. It happens that on level 1 support you have people who aren't too technical and who don't know what's going on in the engine. Here, we have people who know directly what's going on in the engine.
For us in IT, it's great because we can send logs. We can talk in very technical termsWe can talk in very technical, very advanced terms, so we understand each other straight away, and we don't waste time talking to each other.

Alexandre Bellon

Youzer has set up an ideas box, in which all customers submit their ideas for new developments, and a voting system highlights the most popular ideas. Youzer then analyzes the requests and adds the most popular ones to the backlog.

Alexandre Bellon appreciates this suggestion box because it gives the IAM solution a sense of co-construction.

The IT team's proximity to Youzer is much appreciated.

At Youzer, we're a company on a human scale, and we foster quality relationships with our customers.

With Youzer, there's this closeness, this feeling of co-construction too, which we liked. Youzer has this relationship with its customers. They're close to them, not hiding behind offices on the other side of the planet.

We've understood the voting system and it's great to know that we're in the process of co-constructing the solution, at our level, or at least taking part in the co-construction with all Youzer customers.

Alexandre Bellon, Atoll

What are your favourite features?

• Workflows
• Correspondence tables associated with packages.

We no longer have a single user who doesn't have a package. If an employee leaves the company, all his or her accounts are deactivated.
Initially, everything was done manually.
It took a while to set up everything at first, but we've gone from1h30 before to 5 minutes now.

Would you recommend Youzer?

"I like the simplicity of access and the fact that you have access to advanced features, which is handy for anyone who really wants to get their hands into the engine.

Having access to these functions really allows us to customize the solution and make it fit our needs.

We have sales managers who are very happy to see that today, we have J1 access for a person who arrives and is operational.

• It's simple
• It can be advanced
• It works perfectly

For us it's :

• time-saving
• centralization,
• securing departures"

Alexandre Bellon, CIO at Atoll