New starter, ready on day one.
A confirmed hire in HR could trigger a built device that is waiting at reception on day one.
Tools you may already run, plus the one that hands the device over.
From the first signal to a device in hand.
A hire is confirmed in Workday with a start date and a location.
ServiceNow HRSD raises the kit request, and the device is built and enrolled in Intune or Jamf in advance.
The new starter collects a ready device from a locker on day one, with a code sent before they arrive.
The full sequence
- A hire is confirmed in Workday, with a start date, role and location.
- ServiceNow HRSD opens the onboarding case and raises the kit request from the role.
- The device is assigned and enrolled in Intune or Jamf in advance, so it is ready at first sign-in.
- An engineer loads the device into a locker at the starting site in the days before the start date.
- Smart Collect® reserves the cell and holds it for the new starter.
- On the morning of day one, the new starter receives their code with their welcome information.
- They collect the device and sign in. The onboarding case records the kit as delivered.
What you need in place
- Workday as the HR system of record
- ServiceNow HR Service Delivery, with its Workday integration
- Microsoft Intune with Windows Autopilot, or Jamf for Macs
- Smart Lockers at the sites where new starters begin
How the pieces connect
- Workday
- Sends hire events to ServiceNow through the HR Service Delivery integration with Workday.
- ServiceNow HRSD
- Runs the onboarding case and raises the IT kit request as part of it.
- Microsoft Intune or Jamf
- Enrols and assigns the device before day one, using Autopilot or Automated Device Enrolment.
- Smart Collect®
- Reserves the locker cell and issues the collection code, inside the same instance.
The physical steps stay the same, whichever system makes the decision.
Run this recipe from a standard ServiceNow workflow today, and let AI take the decision later. Nothing on the physical side changes.
One record of what was decided, and what physically happened.
A reference design for your technical team.
The Blueprint shows how this recipe would work in your ServiceNow instance and what a build would involve. It is a design, not a step-by-step installation guide.
- What you need in place. Workday as the HR system of record · ServiceNow HR Service Delivery, with its Workday integration · Microsoft Intune with Windows Autopilot, or Jamf for Macs · Smart Lockers at the sites where new starters begin
- How the pieces connect. The role of Workday, ServiceNow HRSD, Microsoft Intune and Jamf and Smart Collect®, and what stays in your instance
- Step by step. All 7 steps, from the first signal to the returned device
- Approval and policy. Kit is set by role and location, so no approval is needed for standard bundles.
- Handover rules and exceptions. Reservations, codes, expiry, returns, and what happens when stock runs out or nobody collects
- What to measure. Share of new starters with a working device in their first hour · IT time spent per new starter · Number of day-one tickets from new starters
- What a build involves. The questions to settle first, the roles involved, and how we would scope a six to eight week pilot
Request the Blueprint
A four-page reference design for your technical team. Tell us who you are and the Blueprint downloads straight away.
Before you ask
What if the start date changes?
The reservation follows the onboarding case. If Workday moves the start date, the hold on the cell moves with it, and nothing is released early.
Is this an off-the-shelf integration?
No. It is a recipe concept that shows what becomes possible when these tools are combined with Smart Collect®. We build it with you, and where needed with the vendor, when it fits your estate.
Where does the data live?
In your own ServiceNow instance. Smart Collect® does not keep a separate database of your users or devices.
Do we need AI for this?
No. A standard ServiceNow workflow can run every step today. Otto or Flow can take over the decision later without changing anything on the physical side.