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Overview

Introduction

Hire2Retire IGA enables IT administrators to automate employee lifecycle management directly in ServiceNow. It provisions and de-provisions users, manages role changes, and integrates HR data with enterprise IT systems.

By extending the Hire2Retire platform into ServiceNow, IT admins can: - Automate Joiner-Mover-Leaver (JML) lifecycle processes.

  • Provision and deprovision ServiceNow users.

  • Trigger workflows, incidents, and catalog assignments.

  • Review and monitor lifecycle events via Observe and Supervised Run Mode. Process Flow Diagram

Key Features

Select Flow

Figure 1. Key feature of Hire2Retire IGA

Select Flow

Figure 2. Key feature of Hire2Retire IGA

  1. User Provisioning: Based on the employee's lifecycle changes, Hire2Retire can provision a user in ServiceNow through the Hire2Retire IGA application under ServiceDesk. Similarly, a user account can be disabled based on user account update or termination.

  2. Create Incidents: Hire2Retire can create incidents in ServiceNow on performing various Lifecycle Operations on Identity Platforms. The attributes in the incident can be populated with employee attributes from the HRIS or the Identity Platform.

  3. Records: User can configure the Hire2Retire workflow to create Records in any of the ServiceNow tables based on lifecycle operations performed in Identity platform. The attributes in the table can be populated using powerful mapping and transformation capabilities of the the Hire2Retire platform and the information from HRIS or the Identity Platform.

  4. Trigger Workflow: Trigger pre-defined workflows in ServiceNow in response to a lifecycle operation performed in the Identity Platform.

  5. Request Order Guide: Request ServiceNow Order Guides for employees for various lifecycle changes.

  6. Assign Catalog items: Assign the configured Catalog items to the users. The catalog items can be assigned based on lifecycle changes and policy based on employee attributes and privileges.

  7. Observe Sync: Enable users to be able to view the Observe data on Hire2Retire IGA application on ServiceNow instead of logging in to Hire2Retire. This comes in particularly handy as ServiceNow is the go-to platform for IT admins.

  8. Review on Hire2Retire IGA: Allow the users configured under the Review Policy to be able to review lifecycle changes of employees. The review policy can be configured to assign the review to employee's Manager or a group on ServiceNow.

How Does It Work?

Hire2Retire IGA connects HR systems, identity platforms, and ServiceNow to automate the full employee lifecycle. It ensures that as employees join, move, or leave, their accounts, access, and resources are updated in real time.

  1. Sync Employee Data: Hire2Retire begins by fetching employee records from the HR system, which acts as the system of record. Updates such as new hires, promotions, transfers, or terminations are automatically detected and prepared for processing.

  2. Evaluate Lifecycle Changes: Once the HR data is ingested, Hire2Retire compares it against the user’s identity profile and existing ServiceNow records. Based on the configured policies, it determines whether a new account needs to be provisioned, access rights updated, catalog items assigned, or an account deactivated.

  3. Execute Lifecycle Actions: The platform can operate in two modes. In Autopilot Mode, all lifecycle changes are executed automatically, including provisioning or disabling ServiceNow users, creating incidents and requests, assigning catalog items, and triggering workflows. In Supervised Mode, Hire2Retire generates a review event that requires approval from designated reviewers such as managers or admins before changes are applied, ensuring tighter governance for sensitive operations.

  4. Observe & Monitor: Every lifecycle action performed is logged as Observe Data, which can be viewed directly within ServiceNow. IT admins and reviewers gain visibility into all events—whether completed, pending approval, or failed—along with automated error notifications and retry mechanisms that ensure accuracy and reliability.

  5. Extend Across Systems: Beyond ServiceNow, Hire2Retire workflows can also extend to Active Directory, Entra ID, Okta, Google Workspace, and over 250 third-party SaaS applications. With built-in ATS integration, the platform supports the full employee journey, from applicant tracking to onboarding, making it a complete lifecycle automation solution.

Business Value

Hire2Retire IGA delivers measurable value to organizations by automating and streamlining employee lifecycle management within ServiceNow.

  1. Operational Efficiency: Hire2Retire IGA streamlines workforce management by automating provisioning and deprovisioning tasks that were traditionally handled manually. This reduces delays in onboarding and offboarding, eliminates repetitive work, and enables IT and HR teams to manage large volumes of lifecycle changes with ease and speed.

  2. Security & Risk Mitigation: The solution ensures that employees receive the right access at the right time—and that it is revoked immediately when no longer needed. By enforcing role-based policies and least-privilege access, Hire2Retire minimizes risks of unauthorized access while maintaining detailed logs that provide full visibility into account changes and system usage.

  3. Compliance & Governance : Hire2Retire helps organizations meet regulatory requirements by standardizing access management processes. Whether for SOX, GDPR, HIPAA, or SOC2 compliance, it ensures all lifecycle actions are auditable and policy-driven. Supervised Mode adds an extra layer of governance by requiring approvals before sensitive changes are finalized.

  4. Enhanced Employee Experience: Employees benefit from seamless access to the systems and resources they need from their first day on the job. Role transitions happen without disruption, and departures are managed securely. Automated notifications keep employees informed of lifecycle events, creating a smoother and more transparent user experience.

  5. IT & HR Productivity: By automating repetitive provisioning tasks, Hire2Retire allows IT and HR teams to shift their focus to more strategic initiatives. The integration of HR and IT workflows reduces silos, ensures consistent data across systems, and improves collaboration between departments, resulting in a more efficient workforce.

  6. Cost Savings : Organizations save money by reducing manual workload, cutting down on delays, and lowering the risk of compliance violations. Faster onboarding improves productivity for new employees, while secure offboarding minimizes the chances of costly security breaches. Together, these efficiencies translate into significant long-term cost reductions.