Setyl Onboarding and Offboarding Process Breakdown: IT Asset Assignment and Retrieval

Last updated on Nov 20, 2025

QUICK SUMMARY

Setyl streamlines the entire employee lifecycle with automated onboarding and offboarding workflows that ensure every hire receives the right devices, software, and access—and every leaver returns equipment and has access revoked on time. With role-based templates, HR-triggered workflows, license tracking, inventory oversight, and complete user profiles, Setyl removes bottlenecks, strengthens security, reduces IT waste, and gives teams full control over the joiner-mover-leaver process.

TABLE OF CONTENTS Setyl’s user onboarding process: Assigning equipment and licenses Setyl’s employee offboarding workflow: Retrieving assets and revoking access Delegate and collaborate during your onboarding and offboarding processes See Setyl’s employee onboarding and offboarding software in action

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Does HR notify you at the last minute about new hires, leaving you rushing to get everything ready? Are you unsure who’s joining, when, or what they’ll need on day one? Do employees leave without returning company equipment, or with software access still active? Are leavers’ unused licenses quietly draining your IT budget?

The Setyl IT asset and license management software helps IT teams solve these common challenges by bringing structure and visibility to every stage of the employee lifecycle.

The platform’s dedicated employee onboarding and offboarding workflows give you control and clarity across the entire joiner-mover-leaver (JML) process — ensuring the right assets and access are assigned and retrieved at the right time.

In this feature deep dive, we explore how Setyl automates and simplifies the onboarding and offboarding process, reducing manual effort and bottlenecks, cutting IT overspend, and safeguarding against security and compliance risks.

The Setyl dashboard provides a complete overview of users, IT assets, software applications, and spend, along with checklists of tasks that require attention, such as onboarding and offboarding employees.

Onboarding and Offboarding Features Overview

Setyl’s user onboarding process: Assigning equipment and licenses

Automated onboarding workflows triggered by HR system integrations.
Role-based onboarding checklists to assign the correct assets and access.
Automated device and license assignments through native integrations.
Inventory level tracking for prevention of last-minute equipment shortages.
IT asset and license surveys to confirm receipt of assets and capture agreement to your policies.
Comprehensive user profiles to record all assignments, changes and documentation.

Setyl’s employee offboarding workflow: Retrieving assets and revoking access

Automated offboarding workflows triggered by HR system syncs.
Complete list of assigned assets and licenses for retrieval.
Admin role and ownership overview to ensure proper handover.
Employee activity data to identify any unregistered licenses and subscriptions.

Setyl’s User Onboarding Process: Assigning Equipment and Licenses

*Setyl allows you to create templates of assets and licenses based on user roles. Apply these to new employees during onboarding to generate a complete checklist of items to assign.*

Setyl helps IT teams improve their onboarding process through enhanced automation, visibility and record-keeping. The platform ensures every new employee consistently receives the right IT devices, software, and access from day one, eliminating bottlenecks and delays while delivering a smooth employee experience.

1. Automatically triggered onboarding workflows

As part of its extensive range of integrations, Setyl offers out-of-the-box integrations with over 50 HR and IAM systems, including BambooHR, HiBob, Workday, Okta and more.

When your HR or operations team adds a new employee and a join date into your HR or IAM system, Setyl automatically moves that user into an onboarding stage. Your team is then instantly notified of the new user, eliminating departmental silos and missed handovers.

2. Role-based onboarding checklists

With Setyl, you can create standardized templates of IT equipment and software access tailored to specific roles. These templates can be based on job title, department, location, seniority or a combination of these, helping you establish a consistent company policy for asset and access allocation.

For example, you can create a template for sales employees in New York, designers based in the UK, or head office executives.

When onboarding an employee in Setyl, simply apply the relevant template. This will generate a checklist of hardware and software items they should receive, allowing you to easily search for and assign assets from the predefined groups and provide new hires with all the tools they need from day one.

3. Automated device and license assignments

If asset assignments are already recorded or allocated in another system, such as your MDM, RMM, IAM or other business applications, you can pull this data automatically into Setyl, without the need for manual intervention during onboarding.

When a new device is detected and imported from your MDM or RMM into Setyl, it can be automatically assigned to the user recorded in that system. Likewise, when a software license is assigned in a platform like Okta or already allocated in some of your key business applications, that information is instantly captured and recorded in Setyl.

4. Inventory level tracking

Maintain optimal inventory levels and ensure IT equipment is always readily available for onboarding new hires with stock visibility and alerts.

Setyl allows you to organize assets into custom groups, based on any combination of attributes, from location to device specification, for clearer oversight. You can then set alerts to be notified when levels drop below a predefined threshold, giving you time to reorder before shortages occur.

5. IT asset and license surveys

After assigning all relevant equipment and software access to new employees during the onboarding process, you can confirm receipt through Setyl’s built-in surveys.

The surveys ask employees to confirm they have received the assets and licenses registered in Setyl, and to agree to your acceptable use policy. All responses are recorded in Setyl and remain accessible for audits or future offboarding.

6. Comprehensive user profiles

Dedicated employee profiles ensure all information related to each individual is recorded and easily accessible.

This includes assigned IT assets, licenses, and admin roles, employee organizational information, user status (onboarding, offboarding, active, archived), documentation and completed surveys, and a log of all activities.

Setyl’s Employee Offboarding Workflow: Retrieving Assets and Revoking Access

*Each user profile in Setyl displays all assigned IT assets, licenses, and admin roles. Use this checklist during offboarding to ensure all assets are reclaimed and access is revoked.*

Setyl provides an effective way of recovering hardware assets and revoking system access from leavers during the offboarding process. This structured approach to user offboarding helps operations run smoothly, strengthens information security, supports audit readiness, and prevents unnecessary IT spend after an employee exits.

1. Automatically triggered offboarding workflows

Setyl notifies you as soon as a leave date is added for an employee in your integrated HR or IAM system.

The departing employee is then automatically moved into an offboarding stage, prompting your team to take the necessary actions, without the need to wait for a ticket or manual notification from your HR team.

2. Complete list of assigned assets and licenses

Each user profile displays a clear list of all assigned IT assets and licenses, along with survey responses confirming receipt.

Use this offboarding checklist to identify equipment that needs to be returned and licenses that need to be revoked from the leaver, and check off each item as it’s completed.

3. Admin role and ownership overview

Each business or technical admin role which has been assigned to the employee is displayed in their profile.

During the offboarding process, review the list to ensure all software admin rights are revoked and ownership is properly transferred.

4. Employee activity data

Audit recent employee software activity data to identify any unregistered licenses or subscriptions that should also be addressed during offboarding.

This data can be pulled from connected SSO, IAM, IDP, and other business applications which detect and import logins and user activity into Setyl.

Delegate and Collaborate During Your Onboarding and Offboarding Processes

Want to delegate onboarding and offboarding tasks to the most relevant teams in your organization?

Setyl’s clear interface and intuitive design make it easy to use for everyone, including less technical colleagues. In addition, dedicated roles and permissions allow you to retain control over who can access specific areas of the platform.

This means that you can share and delegate tasks across the onboarding and offboarding process to other areas of your organization — such as sub-locations, HR and operations teams, or heads of departments — while ensuring all updates are recorded in a centralized platform.

See Setyl’s employee onboarding and offboarding software in action

Book a demo of the platform to see Setyl’s asset assignment and retrieval processes live, and request a trial to experience the platform firsthand.