Start from a working process, not a blank canvas. Our team fits it to each entity, on the tools you already run. Customers see 45% fewer licenses and 96% fewer execution issues.
06Day one to first payCloses on first correct payClose
What it replaces
A ticket in HR, a ticket in IT, a spreadsheet in payroll and a manager chasing all three.
What changes
Nobody chases the hand-offs. One case runs from the approved hire to the first correct pay, with one audit trail.
Works with
Workday
SAP SuccessFactors
Microsoft Entra ID
ServiceNow
Counted back from day one
Most hires sign one to three months ahead. The new hire sees a few clear steps, while HR, IT, payroll and the manager work one case.
What the new hire sees
What runs behind it
D−60Offer
What the new hire sees
An offer approved before it went out, then a welcome email.
What runs behind it
Case opens when the hire is approved
Above-band pay approved by the budget holder
D−45Contract
What the new hire sees
A contract to sign in the form their country's law requires, and bank details entered in the HR system.
What runs behind it
Drafted from the approved country template and checked by HR
Right to work confirmed by a named HR checker
D−10Access
What the new hire sees
A tracking link for the laptop.
What runs behind it
Manager approves the access list
Your identity platform creates the accounts, or Optomo requests them by API
D−5Payroll
What the new hire sees
A first-week plan from the manager.
What runs behind it
Payroll record created before the cut-off, through your payroll interface
The planning agent drafts the first-week plan for the manager
Day oneStart
What the new hire sees
The laptop and accounts work, and the first meeting is booked.
What runs behind it
Access active from the start of day one
Case closes after the first correct pay
Ready by day one, or flagged by D−3
Four things must be true, each with an owner. Anything missing is flagged three days out, not found at the desk.
Contract signed by both sidesHR
Right to work confirmed by a named checkerHR
Accounts and laptop readyIT
Payroll record created, bank details confirmedPayroll
When the start date moves
Change the date once, in your HR system. Every task moves with it, and access is active from the start of the new day one.
Inside each stage
Choose a stage to see who does each step and what it leaves on the case.
Hire approved
D−60
Steps
TriggerCase opensFrom the approved hire in your HR system
PeopleAbove-band pay approvedBy the budget holder, before the offer goes out
APIOffer acceptedThe start date sets every due time on the case
Left on the case: the approved hire, any pay approval and the start date.
Systems it touches
HR system, such as Workday or SAP SuccessFactors
Recruiting system
Controls
Pay outside the band is approved before the offer goes out
When it doesn't fit
A declined offer closes the case before anything downstream starts.
Contract
D−60 to D−45 · SLA 1d
Steps
AI agentsContract draftedThe contract agent fills the approved country template from the offer
PeopleHR checkHR checks every draft against the offer before it goes out
PeopleContract signedIn the form the country's law requires
PeopleRight to work confirmedBy a named HR checker, from the documents the law asks for
Left on the case: the draft, the HR check, the signed contract and who confirmed the right to work.
Systems it touches
HR system
Approved contract templates
E-signature, where the law allows it
Controls
Only approved country templates
No contract goes out without the HR check
When it doesn't fit
A draft that does not match the offer goes back to HR with the difference marked.
Manager sign-off
D−14 to D−10 · SLA 4h
Steps
APIAccess list proposedThe role's standard access, from your identity platform
PeopleManager approvesAdds or removes access within policy
PeopleExtra access approvedAnything outside the role's standard goes to its system owner
Left on the case: the approved access list, with each approver and when.
Systems it touches
Identity platform, such as Microsoft Entra ID
IT service management, such as ServiceNow
Controls
No account is created before the list is approved
Access outside the role's standard needs its system owner
When it doesn't fit
A manager who has not approved within 4 hours is reminded, then the request goes to their named cover.
Accounts
D−10 to D−3 · By D−3
Steps
APIAccounts createdBy your identity platform, or requested by Optomo by API
APILaptop orderedThrough your IT service desk, with a tracking link for the new hire
APIAccess set for day oneActive from the start of day one, not before
Left on the case: each account's reference and the laptop's ticket number.
Systems it touches
Identity platform, such as Microsoft Entra ID
IT service management, such as ServiceNow
The applications on the access list
Controls
Accounts match the approved list
Access is active from day one, not before
When it doesn't fit
An account that fails goes to IT with the error, and day one is flagged at risk by D−3.
Payroll
D−10 to D−5 · By cut-off
Steps
APIPayroll record createdThrough your payroll interface, before the cut-off
PeopleBank details confirmedEntered by the new hire, confirmed by a second person in payroll
APIBenefits and pensionEnrolled as the country requires
Left on the case: the payroll record's reference and who confirmed the bank details.
Systems it touches
Payroll system or provider
HR system
Benefits and pension providers
Controls
Bank details confirmed by a second person before the first pay
The record is created before the payroll cut-off
When it doesn't fit
A start after the cut-off is paid off-cycle or in the next run, as your policy sets, and the case tells the manager.
Day one to first pay
Day one to payday
Steps
PeopleDay one confirmedThe manager confirms the laptop, accounts and first meeting
AI agentsPeopleFirst-week planDrafted by the planning agent, sent by the manager
PeopleFirst pay checkedPayroll confirms the first pay was correct
CloseCase closedEvery hand-off on one audit trail
Left on the case: the day one confirmation and payroll's check of the first pay.
Systems it touches
HR system
Payroll
Email and Teams
Controls
The case closes only after the first correct pay
When it doesn't fit
A wrong first pay reopens the payroll stage until the correction is paid, with the reason on the case.
What your reviewers will ask
IT security, your data protection officer and HR each sign off before go-live. Their first questions, answered.
IT security
Who creates the accounts?
Your identity platform, or Optomo requests them by API from the list the manager approved. Optomo is ISO 27001 certified, covering the company and the cloud service.
Data protection
Is personal data recorded?
Screen recordings are off by default, and you can keep them off for this process. Optomo runs on-premise, in your network, so case content stays in it.
HR
Who approves pay and access?
Above-band pay is approved before the offer goes out, and the manager approves the access list. Each approval is on the case, with who approved it and when.