Joiners, movers and leavers: one tracked workflow
Stop chasing HR, IT and managers by email. Give every new starter, internal move and leaver a tracked process with clear ownership and deadlines.
One example of what Claromentis Business Process Automation can automate. It gives you the building blocks for almost any process you can map: forms, stages and rules.
Authorised Claromentis Partner. Our founder spent seven years running Claromentis for 850+ users in 20+ countries.
Plain terms
- A named owner at every stage
- A time limit on every stage
- Reminders sent for you
- A record of every change
What is a JML process?
A JML process is the set of steps HR, IT and managers follow when someone joins, moves role or leaves, so their access and equipment change when their job does. JML stands for joiners, movers and leavers. Run well, every step has a named owner, a time limit and a record.
- Joiner. A new starter. HR raises the request, the manager confirms what's needed, IT sets up accounts and issues the kit before day one.
- Mover. Someone changing role, team or manager. They get the new job's access and, the half that gets forgotten, lose the old job's.
- Leaver. Someone leaving. IT closes their accounts on the leaving date, the kit comes back, then HR and payroll finish their part.
You may know it as starters, movers and leavers, or as onboarding and offboarding. The difference is the mover: onboarding and offboarding cover the first day and the last, and a JML process also covers every role change in between. If onboarding is your whole question, read choosing employee onboarding software.
JML is the use case. Business Process Automation is the product: the same forms, stages and rules run your other processes too.
Updated . By Harsh Divecha, founder of Techspire IT.
Why do JML processes go wrong?
The real problem isn’t merely that tasks are manual. It’s that nobody knows who is responsible, whether it has been done, or what is overdue. The work crosses HR, IT and line managers, each team does its part from an email, and the gaps sit between them.
- A starter turns up before the laptop and the logins.
- A mover gets the new job's access and keeps the old job's too.
- A leaver keeps their accounts, because nobody told IT the leaving date.
43%
of UK businesses reported a cyber security breach or attack in the last 12 months, in the UK government’s Cyber Security Breaches Survey 2025/2026. The survey doesn’t say how many began with an old account. Still, an account nobody closed is one risk you can remove yourself.
“The step I’d watch hardest is the leaver, because it’s the one nobody owns.”
Harsh Divecha, founder of Techspire IT, who ran Claromentis for seven years for 850+ users in 20+ countries.
You may not need this yet
If you hire a few people a year and one person handles all of it, a good checklist will do. The workflow pays off when the work crosses HR, IT and a line manager, or when you must show an auditor or a client who removed access, and when.
See the workflow: joiner, mover, leaver
Joiners, movers and leavers run as three requests, five steps each. Read one lane and you know the other two.
Joiner
- HR raises the request. Owner: HR
- The manager confirms what's needed. Owner: Manager
- IT sets up accounts. Owner: IT
- IT issues the kit. Owner: IT
- Ready for day one, request closed. Owner: HR
Good to know Kit goes on the form as separate tick boxes, one for each item, so each one can email whoever issues it.
Mover
- The manager raises the change. Owner: Manager
- HR approves it. Owner: HR
- IT adds the new access. Owner: IT
- IT removes the old access. Owner: IT
- HR closes the change. Owner: HR
Good to know Removing the old access is its own step, because it's the half that gets forgotten.
Leaver
- The manager raises the leaver notice. Owner: Manager
- IT removes access on the leaving date. Owner: IT
- The manager collects the kit. Owner: Manager
- HR and payroll finish. Owner: HR
- HR closes the request, and the record stays. Owner: HR
Good to know The notice goes in the day someone resigns, not on their last day. IT then gets an email on the morning of the leaving date.
Claromentis sends each step to its owner, watches the clock and keeps the record. Your people still do the setting up.
Who owns each step?
One request answers the three questions: who has it, whether it’s done, and what’s late.
| Stage | Assigned to | Time allowed | SLA |
|---|---|---|---|
| 1 Raise the request | Abigail Clark, HR | Starts the clock | Done |
| 2 Confirm what's needed | Alan Metcalfe, manager | 1 working day | Done in 5 hours |
| 3 Set up accounts | Charles Johnston, IT | 1 working day | Done in 3 hours |
| 4 Issue the kit Now | Charles Johnston, IT | 3 working days | Outside SLA |
| 5 Ready for day one | HR | 1 working day | Not started |
Sample data. In Claromentis a starter is one request. It sits at one stage, with one person, on one traffic light. Its History keeps every stage it has been through.
If two jobs need to run side by side, they sit as tick boxes inside one stage, and the History logs each tick with a name and a time.
How a JML process is built in Claromentis
Claromentis doesn’t ship a module called joiners, movers and leavers. Instead, you build the process in InfoCapture, its forms and workflow application, on top of the Claromentis intranet.
InfoCapture takes real configuration to get right. That’s the honest reason we build it with you rather than hand you a login.
Each process is a project with one form. Every form someone submits becomes a request (Claromentis calls it a ticket, and you can rename it), and the request carries these six parts.
- A form
- with dates, drop-downs, people pickers and a signature field that records who signed and when.
- Stages you name yourself
- such as Raise the request, Set up accounts, Issue the kit and Ready for day one.
- Automatic changes
- that assign the request or move its stage when a field changes.
- Email notifications
- to a role, the person who submitted it, the person it's assigned to, or someone named on the form.
- Service levels
- shown as traffic lights, counted in your working hours only.
- A History tab
- that logs each field change, stage change and reassignment, with a name and a time.
Who can do what
Each process has its own roles, and you put people, groups or intranet roles into them. One grid sets what each role may do: 14 rights, from raising a request to handling it, changing its stage and reading its history. So HR can raise requests, IT can handle them, and a manager can follow the ones they raised without seeing anyone else’s.
Does this replace our HR system? No, and it isn’t meant to. Your HR or payroll system stays where it is. This is the workflow around it: who does what, and by when, each time someone joins, moves or leaves.
Can I buy the workflow without the intranet? No. InfoCapture is an add-on to the Claromentis intranet, which is always the base. That helps here: the starter form sits beside the directory, documents and policies a new person needs.
What else could you automate?
The same forms, stages and rules also run other processes. Eight examples:
- IT support requests
- Purchase requests
- Equipment requests
- Incident reports
- Complaints
- Supplier checks
- A change of salary or job title
- Return-to-work interviews
Almost any process you can map as a form, stages and rules.
See what else we build on the Claromentis workflow and e-forms page, or compare the tools in choosing business process automation software.
Manual vs automated: why change?
Same seven jobs, done two ways.
| The job | Manual: email and a spreadsheet | With the workflow in Claromentis |
|---|---|---|
| Where a request starts | Manual: An email to whoever HR thinks handles it | With the workflow: One form for each process, at its own web address |
| Who owns each step | Manual: Whoever remembers | With the workflow: One named person at a time, assigned by a rule you set |
| Chasing | Manual: Someone sends another email | With the workflow: Email notifications and service-level traffic lights |
| Approvals | Manual: "Reply all to approve" | With the workflow: A named approver clicks Approve before the stage moves |
| When the owner is off | Manual: The request waits in their inbox | With the workflow: Reassign the request and its history goes with it |
| What you can show an auditor | Manual: A search through old inboxes | With the workflow: The request's History tab, plus reports and CSV export |
| The leaver's intranet account | Manual: Deleted, or forgotten | With the workflow: A step on the request: blocked, not deleted, so its records stay |
What automation handles. What your people still control.
The system does the routing and the remembering. Your people make the calls.
Automation handles
- Assignments. Each request goes to one named person, by a rule you set.
- Notifications. Emails to the people who need to act, with a link to the request.
- Reminders. An email on the morning a date arrives, or before a time limit runs out.
- Status tracking. Every request shows its stage and a traffic light for its service level.
- Escalations. When a time limit is missed, the request turns red and the people you choose are emailed.
Your people control
- Decisions. A person moves the request to its next stage.
- Exceptions. Anyone with the right can reassign a request, change its stage or add a note when it doesn’t fit the rule.
- Approvals. A named approver clicks Approve. Nothing moves until they have.
- Conversations. Notes on the request, private where they need to be.
- Final sign-off. A person closes the request, and the History keeps their name and the time.
One thing it doesn’t do: switch off accounts in your other systems, such as email or VPN. A named person does that, and the request records it.
We block a leaver’s intranet account rather than delete it, so its records stay. If your accounts are synced from your directory, closing the leaver there closes the intranet account at the next sync.
The business impact: time, ownership, visibility and an audit trail
Time
An example, not a measurement.
Say each joiner, mover or leaver takes 25 minutes of chasing: emails to IT, a reminder to the manager, a check that the laptop was ordered.
That's more than 41 hours spent on asking "has this been done yet?"
Your numbers will differ. Count your own joiners, movers and leavers for last year, guess the minutes, and do the same sum.
In the workflow, that chasing is the system's job. It assigns each step to a named person, sends the reminders, and shows what is overdue. Your people still do the work and make the decisions.
Ownership and visibility
This is the list a manager opens. Who has it: Assigned to. Is it done: Status. What’s late: Traffic light.
| ID | Name | Start date | Assigned to | Status | Traffic light | Created |
|---|---|---|---|---|---|---|
| NS0042 | Sam Carter | 19-10-2026 | Charles Johnston | Issue the kit | Outside SLA | 12-10-2026 9:02Â am |
| NS0043 | Daniel Reid | 26-10-2026 | Charles Johnston | Set up accounts | Within SLA | 15-10-2026 2:10Â pm |
| NS0044 | Leah Morris | 02-11-2026 | Alan Metcalfe | Confirm what's needed | Within SLA | 16-10-2026 8:45Â am |
Sample data. One list for each process, filtered and exported as you need. Everyone sees only the requests their role allows.
Audit trail
- Every change recorded.
- Every owner visible.
- Every deadline tracked.
| Date Modified | User name | Field | Change | |
|---|---|---|---|---|
| 12-10-2026 9:02Â am | Abigail Clark | New ticket | Created | |
| 12-10-2026 9:05Â am | Abigail Clark | Assigned to | => Alan Metcalfe | Assigned |
| 12-10-2026 2:15Â pm | Alan Metcalfe | Status | Confirm what's needed => Set up accounts | Approved |
| 13-10-2026 9:15Â am | Charles Johnston | Status | Set up accounts => Issue the kit | Completed |
| 16-10-2026 9:18Â am | Traffic light | Within SLA => Outside SLA |
Sample data. The column names are the ones on the History tab of a request.
The History records changes to the request, not everything around it: emails aren’t rows in it, a change a rule makes as a request is submitted shows at the next change, and anyone with the Manage right can delete a request, so we give that right to administrators only.
It doesn’t make you compliant by itself. It gives you the record to show an auditor: who was asked, who did it, and when.
Claromentis is ISO 27001:2022 certified and hosted on Google Cloud, in a UK, EU or US data centre that you choose.
Why Techspire IT?
7 years our founder, running Claromentis
850+ users on that intranet
20+ countries it reached
Authorised Claromentis Partner
We don’t just switch on BPA. We map the process, configure it, test it and help your team adopt it.
Map
We map how you handle joiners, movers and leavers today, including the steps nobody wrote down.
Configure
Then we build the forms, stages, approvals, notifications and service levels in InfoCapture.
Test
We test with the project set to Testing, where people can see it but no emails go out.
Adopt
Finally, we switch it to Active and train the people who'll use it, by video call and screen share.
Harsh Divecha Founder, Techspire IT
Harsh ran Claromentis for seven years for a healthcare group operating across Africa, the Middle East, Asia, the US, Canada and Australia. He designed its process automations, among them an onboarding workflow that HR, managers, heads of department and IT worked through together. Claromentis's own announcement of the partnership describes it.
How long does it take? Plan on 6 to 8 weeks for a Claromentis deployment, delivered remotely. We build your first process as part of that set-up.
One named person from the first call to go-live. A fixed scope and a fixed price for getting you live.
Don't take our word for it. Build one real process.
A 30 day Claromentis playground.
Tell us one process. We’ll set it up in your playground with you:
- one form
- one approval
- one notification
- one dashboard
See what your process could look like before committing to a full rollout.
- No sales presentation.
- No generic video.
- Explore the system yourself.
A real Claromentis environment for your team.
- Send the short form. Your name, work email and company. Nothing else.
- A confirmation email, straight away. It tells you what happens next. Reply to it and it reaches me.
- Your login within 24 hours. Registered to you through us, yours for 30 days. A walkthrough only if you want one.
Then tell us your one process, and we'll set it up with you.
No card to enter and nothing to cancel. If you need longer than 30 days, we'll ask Claromentis for an extension.
JML questions
What does JML stand for?
JML stands for joiners, movers and leavers: the people who join an organisation, change role inside it, and leave it. You’ll also hear starters, movers and leavers, or SML, and a starters and leavers process when movers are left out. They all name the same job: getting access and equipment right each time someone’s job changes.
What is the JML process in IAM?
In identity and access management (IAM), the JML process is how joiners get accounts and permissions, movers have theirs changed and leavers have theirs closed. Claromentis is not an identity and access management tool, and it doesn’t create or close accounts by itself. Its workflow sends each access change to a named person, tracks it against a time limit and records who made it, and when.
What are the steps in a JML process?
Three requests, five steps each. Joiner: HR raises the request, the manager confirms what’s needed, IT sets up accounts, IT issues the kit, and HR closes the request ready for day one. Mover: the manager raises the change, HR approves it, IT adds the new access, IT removes the old, and HR closes the change. Leaver: the manager raises the notice, IT removes access on the leaving date, the manager collects the kit, HR and payroll finish, and HR closes the request. See the workflow.
Is there a joiners, movers and leavers process template?
Not a ready-made one in Claromentis. It has no JML module and no JML template: we build the process with you in InfoCapture, its forms and workflow application, to fit your own steps. If you’d like to see yours before you commit, tell us the process and we’ll set it up with you in a 30 day playground. Try Claromentis.
What should a leavers checklist include?
The leaving date, every account and system the person uses, the kit to return, any document they have checked out, and the HR and payroll steps. In the workflow each item is its own tick box, so each one can email whoever handles it, and the History logs each tick with a name and a time. So nothing depends on memory.
Can it set up new starters in Microsoft 365 and remove leavers fast?
Not by itself. Claromentis is not an identity and access management tool, and it doesn’t create or close Microsoft 365 accounts by itself. The workflow sends the job to a named person in IT, shows when it’s running late and records when it was done. If your intranet accounts are synced from Entra ID, closing a leaver there closes their intranet account at the next sync.
What does SML mean on an intranet?
SML stands for starters, movers and leavers. On an intranet it means the forms and workflow that handle those three events in one place. Claromentis has no module with that name, so you build it in InfoCapture, its forms and workflow application, on the same intranet as your documents and policies.
What is the difference between JML and onboarding and offboarding?
Onboarding is the joiner. Offboarding is the leaver. A JML process adds the mover: the person who changes role, team or manager, and who needs new access while losing the old. It also handles joiners, movers and leavers the same way, with named owners, time limits and one record, so the middle of someone’s time with you isn’t left to chance.
What counts as a mover?
A mover is anyone whose job changes inside the organisation: a promotion, a new team, a new site or a new manager. Movers need new access and should also lose the old access. A mover request with its own step for removing the old access stops people quietly collecting permissions over the years.
Who owns the JML process, HR or IT?
Both, with line managers, which is why it goes wrong. HR knows the dates, the manager knows what the person needs, and IT makes the access changes. You don’t fix it by picking one team to own everything. Instead, you fix it by giving each stage one named owner, and one place where everyone can see what’s done and what’s late. See the workflow.
Let's automate one of your processes
JML is just one process you can automate.
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Pick one process. We’ll show you how we’d automate it in Claromentis.
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Claromentis, its name, logo and product belong to Claromentis Ltd. Techspire IT is an Authorised Claromentis Partner.