In many organisations, onboarding internal staff is usually a well-understood process. But when it comes to external staff – like contractors, agency workers, or sub-contracted specialists – the process is often fragmented, inconsistently managed, and highly manual.
This matters because the modern workforce isn’t just made up of permanent employees. Complex recruitment supply chains now include a mix of permanent hires, contractors, and even sub-contractors who all need timely, secure access to systems. Done poorly, this increases risk, slows productivity, and creates friction for both users and IT teams. Done well, it unlocks efficiency, compliance, and a better experience for everyone involved.
So, how do we get there? Let’s look at why these processes differ, and how modern identity solutions (particularly Microsoft Entra) can transform them. Permanent staff typically follow a consistent joiner process: background checks, HR approvals, IT provisioning, and onboarding. But external workers can come through multiple agencies or suppliers, each with slightly different processes, timelines, and compliance requirements. As a result: This becomes even more challenging when workers change roles over time–like applicants who become staff, students who become alumni, or contractors moving between projects. Why onboarding external staff is different (and harder)
Optimising onboarding with modern IAM
A modern IAM approach helps streamline and improve both onboarding and lifecycle management, even in complex supply chains. Here’s how:
Remote identity verification
Tools like DBS checks and Entra Verified ID let organisations confirm identities quickly and securely–without in-person paperwork.
Automated provisioning and deprovisioning
Using Entra ID and Entra ID Governance, organisations can automatically assign and revoke access based on roles, contracts, and business rules.
Verified ID for personal data sharing
Entra Verified ID helps share verified attributes between systems and suppliers, reducing duplication and manual data entry.
Lifecycle management for role changes The right mix of Entra products can transform onboarding and external workforce management:
Track users as they transition between roles (applicant → contractor → staff → alumni), ensuring the right access at every stage. Bringing it all together with Entra
What’s next?
Improving onboarding for agency and external workers isn’t just about efficiency–it’s about reducing risk, ensuring compliance, and giving every user the right experience from day one.
With modern tools like Entra Verified ID, Entra ID Governance, and Entra External ID, organisations can simplify complex recruitment supply chains, automate identity processes, and support users throughout their entire journey–whatever their role or contract type.
If your business is ready to modernise onboarding and external workforce management, it’s time to explore what Entra and IAM workshops can deliver.