How Instaffo reduced IT costs by 75% and cut onboarding time to 5 minutes

Overview

• Instaffo’s People team used to spend hours on manual onboarding and offboarding tasks.

• Every new hire required back-and-forth coordination between HR, IT and an external provider.

• With deeploi, Instaffo now automates IT onboarding and offboarding, saving hours every week while ensuring smooth, secure operations.

IT Challenge

Before partnering with deeploi, Instaffo worked with another IT provider, but the support and coverage didn’t fully meet the company’s needs. The setup also wasn’t cost efficient, especially considering that many tasks still landed on HR. Account creation, access checks, and hardware coordination had to be handled internally – on top of an already full people operations workload.

With limited time and no dedicated IT resources, onboarding often took longer than it should, 2-3 hours, and HR had to switch between people operations and technical tasks more than they wanted.

Instaffo team was looking for a partner who could take responsibility for all of the technical workload: not just device or account setup, but a reliable, end-to-end workflow for onboarding, offboarding, and day-to-day IT support.

“We used to manage everything on our own,” Cheyenne, HR, recalls. “That’s the reason why we now have deeploi – so we can really focus on HR and people topics instead of IT.”

Solution

Instaffo uses deeploi to run every IT process with confidence, speed, and minimal internal work.

Automated onboarding workflows. When a new hire is added in Personio, the information is synced into deeploi and triggers the full onboarding workflow automatically. Accounts are created, permissions are assigned, and the device setup is prepared without HR touching a single IT system.

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Role-based “software bundles”. Predefined app packages for every department ensure new joiners get exactly the tools they need from day one. HR no longer needs to chase individual access rights or check long tool lists.

Fast, personal IT support. When questions come up, Instaffo receives help directly from deeploi’s support team, making sure everyone can work. This includes problems with tool access, password problems, and much more.

Reliable and secure offboarding. Offboarding is now immediate, consistent and safe. Devices can be locked or wiped within minutes, ensuring no data remains accessible.

“When we had a fast leaver, deeploi responded immediately, locked the laptop, and managed everything within minutes,” Cheyenne recalls. “That was really helpful for us.”

Outcome

Instaffo has elevated its internal operations with a modern IT experience that matches the quality of its core product. The team has regained valuable time, new joiners start with everything ready, and support is faster than ever.

• Saved 75% of previous IT costs by moving from an internal-plus-provider setup to one streamlined workflow with deeploi.

• Onboarding time reduced from 2-3 hours to 5 minutes.

• 97% less manual IT work for the People team.

• 20 employees onboarded with a consistent, secure setup.

• IT support responses within 15 minutes, providing dependable help for everyday issues.

Most importantly, the team can focus on meaningful work again:

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About Instaffo

Instaffo is a digital recruiting platform that simplifies how tech talent and employers connect. It provides pre-screened candidates, primarily in tech, sales, and marketing, helping companies hire faster and more efficiently.