See How to Ensure Employees are Ready to Hit the Ground Running on Day 1|29th August 2025
500 Employees
When HR and IT systems don’t sync, even simple tasks like setting up emails or granting system access can turn into days of delay. This challenge becomes even more complex for organizations spread across multiple locations, where employees and volunteers need access to systems whether they’re working in offices, regional hubs, or remote field sites.
For teams that depend on both full-time staff and a constantly changing pool of volunteers, manual account management becomes a daily struggle. HR and IT spend hours creating, updating, and removing accounts, while new hires or volunteers often wait to get started. Role changes leave outdated permissions hanging, and former team members sometimes keep access longer than they should causing both productivity and security risks.
One example is the Nature Conservancy of Canada (NCC), which partnered with RoboMQ to automate its HR-to-IT account provisioning and strengthen security across the organization.
The Nature Conservancy of Canada is the country’s leading nonprofit organization dedicated to conserving natural lands and wildlife. Since 1962, it has protected millions of hectares of forests, wetlands, grasslands, and shorelines. With more than 500 employees and hundreds of volunteers spread across offices and field sites, smooth operations behind the scenes are essential.
NCC’s success relies not only on conservation expertise but also on giving its people timely access to the tools they need whether it’s a new scientist logging into a research system or a volunteer accessing project files. When account access was delayed, projects stalled, and valuable time was lost.
For years, the Nature Conservancy of Canada used ADP for HR data and Active Directory (AD) for IT accounts, but the systems weren’t connected. Every change HR made new hires, role updates or departures had to be sent manually to IT. This gap created several challenges, especially when it came to managing the large and ever-changing pool of volunteers.
Volunteer account challenges. Volunteers are central to NCC’s mission, but with hundreds joining and leaving across different locations, IT spent endless hours creating and removing accounts. Temporary accounts often slipped through the cracks, leading to delays, confusion and extra work.
Slow onboarding. New hires and volunteers often waited days before their email and system access were ready. For remote field teams, these delays made it difficult to get work started on time.
Confusing role changes. When employees were promoted or transferred, old permissions often remained active while new ones lagged, creating uncertainty about what access was current.
Security gaps during exits. Former employees or volunteers sometimes retained access to sensitive systems and donor data longer than they should, leaving potential vulnerabilities.
The result was a cycle of frustration for HR, IT and field teams with slowed projects, wasted time and security risks that could no longer be ignored.
To overcome these challenges, the Nature Conservancy of Canada implemented RoboMQ’s Hire2Retire automation to connect ADP with Active Directory. By bridging HR and IT systems, NCC no longer had to rely on manual updates or endless back-and-forth emails between teams. Every change in ADP now flows automatically into Active Directory, ensuring accuracy, speed, and security.
Here’s how it made a difference:
Automated volunteer account management. Instead of IT manually creating hundreds of short-term volunteer accounts, Hire2Retire now provisions them instantly when HR enters details into ADP. Just as quickly, those accounts are deactivated once a volunteer’s engagement ends, eliminating hours of repetitive work and reducing errors.
Day-one access for staff and volunteers. Whether at headquarters, in a regional office, or at a remote conservation site, new team members now receive their email, network access, and applications as soon as they are added to ADP—no more waiting days to get started.
Seamless role changes. Promotions and transfers no longer cause confusion. Hire2Retire automatically updates roles in Active Directory, removing outdated permissions and granting the right ones without delay.
Secure and compliant exits. Departures—whether staff or volunteers—are handled in real time. The moment HR records an exit in ADP, the associated IT account is deactivated, protecting sensitive donor and conservation data.
With Hire2Retire, NCC gained the ability to manage its dynamic workforce including its large volunteer base – with far greater efficiency and confidence.
Udhayakumar D. ( Director, Data Strategy & Operations )
Udhayakumar D. ( Director, Data Strategy & Operations )
The transformation was immediate and visible across HR, IT, and field teams. By removing manual steps and syncing HR and IT systems, the Nature Conservancy of Canada achieved:
Faster onboarding and productivity. Employees and volunteers now have everything they need on their first day, allowing conservation work to start without delay.
Smoother workforce transitions. Promotions and role changes are handled seamlessly, ensuring people always have the right level of access at the right time.
Stronger data security. Instant account deactivation prevents former staff or volunteers from accessing donor records, internal systems, or sensitive information.
Time savings for HR and IT. Teams no longer spend hours each week creating, updating, or deleting accounts. Instead, they can focus on supporting conservation projects and enabling staff and volunteers in the field.
Simpler volunteer management. The ability to quickly set up and remove short-term accounts has made it much easier to coordinate volunteers across NCC’s many locations.
For an organization like NCC where staff and volunteers span offices, regions, and remote sites, the shift to automation means more time and resources can be dedicated to what matters most: protecting Canada’s natural spaces.
For the Nature Conservancy of Canada, this transformation was about more than improving IT efficiency. Conservation projects run on tight timelines, and even small delays can ripple into bigger challenges for fragile ecosystems and the communities that depend on them. By automating onboarding, role changes, and exits, NCC ensured that every employee and volunteer could contribute from day one whether working in a city office or deep in the field restoring habitats.
With HR and IT no longer buried under manual updates, they can now focus on strengthening operations, supporting conservation teams on the ground, and expanding volunteer programs across Canada’s diverse landscapes. Most importantly, automation gives NCC the freedom to stay centered on what truly matters: protecting Canada’s natural heritage so that future generations can continue to experience its forests, rivers, and wildlife in their full richness.
Ready to join the wave of companies automating their employee lifecycle management processes with Hire2Retire? Schedule a demo call with us today to see what Hire2Retire can do for your business.
500 Employees
