ITX Boarding HUB

The ITX Boarding HUB is a browser-based operations dashboard for Globant's onboarding process. It tracks the new hire lifecycle from SuccessFactors intake (after the offer is accepted) to Day 1 across six operational teams: Recruiting, People Journey, TCBP, Service Desk, Logistics and Workplace Experience.

Introduction

The ITX Boarding HUB is a centralized, internal web platform engineered by the IT Experience (ITX) team at Globant. It serves as the single source of truth (SSOT) for all internal staff areas tasked with managing, tracking, and executing new hire logistics: Recruiting, People Journey, TCBP, Service Desk, Logistics and Workplace Experience. Currently, the onboarding workflow relies heavily on fragmented offline tools, standalone spreadsheets, and high-volume email chains, which frequently creates operational blind spots and delayed provisioning. By consolidating these cross-departmental operations into a real-time portal, the ITX Boarding HUB ensures that every incoming corporate resource is properly accounted for, enabling teams to cooperate fluidly and execute onboarding tasks efficiently.

The main purpose of the platform is to orchestrate logistical dependencies seamlessly. Triggered automatically once a candidate accepts their corporate offer letter, the hub aggregates core profile data from SuccessFactors, including the SSFF ID, corporate email address, position, project, account, Project Manager (PM), and baseline office location, and maps it directly against active cross-departmental workflows. These integrated operations encompass scheduling onboarding dates, managing delivery modalities (On-site, Virtual, or Cancel Hire), validating hiring packages and legal paperwork via People Journey, provisioning secure credentials, tracking day-one attendance, and maintaining centralized cross-area comments for real-time collaboration. Furthermore, the platform directs physical IT asset allocation and orchestrates remote shipping logistics for virtual new hires, ensuring day-one readiness across the board.

By pairing role-specific interface permissions with a localized task sidebar, the platform isolates action items for each team, allowing stakeholders to quickly filter down to their specific deliverables and ensure readiness ahead of the onboarding date. Supported by instantaneous cloud synchronization and automated email updates, the hub significantly reduces administrative overhead, eliminates day-one operational delays, and establishes absolute transparency across all six participating teams.

Operational scope

The ITX Boarding HUB manages the end-to-end internal logistical lifecycle of incoming employees. Operating within a Business-to-Employee (B2E) infrastructure, the platform spans the entire transition from the initial offer acceptance through Day 1 and subsequent post-onboarding communications. The platform's scope is defined by the following boundaries:

• Internal user base exclusivity: The system is accessed exclusively by internal Globant staff distributed across six specialized corporate teams. New hires and external candidates do not interact with this system directly; their operational checkpoints are handled via standard external communications or core corporate systems.
• Data lifecycle tracking: The scope begins immediately upon candidate record ingestion (via automatic background integrations with SSFF or manual entry by recruiters in case of exceptions) and tracks them through onboarding modalities, paperwork validation, asset assignment, shipping logistics, and final day-one attendance verification.
• Logistical parameters: System tracking includes security hardware metrics (Yubikey serial numbers), computer configurations (device types, hostnames), shipping tracking (tracking links, transport tickets, estimated arrival dates), physical shipping addresses for remote workforces, and procedural compliance tracking.

How it works

New hires arrive from SuccessFactors (SSFF) and the Google Sheet sync. From there, each team fills in its own fields on the same record:

• Recruiting: onboarding type and recruiter.
• People Journey: People Doc paperwork.
• TCBP: Day 1 attendance.
• Service Desk: the shipping address for virtual hires.
• Logistics: the shipment (ticket, tracking, ETA).
• Workplace Experience: Welcome Kit stock.

Admins see and edit everything. What you can see and edit depends on your role. See Roles & permissions.

What's inside

Your first five minutes

1. Check the country chip in the top bar. The Hub starts on the country you're connecting from. See Country scope.
2. Open My Tasks in the right-hand sidebar. It lists your team's pending work, most urgent first.
3. Click a hire's row to expand it and see the Operational Clearance stepper: who still has to act.
4. Use Ctrl K (⌘ K on Mac) to jump to any hire, checkout, tab or action.
5. Prefer a guided version? Run the Platform Tour from Resources at the bottom of this sidebar.

Every user has one role. Your role decides which tabs and columns you see and which fields you can edit. The server enforces the same rules, so a change your role isn't allowed to make is refused even if you try.

At a glance

Open the full Role Permissions guide

Admins and Super Admins

• Admins edit every field on any record and can delete records (for test data only).
• They can edit any page of this documentation. See Editing the documentation.
• They manage scheduled sends, import data (CSV, Atlas, JSON) and use Sync Data.
• Preview as shows the Hub as another role without signing out. Exit Preview returns to your own.
• Super Admin only: Add NH, User Management (add and remove users, change roles, per-user permission overrides), Apps Scripts and Generate Hires. Everyone else sees User Management read-only.

SuccessFactors fields

Fields that come from SuccessFactors are read-only for everyone except Super Admin and Recruiting. When one of them corrects an SF field:

• The Hub asks for confirmation before saving.
• The correction stays in the Hub only. It is never sent back to SuccessFactors.
• The field shows an amber Manual tag until a later SF sync overwrites it.

The top bar has six tabs. The web address always names the open tab, so the browser's Back and Forward buttons move between tabs, and you can share a link that opens straight on one.

The tabs

TCBP, Service Desk, Logistics and Workplace Experience open on the Onboarding tab.

Country scope

The Hub starts on the country you're connecting from. Change it with the country chip in the top bar: pick another country, or All countries.

Sharing a link

Copy the address bar to send a teammate straight to a tab, for example …#calendar or …#offboarding. Pages of this documentation can be linked the same way, down to a single section: hover a heading and click # to copy its link.

Everything that isn't specific to one tab lives in the top bar, from left to right.

Buttons

Information Center

Open it from the Settings (gear) menu → Information Center. It has:

• Role Permissions
• the Platform Tour
• for admins, the Assistant Knowledge Base

This documentation opens from the ⓘ button in the right-hand sidebar (My Tasks header, collapsed rail, bottom dock). The same Role Permissions, Platform Tour and Knowledge Base links are also under Resources at the bottom of this sidebar.

Your session

You sign in with your Globant account. A session ends 6 hours after sign-in, and then you're asked to sign in again.

The Onboarding tab is the main list of new hires. Switch between two layouts with Table | List in the toolbar. Your choice is remembered, and the default is List.

Stat cards

The cards at the top are Total Records, This Week, Next Week, In-Person, Virtual and Pending People Doc.

• Click a card to filter the list by it, and click it again to clear.
• Total Records resets every filter.

List layout

One row card per hire, grouped under a header for each onboarding date.

• Status icons show People Doc and Attendance.
• Roles that see devices also get Laptop and Yubikey icons, which open Linked Devices.
• Click the card or Details to open the hire.
• Chat opens the hire's discussion.

Table layout

• Sorting: click a column header to sort, and click again to reverse.
• Frozen columns: Actions, Source, ID and Name stay visible while you scroll right.
• Date bars: rows are grouped under a bar for each date that shows that day's readiness.
• Row details: click a row to expand them. See Row details & clearance.
• Attendance: TCBP and admins can set it straight from the row's dropdown.

Table columns

Toolbar buttons

• Add NH: Super Admin only. Hires normally come from SuccessFactors.
• Attendance: the roll call, for TCBP and admins. See Attendance.
• Slack: opens the regional onboarding channel.

Bulk edit

1. Tick rows in the Actions column, or use the select-all box in its header.
2. Pick a field and a value in the bar that appears.
3. Click Apply to selected. Undo is offered right after.

Filters combine. A date range or the This Week card narrows whatever is already filtered instead of replacing it. Your filters are remembered in this browser.

Search

The search box matches name, email, SF ID, office, project, account, position or recruiter.

Filter controls

• Select Dates: a custom range, or This / Next week and This / Next month.
• Onboarding type, Office, People Doc and Rehire.
• ✕ Clear: removes every filter at once.

Filter chips

Every active filter, stat card, My Tasks item or sort shows as a chip under the toolbar. Click a chip's ✕ to remove just that one, or Clear all to remove them all.

Your default filter

With no saved filters, you start on your team's pending work:

In the Table, click a row (anywhere except a button) to expand an inline panel. It's the fastest way to see where a hire stands and who has to act next.

What the panel shows

From top to bottom:

• A toolbar with Edit (or View), History, PDF, copy buttons and Collapse.
• The Operational Clearance stepper.
• The SuccessFactors, Onboarding and Devices details.
• The hire's Discussion thread.

Operational Clearance

A read-only stepper, visible to every role. Each of its six steps is worked out from the record, so there's nothing to tick by hand.

Reading the states

• done: the step is complete.
• blocked: something is wrong and needs attention.
• active: the next step up.
• pending: not done yet.
• n/a: doesn't apply to this hire.

The header pill reads Cleared for Day 1, In Progress, Blocked or Hire Cancelled. The "X/N cleared" count leaves out n/a steps.

Open a hire with Edit / View in the Table (or Edit in the expanded row), or by clicking a List card. Only the fields your role can edit are active.

The two sections

Header actions

• History: every change, who made it and when.
• PDF: a one-page summary of the hire.
• Delete: admins only, for test data. Asks for confirmation and then offers a short Undo.

The Discussion thread sits at the bottom. Closing with unsaved changes asks whether to Save Changes or Discard.

Teams are told about changes

Changing any of these fields opens an Urgent Notice that lists what changed:

• onboarding type
• recruiter
• People Doc
• address
• Jira ticket
• comments
• a shipment field

Send the notice, or choose Don't notify. Your edit is saved either way.

Validation

• A duplicate Globant email is refused.
• A duplicate SF ID only warns.
• The Globant email must end in @globant.com.

The right-hand sidebar holds My Tasks, Activity, the Readiness Check, the Onboarding Calendar and the ITX Assistant. Buttons at its top minimize it, dock it at the bottom of the screen, or open this documentation (ⓘ).

My Tasks

• Your team's pending work, most urgent first.
• Each item shows the dates it covers and an Overdue, Due today or Due tomorrow chip.
• Click an item to filter the Onboarding list, and click again to clear. Its arrow lists the first hires.
• Admins see every team, grouped by team.
• In the Offboarding tab, My Tasks switches to equipment still to recover.

Readiness Check

Shows how ready a whole onboarding day is:

• An overall percentage.
• One segment per team (Recruiting, People Doc, Welcome Kit, Devices, Shipping, Day 1), with the hires still missing each step.

Its Onboarding Summary tab shows counts and your pending actions. The Statistics Onboarding Readiness card opens it too.

Attendance

TCBP and admins mark attendance in three ways:

1. The Attendance roll call in the toolbar: one onboarding day at a time, and it saves instantly.
2. The Table's Attendance dropdown: Pending, Attended or No Show.
3. The hire record itself.

Laptops, Yubikeys and other devices come from Atlas and are read-only in the Hub. To assign or change a device, do it in Atlas.

Where you see them

• The Devices column in the Table. Click it to open Linked Devices.
• The Laptop and Yubikey icons on List cards.
• The Devices section of the expanded row.

Linked Devices shows one card per Atlas device, plus an "Unassigned" Yubikey card when Atlas has no key for the hire.

One rule everywhere

Only an Atlas match counts as assigned. The Clearance stepper, the Readiness Check and My Tasks all use the same rule, so they can never disagree about a hire's devices.

Every hire has its own Discussion thread, so teams coordinate on the record instead of in side chats.

Where to find it

• In the expanded row.
• At the bottom of the hire record.
• Behind the Chat and Discussion buttons, which show an unread count.

The Calendar also has a Day discussion for each onboarding day.

Mentioning a team

Type @ to mention a team:

@recruiter @people @tcbp @servicedesk @logistics @workplace @admin

When a newer comment mentions your team:

• A red dot appears on the hire's row.
• New mentions appears at the top of My Tasks.

Opening the hire or its thread marks it read.

Editing and deleting

Comments can't be edited. The author or an admin can delete one, and has a few seconds to Undo.

The Activity tab next to My Tasks merges record edits (old → new value), sent emails and new comments, grouped by day.

Filtering

• Filter by All, My team, @Mentions or Mine, and by type.
• The filter also decides which new entries pop up and chime.
• The bell button mutes the sound.

Acting on entries

• Click an entry to jump to the hire, the thread or the sent email.
• Mark all read clears every unread marker.
• Archive read tidies the feed. Archived (N) in the footer shows what you archived.

The Offboarding tab tracks employee checkouts and the return of company equipment. A red badge on the tab counts urgent upcoming checkouts that still have equipment pending.

Summary cards

The cards are Upcoming checkouts, Deactivating today, Recent departures (last 30 days) and Overdue returns (people who left with equipment pending). Click a card to filter.

Header tools

• An office filter, and search by name, email or office.
• A date-range button to look up older checkouts.
• Assets to recover: every Atlas-tracked asset still to collect, downloadable as CSV.
• Archived: checkouts over 30 days old (CSV download only).

Checkout checklist

1. Click a person to see their Atlas devices.
2. Tick Mark returned as each device comes back.
3. Access items (Active Directory, Slack, Physical Access) are status pills based on the deactivation date.

Urgent checkouts popup

When you open the tab, a popup lists overdue and imminent checkouts with pending equipment. From its Overdue tab you can mark all overdue returns at once, after confirming.

Where the data comes from

Checkouts come from the SuccessFactors CheckOut export, which admins import under Data Management → Import Offboarding CSV. The Offboarding Notice email in the Automation Center sends the teams a summary.

A documentation tracker for People Journey and admins, drawn live from the same hire records as the Onboarding tab.

Stat cards & toolbar

• Total New Hires: all hires. Click it to clear filters.
• This Week / Next Week: upcoming start dates.
• Fully Complete / In Progress / Not Started: click a card to filter.

The toolbar has search (name, position or ID), a date range, an office filter and sorting (start date, name, position or ID).

Candidate records

Hires are grouped by start date. Each row shows seven document items: NDA, Offer Letter, Bank Account, Health Insurance, Life Insurance, Family Benefits and Affidavit.

Detail panel

Click a hire to open the detail panel. Its footer shows one of two things:

• No action needed when People Doc is complete.
• Send People Doc reminder, which opens the People Doc email for that hire.

The shared Onboarding Day agenda. A month grid on the left shows how many hires start each day (excluding cancelled), plus dots for sessions and events. The selected day's agenda on the right lists team sessions and new-hire events together, sorted by time.

Getting around

• Use ‹ › or Today to move between months.
• The summary cards cover next week: hours, sessions, events, virtual onboardings and pending People Doc. Click one to highlight matching days.
• Day discussion opens a cross-team thread for the selected day.

Internal sessions

1. Click Add session → Internal Session.
2. Fill in team, date, title, start and end, a location or meeting link, and notes.
3. Tick Repeat this session for a series: every onboarding day, day, week, 2 weeks or month, until a date or for N times.

Overlapping sessions warn with Time conflict. Deleting one session of a series asks Just this one or Delete entire series.

New-hire events

New Hire Event opens the Automation Center's Calendar Events template (Welcome Session or 30-Day Check-in, with a Meet link and guests). Times show in each event's own timezone, with a short label.

Who can edit

Pairs current kit stock with upcoming demand, so kits are reordered before they run out.

Summary & offices

The cards are On hand, Reserved, Available and Regions low. Below them is one row per office, grouped by country. Click a row for its stock detail, where you can Adjust Stock or Reorder Kits.

Low stock

An office is low when Available (on hand − reserved) drops to or below its reorder point. When that happens, three things appear:

• A banner with a reorder shortcut.
• A red badge on the tab.
• A Workplace Experience task.

Reorders

Kits ordered from providers. Click Mark received to add them to stock.

Forecast & reservations

The forecast shows expected needs for the next 6 weeks. Next to it is a read-only list of reservations: every upcoming, non-cancelled hire reserves one kit from their office automatically.

Dashboards for the whole onboarding pipeline, with a PDF export that you choose the contents of.

Period

Pick Last 30 days, Last 90 days, All time or Custom. Cards marked Live always show current data, whatever the period.

The cards

• New Hires Overview
• Onboarding Type Split
• Onboarding Readiness
• Operational Health
• Intake Pipeline
• Onboarding Session Hours
• Offboarding
• Welcome Kit Stock
• Asset Recovery
• New Hires Over Time
• People Doc Completion
• Attendance

The Onboarding Readiness card opens the Readiness Check.

Export PDF

Export PDF lets you choose which cards to include, and remembers your choice for next time.

Open it with the Automation Center button (sparkle icon) in the top bar, then pick a template from the left-hand menu.

Templates

Workplace Experience sees only Email Templates and People Doc.

Sending an email

1. Preview: check what the recipients will see.
2. Recipients: choose who gets it.
3. Schedule: send now, or queue it for later.

Urgent Notice has only Preview and Recipients. Calendar Events shows a form instead of these steps. Every send asks you to confirm.

History

History in the header lists emails already sent.

Open with the Automations button in the Automation Center header. Back returns to the templates. A background job checks the queue every minute and sends what's due.

Pending & Failed

• Pending: upcoming sends, soonest first. An OVERDUE tag means the send time has passed and it hasn't gone out yet.
• Failed: sends that errored, with the error message. Admins can Retry or Delete.

What can be scheduled

• Five templates can be scheduled: Weekly Onboarding, IT Experience, People Doc, PM / Manager and Offboarding Notice.
• Choose One-time or Weekly, with an optional end date.
• Times are in your local time.
• The Schedule step lists existing automations for that template and flags an identical schedule.

How recipients are chosen

Row actions (admins)

• Edit: change the date and time, weekday or end date (and the teams, for fixed-list templates). Hire-based templates keep their recipients; to change them, delete and re-queue.
• Delete: stops the schedule, and it disappears from Pending.
• Retry (Failed tab): re-queues the send for the next check, about a minute later.

Urgent Notice skips the queue and sends immediately. Calendar Events saves to the Calendar instead of sending email.

SuccessFactors is the main source of new hires and syncs about three times a week. A sync updates the SuccessFactors fields but never your team's fields (onboarding type, recruiter, People Doc, attendance, address, comments).

Sync Data

In Settings, Sync Data opens Sync & Connection. Click Sync Now to pull hires from the connected Google Sheet.

• Records match by SF ID. New hires are added and existing ones updated.
• Check dates looks for day/month swaps.
• The sync may list hires without a @globant.com email yet, so you can review them.

Data Management

In Settings, Data Management opens Data & Persistence:

• Export: filtered CSV or JSON, a full JSON backup, and the edit and notification history as CSV.
• Import Onboarding CSV: updates SuccessFactors fields from an SF export. Matches by SF ID, then email, and shows a preview first.
• Import JSON: replaces every record for everyone, and asks you to type the record count to confirm.
• Import Offboarding CSV and Import Atlas Devices: admins only.

Every field on a hire record, where it comes from, and who fills it in.

SuccessFactors fields

Team fields

Automatic fields

Find the ITX Assistant in the right-hand sidebar, or type a question in the Ask bar at the top of this page.

What it answers

• Live counts, straight from the current records: hires this week, no-shows, pending People Doc, hires without a Yubikey.
• How-to questions, from this documentation and a searchable Knowledge Base.

On the hosted site, an AI model can help phrase answers. It uses only this documentation, the Knowledge Base and anonymous totals.

Privacy

The Assistant never shows names, personal emails or addresses, and it won't look up an individual hire. To find a person, use search or Ctrl K.

Knowledge Base (admins)

Admins edit the Assistant's articles under Resources → Assistant Knowledge Base at the bottom of this sidebar. Each entry covers one topic.

A few keys and safety nets that make the Hub faster to use.

Search & commands

Press Ctrl K (⌘ K on Mac), or the search button, to jump to a hire, checkout, tab or action. Start your search with a prefix to narrow it:

In this documentation

• / focuses Search docs. Esc clears it.
• Hover a heading and click # to copy a link to that section.

Editing the documentation

Admins and Super Admins see a pencil next to each page title. It makes the page editable in place:

• The toolbar sets headings, bold, italic, bullet and numbered lists, and links. Heading starts a new section, which also appears under "On this page".
• Paste from Word or Google Docs keeps headings, bold, italic, lists and tables.
• Upload .docx replaces the page with a Word file's content. Images are left out. Nothing is saved until you click Save.
• Reset to original removes your edits and brings back the built-in page.

A saved page shows who edited it last and when. Everyone sees the change straight away, and the ITX Assistant answers from the edited text.

Undo

Many actions show a short Undo message:

• deleting a comment, calendar session, new-hire event or checkout
• a bulk edit
• applying a My Tasks filter

Deleting a hire record asks for confirmation first, then offers Undo too.

Quick answers to the questions teams ask most.

Why can't I edit a field?

Only the fields your role owns are active. SuccessFactors fields are read-only except for Super Admin and Recruiting, and Devices always come from Atlas. See Roles & permissions.

A hire I expect isn't in the list

Work through these checks:

1. Look at the filter chips under the toolbar. Your filters are remembered, so an old one may still be on. Click Clear all to remove them.
2. Check the country chip in the top bar.
3. If the hire is new in SuccessFactors, it appears after the next sync. SuccessFactors syncs about three times a week.

The stepper says "Device pending", but the laptop was delivered

Only an Atlas match counts as assigned. Make sure the device is assigned to the hire in Atlas; the Hub picks it up from there.

My correction to an SF field disappeared

SF corrections stay in the Hub only, and the next SuccessFactors sync is authoritative. If the sync brought the field in, it overwrote your Manual value. Fix the source in SuccessFactors instead.

I see a red status pill in the top bar

You're offline, or some data couldn't load. Click the pill to retry. If it persists, reload the page.

I was signed out

Sessions end 6 hours after sign-in. Sign in again with your Globant account.