Case Study

Apprentice Onboarding Process

Tools: MDM · Power Apps · Active Directory · Entra ID

Each year, the company welcomes between 10 and 20 new apprentices across multiple departments. Every apprentice receives an iPad and access to internal Power Apps solutions used for attendance, vacation requests, sick leave, and weekly reports. The onboarding process ensures that all apprentices are fully equipped, configured, and connected to the company’s digital environment from day one.

The Problem

Before the onboarding process was centralized, new apprentice setups required coordination between multiple departments.

  • Device setup, user creation, and app access were managed separately.
  • Delays and communication gaps often led to missing permissions or incorrect configurations.
  • MDM enrollment and Power Apps access were not standardized, causing inconsistent user experiences.

To ensure a seamless start for each new apprentice class, the onboarding process needed to be streamlined and documented.

My Role

As the sole responsible person for apprentice IT onboarding, I manage the full setup process — from user creation to device configuration and application access.
My responsibilities include:

  • Creating new user accounts in Active Directory and assigning appropriate licenses in Entra ID
  • Preparing and enrolling iPads through Apple Business Manager (ABM) and Sophos
  • Configuring device profiles, restrictions, and pre-installed apps
  • Ensuring proper access to all Power Apps, including the Ausbildung App
  • Providing on-site introduction sessions with apprentices to explain the IT systems and usage guidelines
  • Coordinating with HR and training departments to align timelines and user access

This role combines technical management with direct user onboarding and training.

The Process

The onboarding process was designed to ensure every apprentice can start work immediately upon receiving their device:

  1. Preparation: Create user accounts, assign licenses, and configure access groups.
  3. Device Setup: Enroll iPads through Apple Business Manager and apply the correct MDM profiles.
  4. App Access: Verify Power Apps permissions (e.g., Ausbildung App, IT contact forms).
  5. Testing: Ensure email, Teams, and SharePoint access are functional.
  6. Handover & Training: Conduct in-person onboarding sessions, explaining device usage, IT policies, and key apps.

All setups are logged for future reference, ensuring documentation and traceability.

The Solution

The solution combines multiple Microsoft and Apple technologies into one integrated workflow:

  • Microsoft 365 & Entra ID – for user account management and license assignment
  • Apple Business Manager (ABM) – for automatic device enrollment
  • Sophos MDM / NinjaOne MDM – for profile and policy application
  • Power Apps & Power Automate – for access to internal tools and communication workflows

This integration ensures each apprentice receives a fully configured, policy-compliant device with access to all necessary tools before training begins.

Results & Impact

The new onboarding process created a structured, repeatable, and reliable workflow for apprentice IT setup:

  • 10–20 apprentices onboarded annually with standardized configurations
  • 100% device enrollment consistency via ABM and MDM
  • Full Power Apps access on day one, reducing setup delays
  • Improved documentation and transparency for HR and IT
  • Positive feedback from apprentices due to the smooth and guided onboarding experience

The process now serves as a repeatable yearly framework for future apprentice intakes, ensuring consistent quality and efficiency in IT setup and user onboarding.