UC user provisioning software can simplify user and device management, saving time and reducing errors on routine and tedious provisioning tasks. But, with so many options on the market, how do UC professionals choose the right one? In this blog, we explore the must-have automation features that a UC provisioning tool should have so that you can narrow down your search.
While UC platforms have revolutionized how teams connect and work together through video conferencing to messaging and file sharing, one thing remains the same. Managing these platforms at an enterprise scale is still a significant challenge.
That’s where the right automated UC user provisioning tool can help.
Why Automation Matters in UC Provisioning
Managing Unified Communications (UC) systems manually is a complex and time-consuming process. UC teams often face many challenges like:
- Provisioning and de-provisioning users
- Managing disparate devices
- maintaining security protocols
And they have to do it all while juggling multiple platforms like Microsoft Teams, Zoom, and Cisco Webex. Manual processes are prone to human error, leading to misconfigurations, delayed service delivery, and even security vulnerabilities. These inefficiencies can frustrate end-users and bog down UC teams, ultimately impacting overall productivity.
Automation transforms these processes by eliminating repetitive tasks and improving accuracy, significantly reducing the time required for UC provisioning. This enhances operational efficiency and allows businesses to scale their UC environment seamlessly as they grow.
The Top 5 Automation Features to Look For
In your search for an automated UC provisioning tool, keep these five features in mind. These features are critical to streamlining user provisioning in enterprise and hybrid work environments.
Feature #1: Automated Onboarding and Offboarding
A UC provisioning tool’s most critical automation feature is streamlining user onboarding and offboarding. When a new employee joins the company, manual provisioning often involves setting up accounts, assigning roles, and configuring access across multiple platforms. That process takes a long time, instantly frustrating a new hire wanting to start. Automated onboarding simplifies this by pulling user data directly from HR or directory systems and provisioning them in the right tools they need. This ensures new hires have the right access and permissions from day one.
Similarly, when employees leave the organization, revoking access promptly is crucial to prevent security risks. Automated offboarding ensures that accounts are deactivated, licenses are reclaimed, and devices are reset in minutes. This enhances security and frees up IT resources for other tasks. By automating these processes, businesses can reduce downtime, improve employee experiences, and maintain tighter control over their UC environments.
Feature #2: Role-Based Access Control
Role-based access control (RBAC) is a fundamental feature of any robust UC provisioning tool. It allows organizations to automate the assignment of permissions based on predefined user roles. This ensures employees can only access the tools and data necessary for their job functions. For example, a sales rep only needs access to CRM-integrated calling and conferencing tools, while an IT admin requires broader access to that system’s configurations and analytics.
The right UC provisioning tool can help organizations codify roles and access while simplifying the management of these permissions. This is especially true in large organizations with frequently changing roles and responsibilities, as it reduces the likelihood of human error that could lead to security vulnerabilities. Moreover, RBAC ensures compliance with internal policies and external regulations by enforcing consistent access controls across the organization, strengthening UC security and boosting operational efficiency by eliminating the need for manual oversight.
Feature #3: Multivendor System Integrations
Many organizations rely on multiple UC platforms to meet their communication needs. Whether it’s Microsoft Teams for internal collaboration, Cisco Webex for conferencing, or Zoom for external meetings, managing these systems can become a complex juggling act. A must-have feature in any UC provisioning tool must be able to integrate with and provision users across all these platforms from a single interface.
With this automation, UC teams can create unified workflows across different UC systems and other business-critical applications, saving time and eliminating the need to switch between multiple dashboards. This ensures consistent provisioning regardless of the platform. Additionally, integrations enable businesses to adapt to changing needs, supporting hybrid environments and migrations with minimal disruption.
Feature #4: Event-Driven Automation
Finding a UC user provisioning tool that responds to specific triggers within the UC environment is essential. For instance, when a new employee is added to the HR system, the provisioning tool can automatically create their UC accounts and assign the appropriate permissions. Event-driven automation capabilities ensure your UC system operates smoothly, stays secure, and adapts to the organization’s dynamic needs in real time.
Feature #5: Self-Service End User Portal
Lastly, your UC user provisioning automation tool should have some form of self-service portal. This feature empowers end users to handle routine tasks without relying on UC support. Common issues like password resets, profile updates and voicemail settings can be managed directly by users through an intuitive interface, reducing the volume of service tickets and allowing UC teams to focus on more strategic initiatives.
On top of that, a self-service portal improves your employees’ experience by providing them with the power to find immediate solutions to smaller problems. They don’t have to wait hours—or days—for simple issues to be resolved. Instead, they can quickly and reliably access the tools they need to be productive. For businesses, this translates to faster resolution times, reduced support costs and more agile UC and IT environments.
Conclusion: The Right UC Provisioning Software Makes a Difference
Manual UC user provisioning is time-consuming, resource-intensive and tedious for your highly skilled UC engineers. Arming them with the right UC automation tools makes their jobs easier and more fulfilling. Instead of spending hours on tedious provisioning work, they’ve been able to focus on more strategic projects and initiatives that will push your company forward. By using these five features as guide rails, you’ll find a UC user provisioning tool that will help your company unlock greater efficiency and productivity.
See these automation features in action. Schedule a demo of Akkadian Provisioning Manager to see how it works.
