8 Real Problems IT Teams Face with Device Onboarding (and Fixes)

Device onboarding is one of the most crucial yet overlooked aspects of IT operations. Shockingly, 43% of new hires wait more than a week to receive basic workstation logistics and tools, while 18% are still waiting even after two months, completely stalled in their ability to contribute from day one. 

Why does this happen? Because device onboarding is not as simple as handing over a laptop. It involves:

• Sourcing and shipping hardware 
• Configuring devices to company standards 
• Managing OS, apps, and security policies 
• Ensuring global compliance 
• Supporting remote and hybrid setups 

It’s a complex, multi-step process that’s easy to push down the priority list. But here’s the thing: it doesn’t have to be this hard. Many businesses struggle with device onboarding, not because it’s unsolvable, but because they don’t prioritize it enough.

In this blog, we’ll explore eight real problems IT teams face with device onboarding and how you can fix them. Let’s dive in! 

1. Communication Gaps Between HR and IT 

One of the most common culprits behind delayed device onboarding is poor communication between HR and IT. When HR finalizes a new hire, they often fail to inform IT in a timely manner or provide incomplete details like role-specific access requirements. 

For example, an HR team might send an email a day before a new employee joins, requesting a laptop without specifying whether they need design software, admin access, or multi-factor authentication setup. 

This last-minute scramble leads to IT teams reacting instead of proactively planning. The result is delayed device shipments, improper access setups, and a frustrating experience for the new hire. 

How to fix it 

The key is integrating HR and IT onboarding workflows. Use automated forms and ticketing systems that trigger IT tasks the moment HR completes hiring. 

For example, a platform like ZenAdmin can integrate with your HR platforms, allowing your HR team to automatically generate device requests based on employees’ roles. These requests will then be procured and deployed based on the inventory. This zero-touch IT deployment process ensures that the communication is always on point and your IT doesn’t have to be overburdened with tasks that don’t need their expertise. 

2. Mistake-Prone Device Procurement and Provisioning

There are a lot of challenges in manual device procurement and provisioning. We analyzed our client data and found that 45% of IT pros faced issues with manual configuration during onboarding, and 30% have had to rework device setups due to mistakes. 

Here are five common pitfalls:

• Ordering the wrong hardware specs due to unclear role requirements.
• Provisioning outdated OS versions that cause compatibility issues.
• Missing essential security configurations, like endpoint protection or encryption.
• Overlooking role-specific software, delaying productivity.
• Shipping to the wrong address, especially for remote hires.

Each of these errors wastes valuable IT time and compromises new hire readiness.

How to fix it 

Eliminate manual errors by standardizing and automating device procurement using Device as a Service (DaaS) and Mobile Device Management (MDM) platforms. With DaaS, you can predefine hardware specs by role, ensuring the right devices are shipped. MDM tools like ZenAdmin allow IT to pre-configure devices with OS updates, apps, security policies, and access permissions before delivery. This ensures devices arrive ready-to-use, secure, compliant, and aligned with company standards. 

3. Inconsistent Access to SaaS Applications and Resources

New hires frequently face delays in accessing critical SaaS applications like Slack, Salesforce, or Jira, often waiting days or even weeks to gain the tools they need. This is usually the result of broken, manual, or fragmented access provisioning processes. Without a centralized system, IT teams rely on scattered requests, leading to inconsistent permissions, overlooked apps, and significant productivity bottlenecks. 

Poor access management introduces security and operational risks. For instance, if a new marketing hire doesn’t receive access to their CRM tools, they can’t work; if they receive admin access by mistake, they pose a security risk. 

It’s also critical to decide how access is managed (Role-Based Access Control vs Attribute-Based Access Control). Selecting the right model is crucial for both scalability and security.

How to fix it 

Integrate onboarding processes with an Access and Identity management platform, a feature that ZenAdmin also serves. It can help you use group-based rules and dynamic attributes to automate user provisioning, ensuring that new hires receive the right apps, with the right permissions, at the right time, without any manual intervention. 

Also Read: The Risks of Unmanaged SaaS and How to Centralize IT Governance 

4. Security and Compliance Gaps

Device onboarding failures create serious IT security risks that are often overlooked. Unpatched devices, missing endpoint protection, and inconsistent security policies are common in fragmented onboarding processes. This is particularly dangerous for remote and hybrid teams, where devices are often shipped directly to employees’ homes, bypassing traditional IT checks. 

Without proper controls, IT teams face risks like:

• Devices missing full-disk encryption, exposing sensitive data if lost or stolen. 
• Inconsistent patching leading to exploitable vulnerabilities. 
• Lack of endpoint detection and response (EDR) coverage across all devices. 
• Devices falling out of compliance with frameworks like SOC 2, ISO 27001, or GDPR. 

How to fix it 

Implement a centralized Mobile Device Management (MDM) solution like ZenAdmin to enforce security policies and automate compliance across all devices. MDM platforms allow IT teams to:

• Enforce encryption, firewall, and anti-malware settings at scale. 
• Automate patch management to keep devices updated. 
• Monitor and report on compliance posture. 
• Enable remote wipe or lock for lost or stolen devices. 

This ensures every device shipped is secure, compliant, and audit-ready from day one, regardless of where it’s sent. 

Also Read: IT Security for Remote and Distributed Teams: A Guide for CISOs 

5. Logistical Challenges in Remote Device Deployment

As remote and hybrid workforces expand, shipping devices to employees across geographies introduces new complexities. 

IT teams must deal with supply chain disruptions, inventory constraints, and the risk of devices being lost, damaged, or tampered with during transit. For example, a laptop shipped internationally may get stuck in customs, or a device sent to a remote hire may arrive in damaged packaging, both scenarios delaying onboarding.

Supply chain delays, especially for specific hardware models or peripherals, further complicate procurement planning. Storage constraints at central offices or distribution points add to the challenge, while the risk of tampering in transit raises serious security concerns. 

How to fix it 

Proactive planning is essential. Forecast device needs based on hiring projections and work with trusted logistics partners experienced in handling sensitive equipment. 

Implement tamper-evident packaging with seals and asset tracking to ensure devices arrive intact. For global teams, consider local drop-shipping models or regional hubs to minimize transit times and customs delays. This ensures devices are delivered quickly, securely, and with minimal friction. 

6. Inconsistent Technology and Equipment Standards 

Allowing employees to use a mix of personal and company-owned devices or different hardware models for similar roles creates a support nightmare for IT teams. It leads to fragmented configurations, inconsistent software versions, and security vulnerabilities. Without enforced standards, IT faces challenges like: 

• Supporting incompatible hardware across OS updates.
• Patching varied devices on different schedules.
• Managing software licensing and compliance.
• Securing endpoints with inconsistent protection layers.

For example, an employee using an outdated personal MacBook for development may not meet company security baselines, while a colleague on a standardized corporate-issued Windows machine does, creating gaps in security posture.

How to fix it 

Define clear, company-wide hardware and software standards by role and function. For example, provide developers with high-performance machines pre-configured with necessary IDEs, while customer support gets secure, locked-down laptops. Implement device compliance policies through MDM solutions and audit device inventory regularly to ensure adherence.  

By eliminating device sprawl and standardizing equipment, IT can simplify management, strengthen security, and provide consistent support, reducing the operational burden and enhancing user productivity. 

Also Read: Shadow IT: Why Employees Bypass IT and What You Can Do About It  

7. Increased IT Support Demand and Burnout

Non-standardized device setups, remote troubleshooting challenges, and fragmented onboarding processes create a support backlog that overwhelms IT teams. Each device that doesn’t adhere to standardized configurations increases the likelihood of unique, time-consuming support tickets, ranging from missing software to VPN access failures. 

For example, an employee using a personal device might submit a ticket for an app compatibility issue that wouldn’t occur on a standardized, corporate-issued machine. These cases stack up, leading to longer resolution times, frustrated employees, and overworked IT staff, contributing to burnout and reduced operational efficiency. 

How to fix it 

The key to reducing support demand is IT standardization and automation. 

• Enforce pre-configured device images for each role, ensuring consistency across endpoints. 
• Automate common fixes, such as password resets or software installations, through self-service IT portals and workflow automation. 
• Use platforms like ZenAdmin that resolve L1 and L2 issues in under 15 minutes, so your IT support team is not bogged down with tickets. 
• Implement knowledge bases and guided troubleshooting resources to empower users to resolve basic problems independently. 

By streamlining device configurations and enabling proactive support, IT teams can focus on critical issues while minimizing repetitive, time-consuming tasks.  

8. Authentication and Network Access Issues

Authentication and network access are common bottlenecks in device onboarding, especially in environments with strict security controls. New devices may fail to connect due to misconfigured authentication methods (e.g., certificate-based auth vs. username/password), mismatched network policies, or exceeded device limits for a user account, resulting in frustrated new hires and manual troubleshooting for IT. 

For example, an organization enforcing certificate-based Wi-Fi access may inadvertently block a newly provisioned device that hasn’t been enrolled in the certificate authority, requiring manual intervention. Or, a user may hit a limit of 5 devices per account, preventing a new laptop from connecting until old devices are deregistered. 

How to fix it 

Implement a proactive access management strategy:

• Regularly review and update network group settings, authentication protocols, and device enrollment policies. 
• Leverage dynamic groups in Identity Providers (e.g., Azure AD, Okta) to assign the correct access profiles based on user roles and device attributes. 
• Use automated monitoring and alerts to flag onboarding failures or access denials, enabling IT to respond quickly. 
• Pre-stage authentication certificates and ensure new devices are enrolled before shipment to eliminate last-minute access issues. 

With these controls, IT can ensure that new devices connect to corporate networks seamlessly, securely, and without delays. 

ZenAdmin Streamlines Your Device Onboarding to Make Your IT Team More Productive 

Device onboarding doesn’t have to be a constant source of delays, errors, and frustration. ZenAdmin’s all-in-one platform transforms how IT teams manage every aspect of the onboarding process helping you eliminate inefficiencies and reduce manual work. 

From global procurement, inventory tracking, and secure mobile device management, to SaaS management, access provisioning, and automated workflows, ZenAdmin empowers IT teams to deliver a seamless, secure onboarding experience for every employee. It works whether they’re in the office or working remotely. 

By centralizing user identities, application access, document management, and IT support, ZenAdmin helps IT teams stay focused on strategic priorities, not firefighting day-to-day issues. With real-time analytics and reporting, you gain the insights needed to optimize processes and ensure compliance at every step. 

If you’re ready to streamline device onboarding and allow your IT team to do more with less, book a demo with ZenAdmin today!