10 Best Employee Onboarding Software - 2023

If building a successful company with motivated, inspired, and productive team members is important to you, then you’re going to want a structured onboarding workflow that engages new hires. But if you’re still not sure if you need software to help manage, automate and streamline that process, here are common use-cases that may convince you to invest:

• Culture Building: Company culture starts with your people and how you engage them. Having a company mission and values is one thing, but sharing those with your employees from day one and ensuring that they understand them is another. With employee onboarding software, you can share your mission and values cemented into communications so new hires and existing employees alike know the company’s “why” — and in turn, their own reason for coming to work. You can also create and schedule welcome events for new hires, make intros to your team or the entire company, match new hires with an internal “buddy” that they can lean on as they get acclimated to their new job, and more. All of these actions can contribute to the culture you want to create.
• Ensuring Employee Has Necessary Paperwork: There is a legal & compliance piece of onboarding that you need to follow, specifically when it comes to paperwork. Such paperwork includes employment contracts, non-disclosure agreements (if applicable to your company), health and safety training, I-9s and W-2s, company policies, benefits and payroll forms, and more. As you likely know, there’s a lot of administrative work when bringing on a new hire, and if you’re hiring a lot of people at once, it can really eat up your time. HR onboarding software can help streamline and automate this process for you.‍
• Training: A huge part of onboarding is, of course, employee training — and there’s a lot of it. After all, new hires need to learn the company mission and values, its product and/or service, and its customers as well as team processes, systems, etc. An employee onboarding platform can help you create a training plan, mentoring opportunities with senior leadership, skills assessments, etc. Of course, consider that all of these HR processes can become an automated workflow if you have the right onboarding app.
• Stay Organized: New hire onboarding checklists and processes built into a tool means you don't have to spend as much time making sure every box is checked. If something isn't done, the system will alert the human resources org.
• Automation: If your current onboarding checklist is literally a paper checklist, you are no doubt spending a lot of time and effort on tasks that can be automated through onboarding software. Collecting employee data, e-signtures, background checks, etc are all processes that your HR team can spend a lot less time on.

There is a big difference between onboarding and orientation. If you don’t realize this, then your new hires’ experiences will be suboptimal. Fortunately, there are common challenges and mistakes associated with onboarding that you can learn from — and avoid. Here are a few:

• Not making employees feel welcomed: Employee onboarding software can only do so much to make employees feel welcomed. There is a required human element that you should make sure managers incorporate into the onboarding experience. For example, taking a new hire out to lunch with the team on their first day, walking them around the company to meet employees, hanging up welcome signs at their new desk, etc.
• Not setting the right expectations: Make sure new hires know from day one — or even before they start — what they can expect at different parts of their onboarding journey. This can help them prepare necessary paperwork, and generally cut down on the anxiety that comes with starting a new job.
• Before they start: To help new hires walk through your company doors with confidence on their first day, tell them ahead of time about anything they need to prepare for day one, where they should go, who they should check in with, what they should wear (if there’s a dress code, that is), etc.‍
• First day: Who should they meet with on day one to get a rundown of their role? It goes without saying that they should meet with their managers, but if there are other employees they’ll be working with regularly, make sure to pre-schedule the right meetings/meet-and-greets.
• Focusing on paperwork vs. employee experience: As we’ve mentioned, employee onboarding software can take the burden of paperwork off of your plate. But it can also do a lot when it comes to your employee’s overall experience with the company. So don’t shy away from software providers that offer more than just paperwork help — and don’t forget to incorporate any relevant culture activities, like happy hours, team lunches, etc.‍
• 30/60/90 days: Managers should create a clear 30/60/90-day plan that maps out clear goals and milestones for a new hire’s first three months of employment. Your onboarding software provider should have templates and manager trainings that can help get this started.

At the end of the day, employee onboarding software can help your new hires achieve productivity faster than they would without a formal training and welcoming process. And, as we’ve mentioned, employees are more likely to stay at your company long-term if they’ve undergone a formal onboarding process. Increased retention of course saves you time and money on recruiting, prevents lost work from employee turnover, and contributes to a more productive and successful company overall.

While there’s no defined return on employee onboarding software, the benefits from it (better employee retention, more employee engagement, and more streamlined HR processes) are huge. To help you get an idea of what that translates to in dollars, use our HR tech ROI calculators here.

How much to budget for employee onboarding software depends on a number of factors, such as what components you actually need and how many users you’ll have. Some of the software providers we’ve mentioned here charge for each individual module they offer while others charge a per user per month fee (which we’ve seen for as low as $0-$8/user/month) and/or an annual fee. All this to say, don’t forget to discuss pricing on your demo based on your specific needs so you can get a clear sense of total cost.

At a minimum, employee onboarding software can help you optimize the process of welcoming and training a new hire. This means automating paperwork, streamlining training, and more. But some vendors have a broader set of offerings that cover pre-boarding and recruiting. It really depends on your company’s needs and overall onboarding goals. In general, you can expect to see the following features from employee onboarding software:

• Automated Workflows: Employee onboarding software can help streamline a lot of the workflows that are vital to your job but that also take up a lot of your time. This includes: ‍
• Email & Text Capabilities: Some employee onboarding software allows you to streamline communications with new hires (and even job candidates) through automated email and text capabilities. With email templates, calendar syncing, even text-to-apply functionality, you can more efficiently handle a lot of the admin work involved in recruiting and onboarding.‍
• Legal Documentation & Other Paperwork: Before new employees actually start, let them complete their paperwork from home. You can send them everything from I-9s and W-2s to your employee handbook, non-disclosure agreements, and more.‍
• Training: Create training materials (in some cases, with the help of preloaded templates) and offer synchronous or asynchronous training sessions so new hires can get up to speed on everything from company mission and values to core work functions. You can even administer simple tests to increase accountability and make sure everyone is on track as they transition into their new role.‍
• Performance Management: Offering continuous and real-time feedback to all employees (not just new hires) is a great way to increase engagement and retention — after all, the last thing you want is for an employee to be blindsided at a mid-year review for something that may have happened months prior. Fortunately, some employee onboarding systems offer a performance management feature where you can set goals for individual team members and map them to broader team and company goals. From there, you can track progress, note successes, and discuss lessons learned so team members have a clear path for growth and continuous contribution. ‍
• ATS & Recruiting: Depending on your needs, you can find employee onboarding software that offers applicant tracking components to help you streamline your entire hiring process and lay a strong foundation for onboarding new hires. These features include everything from employer branding and career sites, to interview scheduling and video interview functionality, to talent communities and candidate management, to recruiting analytics, background checks, offer letter management, even referrals.

Before you have any software demos, make sure to prepare a list of questions so you can get a clear picture of each vendor and what they offer. That way, you can more confidently invest in the solution that’s right for your company and its unique needs.

To help you get started, here are some sample questions to ask:

• How are new employees automatically put into an onboarding process?
• What parts of the product address training?
• How are connections with colleagues fostered?
• Do I need to buy a broader platform to use this?
• When does onboarding start and end from the employee’s perspective?
• How does this integrate into my existing HR software and payroll? What integrations will I need?
• How will others in the organization use this solution?
• What are the key features I want to ask about?
• What are the things that would make me nervous about buying this sort of solution?

There are two key implementation steps you’ll need to take with employee onboarding software. On one hand, you’ll need to get the software up and running, which might include integrating with existing HR software you already use. On the other, you’ll need to set up workflows for different employees and create all necessary training and onboarding content.

In most cases, implementation depends on your company, the software provider you choose, and how the two need to integrate for success. To get a clear sense of what implementation will look like for your company, use your demo to find out how integrations work, who you’ll need to tap internally for help (i.e. will IT need to help with any software integrations), etc.

What is employee onboarding?

Employee onboarding is the process of adding a new employee into the organization. This involves introducing a new hire with the company culture, filling out documentation such as payroll and benefits information, distributing handbooks and tools, and connecting them with other employees.

What are employee onboarding tools?

Employee onboarding tools are software solutions designed to streamline the onboarding process.

What features do onboarding tools have?

Onboarding tools have many useful features, including automated workflows, email and text capabilities, legal documentation and other paperwork, training modules, performance management functions, ATS components, employer branding, background checks, and offer letter management.

What benefits do onboarding tools provide?

Some benefits of onboarding tools include better retention, heightened employee engagement, and more streamlined HR processes.

What considerations should I think about when purchasing employee onboarding software?

When considering purchasing employee onboarding software, make sure that the solution you get is going to enhance your current procedure. Don’t end up paying for extra features that you aren’t going to use.

At the end of the day, new hire onboarding is critical for business success. It’s also a long-term process with multiple stages that can last an entire year — from preboarding (making an offer, handling paperwork, and preparing for their first day), to welcoming them on their first day, to providing ongoing training and support as they get up to speed. Therefore, it makes sense to spend the time getting the right employee onboarding solution live sooner than later.

Eventually, your focus will shift from onboarding to employee engagement and satisfaction — but remember that what you do now for a new hire’s first few months will have a lasting impact on their productivity and longevity with your company. With the right onboarding software, you can maximize success for both your new hire and your company, reduce attrition, and build a productive and welcoming company culture.