What is onboarding software?

Onboarding software is a human resources tool that automates and tracks a new employee’s hiring journey. There are generally many steps involved in a good onboarding process, so it may feel overwhelming to get it right, especially when you’re manually completing these processes and, as a result, only completing the most essential tasks. Transitioning to an onboarding platform can help you organize your data, assign due dates to specific tasks, provide internal training, and generate checklists to create a better onboarding experience.

Some platforms offer supporting material to help new hires become more familiar with your company. Because the software eliminates many manual processes, your HR team can focus on creating a memorable experience. Activities that build and enhance loyalty, relationships, and engagement, such as onboarding surveys or mentorship programs, can help leave a good first and lasting impression. There are various types of onboarding software, from traditional tech with simple digital dashboards and limited capabilities to future-friendly, experienced-based, fully integrated ecosystems. The latter focuses on the candidate’s hiring journey from sign-on until they’re comfortable with your company culture, regardless of how long it takes.

Related: How to Find Good Employees

Employee onboarding features and benefits

When searching for the best onboarding software for small businesses, consider more than just your new hires. Your HR team, management, and new-hire mentors may also regularly use this platform. Below are some onboarding software features and benefits that can be essential to automating time-consuming tasks, boosting productivity, enhancing company morale, and improving employee experience and retention:

1. Seamless integration

As many companies transition to digital tools, choosing onboarding software seamlessly integrating with your existing processes can be beneficial. With proper integration, you can eliminate long-term negative effects on the rest of your digital HR framework and take advantage of:

• data-sharing with other systems without creating more work for your HR team
• interfacing with many modern-day human resources systems, such as SAP SuccessFactors, Workday, and Gusto
• automating the deletion of unnecessary data for security and safety
• configuring your integrations in-house or having your vendor set them up for you

2. Solution-based reporting

Capturing insightful data and applying it to elevate your new hire journey can be essential to long-term employee success. Consider software that offers customizable dashboards and reports, allowing you to analyze specific areas of your onboarding process. Below are some helpful software features:

• visually represents your onboarding progress, activation, and completion rates on a local and global scale
• creates custom reports tailored to individual needs
• contrasts and compares performance across different departments and locations
• easily keeps track of and organizes your onboarding data using intuitive dashboards

3. Customization capabilities

You can encourage a positive hiring experience by showcasing your brand throughout your onboarding app, making new employees feel like part of your organization from the start. Customization can include:

• using your colours and logos throughout the platform
• adapting your company’s unique terminology to create a branded experience
• tailoring the app URL with your company name for easy access

4. Self-service options

Most people are comfortable navigating digital platforms independently, thanks to Google, Facebook, and Amazon. You can enhance your new hire’s experience by encouraging them to upload documents and explore and learn about your organization on their own. Not having to answer basic questions or collect and process new hire documentation can save your HR team hours of work. The more self-serve features your software has, the more efficient your human resources department can become. Some handy features include:

• AI chatbots that can immediately address new hire questions and concerns
• time-released content that engages users and entices them to return to your app
• ability to complete all necessary documentation right from the platform

5. Flexible content creation

You can use your onboarding software for more than a place to upload learning modules or company information. Inspire your new hires with fun, interactive onboarding content that provides a memorable experience and positively impacts employee productivity, engagement, and retention. When searching for onboarding software, consider a system that allows you to create visually appealing content and ensure it’s intuitive and user-friendly so your entire onboarding staff can participate. Below are some ideas to get you started.

• Customize the training experience and create content for various scenarios, for example, pre-start training, FAQs, and orientation .
• Leverage in-depth pages to create in-app long-form learning material.
• Be creative with your own templates or choose from pre-made ones to save time.
• Ensure your content stands out by using embedded video or platform-hosted imagery.

6. Built-in e-mail and task automation

Automated task management systems can eliminate many manual processes, reducing the stress and pressure on your HR administrators. Automating tasks can include initially setting up and assigning them, then focusing on other duties as the platform notifies, prompts, and sends e-mail reminders for the rest of the process. A software solution that can handle complex automation ensures your new hires receive vital information without overwhelming your HR team, and all relevant employees stay apprised where necessary. An integrated task management system can give your HR team complete control of the onboarding lifecycle by:

• setting tasks for new hires, mentors, managers, or other HR personnel
• initially developing the framework, then creating and assigning new tasks
• building company-wide engagement with one central hub
• keeping all users up to date with a comprehensive task library

7. Cloud-based and mobile-friendly software

With the rise of remote and hybrid work, mobile-friendly, cloud-based capabilities benefit virtual onboarding. A mobile-friendly, user-friendly app can increase engagement as users can access information anywhere. Software with a front and back end that’s intuitive by design can provide a user-friendly experience from start to finish, regardless of technical prowess. You may consider software that:

• has an intuitive, clean UI that balances admin with end-user experience
• is accessible regardless of device, operating system, or location
• offers a fast, reliable, and future-proof infrastructure

8. Focusing on feedback

Gathering feedback from new hires can provide an excellent opportunity for improving your onboarding experience. Well-designed onboarding software typically uses interactive tools, including surveys and pulse checks, allowing HR departments to make real-time corrections and offer support when necessary. These corrective actions provide invaluable insights into creating a better onboarding experience for future hires. Methods for gathering feedback can include:

• longer-form questionnaires that capture in-depth feedback milestones
• automated chatbots that check feedback after every new hire interaction
• series of short-form pulse checks that encourage user experience and satisfaction ratings

9. Create journeys for various positions

Balancing consistent messaging and customizing your new hire’s journey based on role, department, and location can be a crucial factor in a successful onboarding. Software with filtering capabilities shows new hires only relevant data and avoids overwhelming them with information. Without unnecessary distractions, their onboarding experience can feel more personal and streamlined directly to them. Consider software that enables you to:

• craft unique onboarding experiences by assigning multiple filters per employee from different content libraries
• filter content to ensure new hires only see information relevant to their roles
• send automated reminders and task notifications based on personalized filters

10. More than just onboarding

Several critical transition points go beyond onboarding during the employee lifecycle. A future-proof onboarding software system will typically support other transition periods, such as:

• Preboarding, reboarding, and crossboarding: Guide your employees through the days and weeks leading up to a new position, a return to work, or a change in roles to ensure they feel comfortable, confident, and supported.
• Onboarding: Engage employees in the onboarding process by creating excitement about their new roles and responsibilities. A good welcoming experience can set the tone for future interactions.
• Offboarding: Develop life-long ambassadors for your brand and ensure smooth partings. Learning why the employee is leaving can be valuable for improving your workplace culture and strategies, so you may consider onboarding software that enables you to send exit interviews.

Please note that none of the companies, institutions, or organizations mentioned in this article are affiliated with Indeed.