Heading

Employee onboarding is one of the most crucial components of the hiring process. Gallup defines employee onboarding as a journey towards a concrete employee experience. When your efforts are effective, the onboarding programs ensure employees are involved and supported from day one, preparing them for outstanding accomplishments. Providing new hires with a great first impression of your firm and giving them all of the tools and knowledge they need to succeed will help you minimize employee turnover, maximize employee experience, boost employee productivity, and attract new talents.

A survey by SHRM states that those employees who think they had a positive onboarding experience were 29 times more likely to be satisfied with their current positions and tend to stay with their current employer for a long time. Thus, investing in robust employee onboarding platform that offers a seamless onboarding process is crucial for the success of every organization.

In this blog post, we will discuss top employee onboarding software alternatives, as well as their unique features and major advantages.  

Before we dive deep into it, let's start by defining employee onboarding.

Defining Employee Onboarding Process

The employee onboarding process can be defined as a key indicator of the nature and strength of your organization’s culture, workflow and overall surroundings. Because, the way you onboard new teammates sends a message to your new hires – and the rest of the job market – about how much you care about them. According to Digitate findings, employees who go through a poor onboarding process are twice as likely to search for better job opportunities in the near future.

A study by Glassdoor found that companies with a robust employee onboarding program boost new hire retention by 82% and elevate employee productivity by around 70%. So, it is evident that great onboarding is the first step towards building an employee-first culture. 

However, the time of the onboarding process may vary depending on the type of business. For some organizations, new hire onboarding  is all about a one-day event, for others it is a process that lasts for 3-4 months. No matter how much time it takes, if you are a hiring manager or team leader, it’s your responsibility to make sure that each new employee experiences positive onboarding. 

A Great Onboarding Can Bring Huge Benefits To Your Organizations, Not Limited To

• Enhanced employee productivity
• Improved product quality
• Boost sales
• Improve business profitability
• Better employee loyalty
• Reduced employee turnover

But, if you are sticking to the traditional or outdated employee onboarding process, you won’t be able to accomplish all these benefits. According to iSmartRecruit, more than 69% of managers agree that employee onboarding is a time-consuming multi-step process that needs personalized attention. Thus, it is evident that a traditional approach is not a wise decision in this new normal of remote and hybrid work.  

That’s why managers across the world are adopting a modern approach – employee onboarding software that can ensure an exceptional onboarding experience for your employees while saving the time of the HR team.  

What Is Employee Onboarding Software?

Employee onboarding software is a solution for a variety of tasks, processes and issues that arise throughout the onboarding process of the new hires. Since recruiting a new hire is a continuous and time-consuming process, an onboarding process will help the HR team track an individual's recruitment, onboarding, and development in a single location. An advanced employee onboarding tool makes the whole process smoother and more accessible, ensuring better communication with the new employees and reducing the HR team's overall workload.  

The goal of any HR onboarding software is to help new hires reach their performance goals, feel welcomed into a new organization, and achieve high levels of productivity and employee engagement. 

Benefits Of Employee Onboarding Software

A well-structured, automated employee onboarding experience greatly impacts the candidate, facilitating employee retention. HR has more time to focus on providing a meaningful, memorable employee experience when all operational tasks are completed. Here we have listed out the top benefits of investing in a robust employee onboarding platform. 

1.Personalized Employee Experience

Investing in modern AI-enabled employee onboarding tools allows organizations to tailor the onboarding process to each employee. From personalized welcome emails to training modules, onboarding software encourages a sense of belonging and relevancy for the new hire. It sets the tone for a pleasant and personalized experience from day one.

2. Creates First and Best Impression Among New Hires

An effective onboarding process is the first real interaction a new employee has with his or her new company. Thus, an organization implementing robust onboarding software provides a streamlined and organized experience, leaving a positive and everlasting impression. This can significantly influence the new hire's perception of the work culture and their enthusiasm for the role.

3. Automate Repetitive Tasks and Workflows

It's a given that new hire onboarding often involves many redundant administrative tasks, such as manual paperwork, documentation, and compliance checks. When you deploy a modern onboarding platform, it will help HR agents automate these repetitive and time-consuming processes, streamlining workflows and freeing up HR support agents to concentrate on more strategic and value-added aspects of the onboarding journey.

4. Decrease Manual Errors

Automating new hire onboarding processes decreases the possibility of manual human errors associated with data entry, documentation, and compliance. This improves information accuracy and contributes to regulatory compliance, reducing potential risks connected with human errors during onboarding.

5. Save Time and Money

One of the most important benefits of automated employee onboarding software is its efficiency. Organizations save time and money by automating procedures, eliminating paperwork, and lowering time spent on manual processes. This is especially important for HR departments, as it allows them to spend resources more wisely.

6. Creates a Personal Connection

Personalization goes beyond customized content. An onboarding software helps with social integration by introducing new hires to their team, providing insights into team members' profiles, and encouraging social interactions. This contributes to developing personal ties and a sense of community inside the workplace.

7. Boost Workplace Productivity

A successful onboarding process contributes to new personnel being integrated into their responsibilities more quickly. Employee onboarding software shortens the learning curve by providing access to the required tools, resources, and training materials. As a result, overall office productivity improves as employees become productive contributors sooner.

8. Boosts Employee Retention

A positive and engaging work environment is set in motion by an excellent onboarding experience. Employees are more likely to be satisfied when they feel supported, informed, and connected. This satisfaction increases retention rates, saving employers money on attrition and recruitment.

Now that you have understood the top benefits of using employee onboarding software, let’s check out the key features to look out for.

Jaw-breaking Statistics about Employee Onboarding 

• As reported by McKinsey, newly onboarded employees spend around 20% of their time searching for information internally.
• Gartner report says that organizations offering employee self-service options for routine HR inquiries can reduce their service delivery costs by 10% to 15%.
• A survey by Accenture found that 58% of employees are willing to share personal data if it results in a personalized work experience.
• According to Salesforce, 69% of employees prefer self-service options for immediate help outside normal working hours. 
• According to Deloitte, 77% of organizations consider people analytics a top priority in their HR departments.

Must-have Features of A Modern Employee Onboarding Software

1. Should ensure remote access

Employee onboarding software allows administrators and new hires to get started from anywhere by enabling remote access to the onboarding process.

2. Welcome portal

A welcome portal is just like having a dedicated online site within the software where new hires can gain access to important information, resources, and papers to begin their onboarding experience.

3. Multimedia capabilities

The use of multimedia components like images, GIFs, videos, presentations, and interactive content increases employee engagement and awareness during the onboarding process.

4. Employee onboarding checklist

An onboarding checklist can be called a dashboard within the onboarding software that specifies and tracks the fulfillment of essential onboarding tasks, delivering a thorough and organized onboarding experience.

5. Tools for Integration

The capacity of onboarding software to interface smoothly with other HR and organizational technologies speeds up data flow and reduces human data entry.

6. Employee feedback

A feature that lets new hires to submit feedback on their onboarding experience, allowing for continual improvement in the process.

7. Real-time employee support

A robust employee onboarding platform provides real-time and continuing support to new hires during the onboarding process to answer queries, problems, or issues.

8. Employee training and development support

Integration of training modules and resources to help new hires' professional development and ensure they learn the necessary skills for their roles.

9. Seamless talent management

Integration of features that enable the identification and development of talent within the organization, by the company's long-term goals.

10. Real-time tracking and report tool

An onboarding platform must offer managers real-time insights and report on the status of onboarding tasks, allowing them to monitor and optimize the onboarding process.

11. Instant software provision

Being able to quickly offer access to essential software and tools required for job tasks, ensuring that new hires may begin working immediately.

12. Technical support

Providing technical support and troubleshooting during onboarding for new hires who are experiencing technical difficulties.

13. Automated Emails, notifications, and eSignatures

Automation of communication systems via emails and notifications and the ability to support electronic signatures for documentation eliminates human administrative tasks.

14. Agile Knowledge Management 

A robust onboarding tool with an in-built agile knowledge management system is a must-have for organizations. This agile knowledge management system is a centralized repository for storing and accessing corporate knowledge, policies, and procedures, enhancing uniformity and clarity in information delivery.

15. Digital records of employee data

Employee records are stored and managed in digital format within the onboarding program, ensuring safe and conveniently accessible documentation.

16. Multi-Department tickets with bird’s eye tracking

 A tool that allows the generation and tracking of multi-departmental tickets during the onboarding process, offering a high-level overview of the onboarding experience.

Top 10 Employee Onboarding Software For 2024

Below are the top ten employee onboarding software tools that will help your HR team provide a seamless onboarding experience for your new hires. 

1. Rezolve.ai
2. BambooHR
3. Ultimate Software
4. Rippling
5. Talmundo
6. Happyfox
7. Capacity
8. Leena.ai
9. Paylocity
10. Zenefits

Now, let's check them one by one.

1. Rezolve.ai

We all know that providing a seamless onboarding journey to each new hire with serious attention can challenge the HR team. Rezolve.ai is a GenAI-enabled employee support and engagement solution integrated within MS Teams that delivers personalized and automated employee onboarding processes to your new hires. 

This automated employee onboarding process by Rezolve.ai is designed to make onboarding new employees as seamless as possible. Powered by GenAI-led automation, this feature significantly reduces the manual work and paperwork usually involved in onboarding - allowing your HR support agents to focus on more critical tasks while ensuring a smooth start for new hires.​This centralized platform helps companies reduce enterprise friction by boosting employee experience.

This modern platform helps employees clear their HR and onboarding-related doubts, confusions and queries about technical and non-technical issues like laptop configuration, resetting passwords, installing software, and accessing documents/information related to medical benefits or work policies. Whenever employees encounter such issues, they must chat with Rezolve.ai’s GenAI Sidekick chatbot that works within MS Teams. The bot will provide first-level support and transfer the case to a live agent if L2 support is required.

Key Features
‍

• Highly automated onboarding experience
• GenAI Sidekick HR chatbot for quick employee support
• GenAI-enabled agile knowledge management for right information
• Conversational ticketing system to resolve HR tickets
• Human-in-the-loop live chat support to resolve complex queries
• Repetitive HR task automation and workflow process
• Real-time updates and analytics
• Innovative employee engagement survey tool
• Automated checklist or reminders for team leaders
  ‍

Pros

• Exceptional onboarding service and implementation support
• User-friendly and personal HR interface
• Enhanced employee experience and HR agent's support
• Instant response to HR-related issues
• Automated HR workflow orchestration reduces the burden on HR support agents
• No-code automation tool for automating repetitive tasks
• Integration with 150+ enterprise software platforms
  ‍

Cons

There is no user sign-in gateway for access

Pricing

Get in touch with our sales team for a quote

Ratings

• G2 : 4.8/5
• Capterra : 4.8/5
• Microsoft : 4.9/5
  ‍

2. BambooHR

BambooHR is well known as a self-onboarding solution since it helps you free your HR team from the most tiresome and tedious tasks so they can spend more time getting to know your new hires and introducing them to your company's culture. BambooHR is an HR software that allows HR teams to create a positive first impression with new employees rather than dealing with time-consuming paperwork. BambooHR aims to deliver a unique and customized onboarding process by saving time and reducing HR's workload.

BambooHR allows you to automatically assign onboarding tasks to new hires and let them complete them in their own time and at their own pace. Onboarding tools from BambooHR help promising candidates become engaged, productive employees by presenting what to expect on the first day, as well as team introductions.

Key Features
‍

• Applicant Tracking System
• Mobile App
• Instant availability of employee reports
• Workflow and approvals
• Real-time report and analytics
• Electronic signature to reduce the paperwork
  ‍

Pros

• User-friendly interface for HR tasks
• Customizable workflows streamline onboarding
• Robust reporting and analytics features
  ‍

Cons

• Limited global payroll capabilities
• Pricing may be a concern
• Integration options can be restrictive
  ‍
  

Pricing

Contact sales team for a personalized quote
‍
Ratings

• G2: 4.5/5 
• Gartner: 4.3/5 
  ‍

3. Ultimate Software

The Ultimate onboarding tool is a personalized, collaborative solution that aims to make employees feel welcomed on their first day at work. They can access the software from their preferred mobile device and complete their onboarding tasks before their first day.

Ultimate Software is a solution that enables you to establish a connection with new hires from day one, and offers a convenient way for you to do so. It is exclusively designed to enhance employee experience by putting employees first place. Being a mobile-friendly platform, Ultimate software enables employers and employees to complete onboarding tasks efficiently. This includes all necessary paperwork as well as personal growth.

Key Features
‍

• Personalized, employee-centric recruitment
• AI-enabled employee voice surveys
• Streamline and handle all employee-related documents.
• Robust payroll
• Automate complex tax process
• Powerful workforce management solution
  ‍

Pros

• Comprehensive HR and payroll solution
• Excellent customer support services
• Advanced analytics for data-driven decisions
  ‍

Cons

• Integration complexity for some modules
• Higher cost for smaller businesses
• Learning curve for new users
  ‍

Pricing
‍
Get in touch with sales team for a detailed pricing plan

Ratings
‍
Gartner 4.1/5  
‍

4. Rippling

Rippling is a one-stop solution for the HR team seeking to connect new employees to their companies. Automating HR processes, frees HR staff for more valuable tasks. The onboarding process can be completed in just 90 seconds.

Rippling is a comprehensive employee management platform that includes tools to streamline the onboarding process for new team members, such as data entry, payroll, benefits enrollment, and learning management. Rather than relying upon traditional paper documents and signatures, Rippling sends employees documentation via e-mail, so that they can sign it electronically on the spot. As an onboarding software, Rippling ensures all workplace apps and software are installed and password protected before a new employee has even gotten to their desk.

Key Features
‍

• Seamless Recruiting and onboarding 
• Automated manual HR processes
• Analyze employee's data
• Effective policy management
• Streamlined employee training and development programs
• Track employee's day–to–day activity
  ‍

Pros

• Unified HR, payroll, and IT.
• Automated onboarding processes.
• Extensive benefits administration features.

Cons

• Pricing structure complexity.
• Advanced features may overwhelm you.
• Limited international payroll support.
  ‍

Pricing

For personalized quote, contact sales team

Ratings

• G2.com 4.8/5 
• Capterra 4.9/5  

5. Talmundo

Talmundo software gives users an easy and simplified way to program and personalize the entire employee onboarding roadmap. As well as this, the interactive tasks and fun quizzes deliver an exceptional approach for the organization to digitalize the onboarding process and make it fun/interactive for newly hired employees.

Talmundo is an employee transition platform that carries out a great onboarding process. It helps companies boost employee engagement, enhance performance, increase retention, and build employer brands from the moment employees start working until they leave. Using this mobile-friendly onboarding software, managers can reduce the cost per hire and boost the productivity of new employees within a short period.

Key Features
‍

• A smart chatbot to answer employees' doubts and queries
• Allows you to pre-schedule every task and set reminders
• Advanced employee handbooks
• Effective self-service portal
• Provide employee training

Pros

• Engaging employee onboarding experience.
• Customizable and scalable platform.
• Real-time tracking and analytics.

Cons

• Implementation may require expertise.
• Some features may feel excessive.
• Integration capabilities could improve

Pricing

Contact sales team to get a personalized quote

Ratings

• Gartner 4.4/5
• Capterra 4.4/5  

6. HappyFox

HappyFox workflows organize the whole onboarding process in a streamlined way. It enables organizations to build responsible teams (IT and Finance), implement onboarding checklists, send calendar invitations, synchronize with identity management systems, etc.

Happyfox is the best HR software solution that can effectively organize the entire onboarding process in an automated and efficient manner, fostering an efficient work culture. Happyfox allows organizations to ensure business continuity and productivity while reducing human intervention. Happyfox’s workflow automation feature streamlines the repetitive and complex employee onboarding process and allows the HR team to focus more on other serious tasks.

Key Features
‍

• Streamline the entire onboarding process
• Send automated notifications and emails
• Schedule meetings and send invites
• Connect your identity management system across applications to improve employee access.
• Conduct an employee engagement survey

Pros

• Streamlined ticketing and task management.
• Knowledge base for employee self-service.
• Efficient communication and collaboration.

Cons

• May lack advanced HR features.
• Customization options are limited.
• Initial setup complexity for users.

Pricing

• Starter $ 1,499 / month

• Growth $ 1,999 / month
• Scale $ 2,999 / month
• Scale Plus $ 4,999 / month

Ratings 

• Capterra: 4.6/5  ‎
• G2: 4.5/5  ‎
  

7. Capacity

Capacity is a software program that works with HR teams to onboard new employees and simplifies the onboarding process. It also acts as an employee training platform that provides a well-structured onboarding experience. It disseminates knowledge and skills within the organization, allowing all employees to access the necessary information and resources.

Capacity is a support automation software that leverages advanced technologies like AI, ML and RPA to provide new hires with all the required tools to do their work. Capacity allows employees to upload all the information the new hires need into a central knowledge base, including industry regulations, employee handbooks, company policies, and team calendars. This will help new hires to access data anytime, anywhere, without the help of a dedicated agent.

Key Features
‍

• Conversational chatbot to provide real-time information/support
• Advanced, user-friendly knowledge base
• Streamline repetitive and time-consuming tasks

Pros

• AI-powered automation for HR tasks
• Centralized knowledge base management
• Integration with popular collaboration tools

Cons

• Learning curve for AI utilization
• Limited advanced reporting features
• Pricing may be a factor
  
  

Pricing

Contact Capacity’s sales department to get a personalized quote

Rating

• Capterra: 4.5/5  ‎
• Gartner 4/5
  
  

8. Leena.ai

Leena.ai is an automated employee helpdesk exclusively designed to help you know everything about your new employees on the first day. By providing real-time employee engagement insights it helps you take immediate action. It also auto-resolves employee questions about work schedules, payroll, and other HR policies.

Leena.ai is an onboarding solution that aims to provide a world-class preboarding experience to new joiners that lasts for many years. Leena.ai’s focus is to automate workflows and create a suitable and employee-friendly environment that gives new hires the feeling of being valued, as they don’t need to waste their time on routine tasks. As a modern employee onboarding platform, Leena.ai bridges the complex recruiting and onboarding process.

Key Features
‍

• Send automated welcome emails
• Streamline new hire tasks
• Conduct employee pulse surveys
• Provide employee training
• Resolve employee’s HR-related queries
• Real-time employee engagement insight

Pros

• AI-driven conversational HR assistant.
• Automation of repetitive HR tasks.
• Scalable and adaptable to needs.

Cons

• Advanced features require integration.
• Initial setup may be involved.
• Language support limitations.

Pricing

• Tier 1: $1-$20
• Tier 2: $20-$90
• Tier 3: +$90

Ratings 

• Gartner: 4.4/5  
• Glassdoor: 3.9/5 
  
  

9. Paylocity

Paylocity is an HR and payroll service provider that helps the HR team provide a streamlined and suitable way to manage employee events such as recruiting, onboarding, and workforce management.

Being an onboarding and payroll solution, Paylocity focuses on delivering a meaningful and effortless employee experience to the new hires. It is designed to simplify onboarding processes by eliminating the burden of loads of onboarding paperwork. Its advanced technology allows employees to distribute and collect tax forms, I-9 verifications, direct deposit information, and more, making data collection easier. This will help employees save a lot of time and feel connected with their employer.

Key Features
‍

• A robust learning management system customized to provide training related to skills/product/ company policies etc
• Online dashboards to automate workforce management
• Centralized feedback for managing employee’s overall performance

Pros

• Robust payroll and HR functionality
• Employee self-service options
• Scalable for growing businesses

Cons

• Advanced features can be complex
• Pricing may be higher
• Customer support responsiveness

Pricing

Contact sales team for detailed pricing plan

Ratings 

• Gartner 4.2/5 
• G2.com 4.4/5 

10. Zenefits

Zenefits is an HR software provider that handles all HR-related processes, such as recruiting, onboarding, and employee records, under one roof. Zenefits is a user-friendly software solution for your HR requirements, such as automating hiring, employee onboarding, benefit support, payroll etc. It will help the HR team create customized onboarding, conduct candidates' background checks, send offer letters, etc.

Key Features
‍

• Provide advisory services through HR and payroll agents.
• Automated onboarding process, by sending offer letters, taking e-signatures, welcome emails etc.
• Store digital records of employee data
• Offer time-tracking platforms
• Manage payrolls and other benefits

Pros

• All-in-one HR, payroll, and benefits.
• User-friendly interface.
• Strong mobile app functionality.

Cons

• Limited customization options.
• Pricing may vary for features.
• Support response time concerns.

Pricing

• Essentials $8 per employee/month
• Growth $14 per employee/month
• Zen $21 per employee/month

Ratings

• G2: 3.9/5 
• Capterra 4.2/5 

Conclusion

Undoubtedly, having a modern employee onboarding platform is the best way to create an easy, streamlined and excellent onboarding experience for your new hire. Choosing the right onboarding software for your company can be difficult but game-changing. An employee onboarding tool helps you create the best first impression in front of your new hires by offering you the features that can change the onboarding process from a long, time-consuming, and challenging process to a streamlined, digital, time-saving, and 100% tech-savvy process. 

If you want to select an advanced onboarding tool, first make a list of the features you want to have in that software, then go through the details to find the best-suited one for your company.

FAQs

1. How does an employee onboarding tool integrate with other HR systems?
Integration capabilities vary, but most AI-powered onboarding platforms offer APIs (Application Programming Interfaces) or pre-built integrations with popular HR systems. These integrations allow seamless data transfer between the onboarding platform and HRIS, payroll systems, or other HR tools, ensuring consistency and reducing duplication of data entry.

2. Is data security a concern with employee onboarding software solutions?

Data security is a crucial aspect to consider when choosing an onboarding platform. Look for platforms that provide robust security measures such as data encryption, secure access controls, and regular backups. Additionally, check if the platform complies with relevant data privacy regulations such as GDPR (General Data Protection Regulation) or CCPA (California Consumer Privacy Act).

3. Can an employee onboarding tool be used for remote onboarding?

Yes, employee onboarding platforms are well-suited for remote onboarding. They provide a centralized platform for new hires to access information, complete required documents, and engage in training, regardless of their physical location. Communication tools within the platform can facilitate remote collaboration and support.

4. Can employee onboarding platforms be customized to fit our organization's needs?

Most employee onboarding solutions offer customization options to some extent. You can often customize the workflows, checklists, and forms to align with your organization's specific onboarding processes. However, the level of customization may vary between platforms, so it's advisable to discuss your requirements with the platform provider before making a decision.

5. How user-friendly are employee onboarding platforms for both HR staff and new hires?

Usability can vary between platforms, but many employee onboarding platforms are designed with user-friendliness in mind. They typically have intuitive interfaces, guided workflows, and user-friendly features to simplify the onboarding experience for HR staff and new hires. It's a good idea to request a demo or trial of the platform to assess its ease of use before deciding.