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Employee onboarding

Employee onboarding software: What, why and how to choose the right one?

Organizations are expanding at a rate faster than ever — not only in terms of work and innovation but also in the way they build their workforce. Hiring has gone global and the responsibilities of the HR team has changed with time. Employee onboarding is transitioning towards automation where software handles all the repetitive tasks and HRs look only after the strategizing part. Employee onboarding software is making the entire onboarding process seamless and experience-driven both for the HRs and the new hires. 

In this guide, let’s learn more about the capabilities of onboarding software and when is the right time to invest in one.

But, first, let’s quickly recap and find out what employee onboarding is.

What is employee onboarding?

Employee onboarding refers to the process of introducing a new hire to the people, procedures, and culture of the organization. It starts the day the offer is extended to the candidate and ends when the candidates adjust to the organization’s environment. However, it may vary from company to company.

Employee onboarding comes with its own set of challenges. While the HRs put in their best efforts to make the onboarding experience memorable for the employees, they also have to take care of the joining formalities and tons of employee queries. 

Employee onboarding software takes the load off the HRs by automating all the repetitive yet meaningful tasks.

What is employee onboarding software?

An employee onboarding software is a centralized management system that automates the entire onboarding process with the help of modules such as knowledge management, document management, FAQ automation, etc. It also facilitates easy conversation between the HRs and the new hires with the help of an HR virtual assistant that can automatically resolve common queries.

What are the features of employee onboarding software?

A good employee onboarding software should be able to enhance employee experience and make HR’s work easier. That is only possible if you look for the right features in the software, and ensure that those are in sync with your organization’s vision and mission.

Conversational virtual assistant

Do not underestimate the power of a fruitful and accurate conversation. New hires often have just one point of contact for all their queries, the HR. However, HR has to cater to the entire workforce and not just the new hires. One thing to look for in your employee onboarding software is a smart HR virtual assistant that uses AI to not only answer the questions of the new hires but also use that data to create more answers and analytics.

Another interesting way in which an HR virtual assistant can connect with the new hires is by having the option to converse and interact in various languages. Given all the organizations have a multicultural workforce, and remote working has further shrunk the globe, this is an interesting feature that would further enhance the experience of the new employee and put them at ease.

Employee helpdesk

While the virtual assistant handles the conversation part, your employee onboarding software should come equipped with an entire employee helpdesk module that comprises the following:

  • Case management: The employee should be able to raise tickets whenever they want to and get resolutions within a specific time period. They should also get automatic updates about their tickets.
  • Knowledge management: Another part of the employee helpdesk should be an efficient knowledge management module that has all the relevant information in place. The new hires and other employees should have easy access to such information and be able to extract it whenever needed. 
  • Workflows: Employee onboarding software should also be able to streamline and automate the workflows of new hires. This can be done in the form of charting out the first day’s schedule, first month’s schedule, etc. It should be equipped with all the relevant information to avoid any roadblocks.

Cloud infrastructure and data security

This is the most basic requirement for a good employee onboarding software, or even a good employee experience software with an onboarding module. Cloud infrastructure ensures that your data is not only stored well on the cloud but also connected well. This also includes all the feature updates across the modules.

It’s crucial to ensure that your employee onboarding software comes equipped with iron-clad data security. And follows a multi-tiered security and compliance approach.

Employee engagement survey

Engaged employees perform better, interact better, and contribute better to the organization. The same holds true for new employees as well. Pick an employee onboarding software that comes with employee engagement surveys. These surveys should be crafted after a careful study of the employee journey — from hiring to exit. There should be equal focus on every stage and accordingly, the frequency and questions of the surveys should be decided. For instance, a survey for an employee who has just joined would be different from the one crafted for someone who is serving their notice period.

These surveys should be able to not only collect responses but also give real-time actionable insights enabling the managers to act quickly on the problem areas and address immediate concerns. It should be able to show the key drivers and concern areas so as to improve new and existing employee engagement, for an overall productivity boost.

Work from home surveys

This is a new but relevant module that should be a part of your employee onboarding software. The 2019 pandemic came with an unpredictable load on the professional and personal life. Nevertheless, the need of the hour was to make remote working as efficient as in-office working. A huge credit for the same goes to automation and other software that enabled seamless communication and exchange of knowledge.

Work from home surveys is an extension of the employee engagement surveys, albeit a little wider in sense. With remote working, remote hiring is also quite rampant. These AI-enabled surveys should be able to map the journey of the remote new hires and tap the right points to create relevant questions. The responses to these surveys should then be able to convey what action the leaders can take to enhance remote employee onboarding.

Easy integrations with other platforms

When you want to invest in a good employee onboarding software, make sure that you pick one that is compatible with the rest of the employee platforms you use. The employee onboarding software should be able to integrate well with the communications tools like Slack and HRIS systems like SAP SuccessFactors. Remember, the goal is to enhance the onboarding experience and make the new hires feel welcomed.

Besides these, you’ll have to check your own parameters of cost and convenience. But, once you balance them all with the key features that you require for easy and efficient employee onboarding, you have the perfect onboarding software for your organization.

Why invest in employee onboarding software?

An employee onboarding software does nothing that HR cannot do. Then, why invest in one? In simple terms – it’s to utilize your time and resources in a much better and efficient manner while reducing human errors by miles. 

Here are the four most important touchpoints that it enhances by taking the load off the HR and making the transition easy for the new hires.


One of the most important things that onboarding automation does is ensure you and the new hire are on top of every legal update. There is a barrage of forms to be filled at the time of hiring. The onboarding software not only stores those forms but also offers accurate guidance on how to fill them avoiding room for any errors.


Easy and efficient employee onboarding saves the time of the new hire and instills them with confidence. This helps them transition well and boosts their productivity as they work better and perform better, not having to constantly think about the formalities.


Employee onboarding software comes with document management. It stores all the new hire documents and information in a secure format with access only to the relevant people. Not only that, it stores information such as birthdays, email addresses, emergency contacts, and all that comes in handy in various situations.


Automation of the onboarding process creates a set system and steps that make it easier for the new hires to know when to fill the forms and when to be available for orientation and other training programs.

A good employee onboarding software not only makes transitioning into the organization’s culture easy for the new hire but also frees up a major chunk of the HR’s time, helping them devote it to better tasks.

Make way for smooth onboarding with employee onboarding software

Employees with a negative onboarding experience are more likely to look for opportunities elsewhere within just 6 months of joining.

Given how tiring the hiring process is, surely you wouldn’t want your perfect candidate to leave because of bad onboarding. As good as you are with the entire process, you are human and you can only do so much. 

Employee onboarding software will free up the HR teams to identify other employee experience gaps in the organization and address those. Further, with the software intelligent analytics, you would get a fresh and more accurate perspective on the problem areas, and you can plan better on how to resolve them.

Start automating your employee onboarding right away. Schedule demo.

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