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Simplify Your New Hire Process with Employee Onboarding Software

A computer screen displays a "New Hire Onboarding Process" page. Various icons for embedding video, images, and files from Google Drive, OneDrive, and other sources are visible, ensuring seamless employee training.

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You’re looking to streamline your new hire process and ensure a positive experience, and employee onboarding software is the key to achieving this. It will help you to automate repetitive tasks, centralise information, and create an engaging and consistent experience that will boost retention. By using employee onboarding software, you can make sure your new hires have everything they need to succeed from day one.

Keep reading to discover the key features and benefits of employee onboarding software, popular solutions, and how to create a great onboarding process for your organisation. I’ll also highlight common mistakes so you can avoid them

What is Employee Onboarding Software?

Employee onboarding software is a digital solution designed to streamline and automate the processes involved in welcoming new employees into an organisation. It’s more than just a tool for paperwork; it’s a platform that creates a structured program to integrate new hires into the company with ease. These tools digitally handle all the necessary paperwork, from contracts to tax forms, so new hires can focus on their new role rather than getting bogged down in administrative tasks. The main goal of this software is to ensure that the new employee has a positive experience, feels welcomed, and is able to perform their job duties effectively

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How Does Employee Onboarding Software Work?

At its core, onboarding software provides a centralised portal for all employee onboarding needs. New hires receive credentials to access this portal, where they can complete necessary paperwork such as W-4s, I-9s, and direct deposit forms electronically. Managers and HR staff can monitor the status of all new employee onboarding tasks through the software, seeing who has completed forms and who still needs to provide additional information. The software also sends automated alerts to the appropriate parties, ensuring that necessary actions are taken promptly. This structured approach helps to keep the process on track, reducing the chance of missed steps or delays.

Benefits of Using Employee Onboarding Software

The advantages of using employee onboarding software are numerous and far-reaching, touching all aspects of the employee experience and HR operations. Here are a few key benefits:

Efficiency and Time Savings

Automation of routine tasks significantly reduces the administrative burden on both HR and new hires, freeing up time for more strategic activities

Improved Data Quality

Digital collection of employee data ensures higher quality and more consistent data, reducing errors and inconsistencies

Standardised Processes

Ensures a consistent and repeatable process for all new employees, regardless of their role or department

Analytics and Reporting

Provides valuable insights through analytics and reporting tools that can highlight bottlenecks and areas for improvement in the onboarding experience over time

Higher Employee Satisfaction and Retention

A positive onboarding experience can significantly increase employee satisfaction and their likelihood of staying with the company long-term

Positive Company Culture

By creating a welcoming and organised introduction to the company, onboarding software helps cultivate a positive company culture right from the start

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Enhanced Productivity

By streamlining the onboarding process, new hires get up to speed quicker, leading to faster productivity and contribution to the team

Improved Compliance

Automated compliance checks and document management ensure adherence to legal and regulatory requirements, minimising risks

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Better Communication

Provides a platform for improved employee communication and engagement, facilitating a more welcoming and supportive atmosphere

Implementing dedicated onboarding software can:- Streamline paperwork and administrative tasks, saving time and resources- Ensure a consistent onboarding experience across all departments and locations- Boost new hire engagement and satisfaction by providing an interactive, welcoming environment- Improve efficiency through automated reminders, notifications, and task assignments

Reduce time and effort for HR tasks

-80%

Decrease costs associated with HR processes

-60%

Increase employee retention

+5%

Key Features of Onboarding Software

To deliver these benefits, effective onboarding software includes a range of key features:

Task Automation

Automates key workflows, from sending welcome emails to assigning training, eliminating repetitive manual tasks

Document Management

Creates, shares, and manages all essential onboarding documents, such as contracts, handbooks, and policy documents, in one place

Compliance Tracking

Keeps track of the completion of necessary paperwork, certifications, and compliance-related tasks

Reporting and Analytics

Offers detailed insights into the onboarding process through reporting and analytics tools, helping identify trends and improve processes

Integration Capabilities

Seamlessly integrates with other HR systems such as HRIS, payroll, and other talent management platforms

Customisation

Allows you to tailor the onboarding experience through customisable templates and branded portals, reflecting the organisation’s unique culture

Self-service portals

Empowers new employees to access all the necessary information, including company policies, benefits, and forms, at their convenience, whilst also providing a channel to request time off and enrol in benefits

Learning Management System (LMS)

Integrates a learning platform to facilitate corporate training and assign specific training modules to new hires

Scalability

Designed to scale with the organisation, accommodating different team sizes and offering options for single sign-on and global accessibility

Mobile Access

Provides access to the onboarding portal via mobile devices, allowing employees to complete tasks remotely and at their own pace

Types of Onboarding Software Onboarding software is not one-size-fits-all.
Different solutions cater to different needs:

  • Employee Onboarding Software:
    Primarily focuses on integrating new employees into the company, covering all aspects of the process from paperwork to training.
  • Customer Onboarding Software:
    Designed to train new users on a product’s capabilities, ensuring they can use it effectively.
  • IT Onboarding Software:
    Specialises in enabling IT teams to deliver support services and integrate new hires into the IT infrastructure.
  • Global Onboarding Software:
    Offers solutions specifically for companies with international employees, addressing compliance and payroll in different countries.
  • SOP and Training Management Software:
    Provides tools to build and manage training manuals and standard operating procedures (SOPs) for new and existing employees.

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the only tool that creates better documentation and teaches your team new skills

Preboarding: Setting the Stage Before Day One Effective onboarding doesn’t just start on the first day; it begins as soon as a candidate accepts a job offer. This preboarding phase is crucial for making new hires feel welcomed, informed and ready for their first day. This could include sending out welcome information, initiating paperwork, setting clear expectations, and giving access to important resources. A well-structured preboarding process uses welcome messages, team introductions and a clear agenda for day one to help the new hire feel at ease. Providing access to vital information prior to the first day ensures that new hires can focus on settling in and engaging with their new role.

Onboarding Checklists and Templates Using checklists and templates is key to ensuring all steps in the onboarding process are completed consistently and efficiently. Checklists provide a clear overview of all the tasks that need to be completed, from setting up access to systems to completing necessary compliance documents. Templates offer consistency and reduce the risk of errors or omissions, ensuring that each new hire has a similar and positive experience. Here is a sample onboarding checklist:

  • Send out a welcome email with key information about the first day.
  • Complete all necessary paperwork, including contracts and tax forms.
  • Set up all the required software and system access.
  • Provide the employee with an employee handbook and code of conduct.
  • Schedule introductory meetings with the manager, team, and relevant colleagues.
  • Arrange any role-specific training and learning opportunities.
  • Plan a tour of the workplace and introductions to key people.
  • Assign an onboarding buddy to provide support and guidance. Creating a detailed schedule for day one and week one ensures a structured and smooth transition for new hires

Other checklist that can help you onboard employees:

Audit and Compliance for Consumer Goods

quality control checklist

Audit and Compliance for Food and Beverage

Audit and Compliance for Non-Profit Organizations

Employee Onboarding Checklist

HR block checklist

The Role of Managers in Onboarding While HR plays a key role in setting up the onboarding process, managers have a critical role in ensuring its success. Managers should take a leading role in guiding and supporting new hires, making sure they have everything they need to succeed. Regular manager check-ins with new employees are crucial for ensuring that the new hire is settling in, understanding their role and is able to ask questions. Setting clear expectations from the start provides the new hire with a roadmap for what they need to achieve. Effective onboarding software empowers managers by providing them with all the necessary tools and resources to guide their new team members.

Company Culture and Values Onboarding is not just about paperwork and training; it is also a crucial opportunity to communicate the company’s values and culture. From the initial interactions and activities to the tone of communications, every aspect of the onboarding process should reflect the organisation’s unique identity. Introducing new hires to their co-workers and management helps to build relationships and fosters a sense of community. A positive company culture should be actively shared and encouraged from the start of employment, ensuring that new hires feel like they are part of the team.

Training and Development Onboarding software plays a key role in facilitating training and development for new hires. It enables HR teams and managers to assign specific training modules to new employees based on their roles and responsibilities. This software allows managers to keep track of training completion, ensuring that all new hires have the necessary skills and knowledge to succeed in their new roles. By integrating a learning management system, onboarding software supports continuous learning and development within the organisation.

A digital interface displays a to-do list titled "Hi, Peggy." Items include Welcome to Acme, Prospecting Process, Salesforce CRM, and Sales Training Quiz. A "Sales Expert" badge is shown with an arrow pointing to it—essential parts of the onboarding process.

Remote Onboarding Best Practices

he rise of remote work has introduced unique challenges to the onboarding process. Remote onboarding requires cloud-based solutions that allow remote teams to seamlessly engage in the process. Engagement with remote workers needs to be a key focus to ensure that new employees don’t feel isolated or disconnected. It is important to maintain open lines of communication and provide a mentor or buddy to keep new hires up to date. A well-structured remote onboarding process should use digital communication tools and online platforms to facilitate interactions, training and access to resources.

Importance of Feedback

Collecting feedback from new hires is an important part of improving the onboarding process. This can be achieved through surveys and check-ins that allow new hires to share their thoughts about their experience. By using this feedback, organisations can make data-driven improvements and ensure that their onboarding process is as effective as possible. By incorporating the feedback from new employees, the onboarding process can be continually refined and improved

Cost of Onboarding Software

The cost of onboarding software can vary significantly depending on various factors. Pricing models can include subscription fees, licensing fees, or a combination of both. The cost can also be influenced by factors such as the number of users, the features included, and the specific level of support required. It is important for organisations to assess the associated costs and budget when deciding on an onboarding solution, keeping in mind that investing in the right software can save time and resources over the long term.

Phases of Onboarding

  1. Preboarding: The period between accepting the job offer and the first day, focusing on paperwork and setting expectations.
  2. First day: A critical phase that should include a warm welcome, introductions, and a clear agenda.
  3. First 30 days: The focus is on providing a foundation for success with learning, development, and a clear understanding of the role.
  4. First 60 days: Building upon the previous phase and ensuring continued support and development.
  5. First 90 days: A key period for setting longer-term goals, reinforcing culture and aligning the new hire with company values. Each stage of the process is critical to the success of the onboarding, and the use of software ensures consistent and effective management at every step.

Common Onboarding Mistakes

Common Onboarding Mistakes It is important to avoid common mistakes that can derail even the best-laid onboarding plans. These include:

  • Lack of an onboarding plan: A lack of organisation and transparency leads to confusion and missed information.
  • Poor communication: Lack of clear communication can impact every aspect of the onboarding process from culture to motivation.
  • Unclear goals and plans: Failure to define roles and set precise objectives leads to confusion and a lack of direction.
  • Insufficient feedback: Not giving enough importance to feedback leads to missed opportunities for growth for employers, HR staff, current workers and new hires.
  • Overwhelming new hires with information: Too much instruction in the early stages can drive down enthusiasm.

The primary objectives of an effective onboarding and training process are to:

  • Reduce time-to-productivity: By providing new hires with the tools, knowledge, and support they need to hit the ground running, onboarding helps them become productive team members faster.
  • Improve retention: A positive onboarding experience can significantly increase employee retention rates by fostering a sense of belonging, clarifying expectations, and addressing any concerns or challenges early on.
  • Enhance employee engagement: Onboarding sets the stage for long-term employee engagement by aligning new hires with the company’s mission, values, and goals, and helping them understand how their work contributes to the organization’s success.

Implementing Whale as Your Business Onboarding and Training Solution

Whale provides the tools you need to simplify and enhance process and workflow management, onboarding, training, and knowledge sharing. Whether you’re streamlining operations, empowering teams, or ensuring consistent execution, our platform supports your efforts to make these processes effortless and effective.

Simplify Onboarding and Training with Whale:

Employee Onboarding Software

Streamline employee onboarding with Whale. Simplify processes, automate training, and ensure new hires are set up for success from day one.

Training Management Software

Manage and automate training with Whale. Simplify content delivery, track progress, and ensure consistent team development.

Knowledge Management

Centralize and share knowledge effortlessly with Whale. Keep your team aligned and ensure easy access to vital information.”

Conclusion In conclusion, employee onboarding software is an essential tool for organisations looking to streamline their new hire process, improve employee engagement and increase employee retention. A well-structured onboarding program ensures that new hires feel welcomed, supported, and ready to contribute to the organisation’s success. By embracing digital solutions, such as usewhale.io (for training and process documentation), you can create a seamless, engaging, and effective onboarding process.

By carefully considering the unique needs of your organisation, you can choose a solution that will help you build a successful and thriving workforce. Now is the time to explore the range of available options and start transforming your new hire experience. Request a demo or start a free trial today to take the next step!

FAQs about employee onboarding software

Employee onboarding software is a digital tool designed to streamline and automate the process of integrating new hires into an organisation. It helps manage tasks, deliver training, centralise information, and create a positive experience for new employees. The goal is to ensure new hires are equipped with the knowledge, resources, and connections they need to succeed in their roles.

  • Orientation is a part of the initial onboarding process focused on introducing new hires to company policies, procedures, and culture.

  • Onboarding is a more comprehensive and ongoing process that integrates a new employee into the company and their role over several months or a year

To get started with onboarding software:

  1. Define your goals: Clarify what you want to achieve with onboarding software.
  2. Assess your needs: Evaluate your current onboarding process and identify areas for improvement.
  3. Research different software options: Compare features, pricing, and reviews to find the right fit for your organisation.
  4. Consider integration: Make sure the chosen software can integrate with your existing systems.
  5. Involve stakeholders: Get input from HR, hiring managers and employees.
  6. Pilot and iterate: Start with a small group of users and gather feedback to make improvements.
  7. Train your team: Make sure that everyone involved in the onboarding process knows how to use the new software.

Some common mistakes to avoid include:

  • Lack of planning and structure: Failing to have a clear onboarding process in place.
  • Poor communication: Not providing new hires with clear instructions, expectations, and company information.
  • Overwhelming new hires with too much information at once: Delivering too much material at the start and not spacing the information over time.
  • Ignoring company culture and values: Neglecting to communicate the company’s mission, vision, and culture.
  • Neglecting feedback: Missing opportunities to gather feedback from new hires to improve the process.
  • Not setting clear goals: Failing to set expectations and goals for a new hire’s role.
  • Failing to provide ongoing support: Not providing new hires with support or mentorship after their first few weeks.
  • Forgetting the importance of the first day: Not creating a memorable and positive first day experience.

Yes, most onboarding software solutions allow for a high degree of customisation. This includes:

  • Customisable workflows, forms, and checklists.
  • Personalised content to align with company culture.
  • Branded portals.
  • Tailoring the experience based on roles, departments, and locations
  • Improved efficiency: Automating tasks, reducing manual errors, and centralising employee data, which allows HR teams to focus on more strategic initiatives.
  • Enhanced employee experience: Providing new hires with a smooth, consistent, and engaging onboarding process.
  • Better employee retention: Onboarding software helps ensure new hires are well-integrated and feel valued, increasing their likelihood of staying with the company.
  • Improved compliance: Making sure all necessary documentation and training are completed.
  • Greater consistency: Providing a standardized process for all new employees.
  • Better insights and reporting: Allowing HR to track onboarding progress and improve the process.
  • Scalability: Growing with the company and adapting to the needs of a growing workforce.

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