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Table of Contents

• What is Onboarding Software?
• What are the common features of Onboarding Software?
• What are the benefits of Onboarding Software?
• How much does Onboarding Software cost?
• What are the key considerations when Purchasing Onboarding Software?

What is Onboarding Software?

Onboarding software optimizes and automates various employee onboarding tasks to improve the new hires’ welcome experience. The solutions help recruiters and human resources (HR) team managers handle new employees’ paperwork, training modules, system setup, and access and ensure compliance with legal and company policies.

Onboarding solutions also include electronic forms, document management, performance tracking, and reporting features that reduce manual administrative work, minimize errors, and improve data accuracy. These features allow the HR team to focus on more strategic workflows, such as increasing employee retention rates and reducing administrative costs.

What are the common features of Onboarding Software?

• Orientation workflow management: Helps create and automate structured roadmaps to welcome and familiarize new employees with the business's culture, policies, and processes. Orientation workflow management often includes scheduling employee orientation sessions, providing company information, and assigning necessary training modules.
• Electronic forms: Digitizes and automates completing essential onboarding tasks and paperwork during the employee onboarding process. It allows new employees to electronically fill out and submit documents such as tax forms and employment contracts.
• Employee database: Creates a central repository that stores and manages essential information about a business's workforce. It can include employee profiles, contact information, job roles, and relevant documents, such as contracts, salary slips, and identification proofs.
• Document management: Facilitates the organization, safe storage, and quick retrieval of various employee documents by allowing HRs to categorize, password-protect the files, and manage multiple versions of a document.
• Performance management: Helps set goals, conduct regular employee reviews, and collect feedback to assess employee performance. This feature aids in aligning employee objectives with business goals, tracking progress, and identifying areas for development.

What are the benefits of Onboarding Software?

• Simplifies onboarding process: Onboarding tools allow HR teams to automate tasks such as document collection, form completion, and training assignment creation, accelerating the employee onboarding journey. It reduces the time new hires spend on administrative tasks, allowing them to become productive faster. HR teams benefit from simplified workflows, reduced manual data entry, and improved task tracking, enabling them to manage multiple onboarding processes simultaneously.
• Eliminates paperwork: A new employee has to complete various forms and documents during the onboarding process, such as tax forms, benefit enrollment forms, and previous employment contracts. The onboarding platform eliminates this paperwork by allowing new hires to complete the documentation electronically. This feature saves the HR teams’ time and reduces errors, ensuring the accuracy of all critical information. Most onboarding software solutions include a document management feature where HR personnel can record and store employee documents and retrieve them whenever required.
• Reduces onboarding cost: Since the onboarding platform eliminates paperwork, it reduces the expenses related to printing, copying, and storing documents. Additionally, the automated workflows decrease the administrative workload, allowing HR teams to allocate their time to strategic HR tasks. Reduced manual data entry and document handling also minimize the risk of errors and the associated costs of correcting them.
• Enhances employee training and learning programs: An onboarding tool allows HR teams to create customized training programs tailored to each new hire's needs and job requirements. They can also set a training start and expiration date, send automatic reminders and alerts, and track the status of allotted training to ensure on-time completion. To increase employee engagement, learning managers can also provide certificates of completion at the end of each training.

How much does Onboarding Software cost?

Most onboarding tools on the market are priced on a “per user, per month” basis, and their entry-level pricing plans range from $1 to $24* per user, per month. An enterprise product that’s priced higher may include additional onboarding features such as an onboarding checklist, customizable templates, unlimited documentation, payroll software integration, workforce management, employee engagement, gamification tools, talent management, and more.

*The pricing included is for the entry-level/lowest-priced offerings found on vendor websites as of October 6, 2023.

Key considerations when purchasing Onboarding Software

• Assess data security and compliance. Onboarding involves collecting and storing sensitive employee data, such as social security numbers, addresses, and banking information. Therefore, employee onboarding software should have robust security features, such as multi-factor authentication or data encryption, and comply with data privacy laws to protect sensitive information. Additionally, the software should provide audit logs that can track user activity to identify and address potential security breaches.
• Evaluate reporting and analytics features. Onboarding tools with reporting and analytical capabilities help you identify various criteria, such as time-to-productivity, employee progress, and scope of performance improvement. HRs can leverage the data to gain insights into the efficiency and effectiveness of their onboarding processes and make informed adjustments to ensure a smooth onboarding experience.
• Look for a self-service portal. A self-service portal in onboarding software empowers users to access information, complete tasks, and track progress independently. This feature enhances user autonomy and reduces HR's workload. Users can conveniently access documents, training material, knowledge base, and other important information at their own pace, making the onboarding process more efficient and user-friendly.