10+ Best Onboarding Software to Drive Workflows

Best Onboarding Software

Using the best onboarding software for your new hires is becoming paramount nowadays. However, you need to know which one to utilize to drive your onboarding workflows better.

Here, we will go over 10 top onboarding tools that will help boost your HR processes and save substantial time and efforts. 

The Best HR Onboarding Software Solutions

BambooHR

Bamboo HR offers numerous tools and features that let you customize onboarding for new hires and new roles. The tools create a custom and responsive onboarding experience for all the selected candidates. 

This top onboarding management system lets you integrate e-signatures, customizable email templates, mobile app interface, checklists and more to make sure the new hires start off their journey productively. 

Best For: Companies looking for fully customizable onboarding solution

Features:

Customizable templates:

The tool has a New Hires Packet Templates which lets you create and modify onboarding templates for new hires of different departments and locations. 

HR Task List:

There are multiple tasks under this feature. You can assign these tasks to any new employee and set them a time to complete the tasks. Also, you can add descriptions, attach a file to it, set notifications, etc. You have the option to l automatically send onboarding tasks to new hires to complete at their own pace.

E-signatures & Documents

BambooHR’s e-signature tool lets you automate e-signature requests. The New Employee Paperwork lets you save important documents and forms, besides entering the e-signature. You can then review answers to application questions by candidates instantly from mobile, too. 

Paycor

Paycor provides onboarding and engagement tools tailored to the unique hiring needs of various industries. 

For instance, its onboarding process for the manufacturing sector includes features to onboard seasonal workers, manage their roles, employment status, immunizations, and time-related policies, such as paid and unpaid periods. 

Additional onboarding solutions are available for industries like healthcare, restaurants, education, technology, and professional services.

Best For: Best for industry-specific, onboarding solutions

Features:

Automated Paperwork:

Paycor lets you carry out new hire paperwork in bulk, simultaneously, through the quick hire and bulk hire features. It lets you add e-signatures during the online paper-fill out work. It lets new hires complete paperwork and forms like 1-9 and W-4 forms.

Employee Engagement Tool 

Paycor’s early engagement tools enable you to connect with new hires before their first day, ensuring they’re prepared for success from the start. New employees can complete onboarding documents via their mobile devices and enter their contact and direct deposit details. Additionally, employers can share company information, handbooks, and policies through the app.

Learning System

Paycor gives you the tools to support your new hires and set them up for success. With self-paced training programs, hiring managers stay informed through progress reports, training feedback, and automated alerts when milestones are reached. It’s a simple, streamlined way to track development and ensure growth from day one.

Rippling

With Rippling, once a new hire or contractor signs their offer letter or service-level agreement generated by this employee onboarding workflow software, they are seamlessly guided through an automated workflow that meets to your company’s specific requirements and procedures.

Rippling is built to support a global workforce across up to 50 countries, automatically adapting hiring and onboarding processes based on the employee’s location.

Best For: Recruitment of global workforces that need automations across multiple locations

Features:

90-Second Employee Onboarding

With Rippling, onboarding becomes effortless. Just enter a few employee details, and the system implements remaining actions across all departments. 

For instance, when you hire someone, Rippling automatically adds them to payroll, sends a welcome email, provides relevant details, parking rules, brand guidelines, and access logins. It even ships out their company laptop and guides them through benefits enrollment—all without you having to do a thing. 

Pre-built workflow templates

Rippling offers pre-built workflow templates that you can easily customize to suit your needs. With just a few clicks, you can install these templates, either using them as-is or tailoring them for your specific requirements. 

These automation templates are designed to simplify the employee onboarding process. Examples include Rippling’s new hire onboarding survey, welcome messages, referral bonus reminders, and benefits enrollment deadline alerts.

Employee Graph

An “employee graph” captures key details about each employee, such as their role, location, tenure, and reporting structure. This data is used to make informed decisions, like determining which work expenses they’re eligible for (Finance cloud) or what equipment they need to perform their job (IT cloud). Once the employee’s profile is set up in the system, the onboarding process is automated with minimal input required. 

Workday

Workday Talent Acquisition offers you everything for recruiting and onboarding employees efficiently. Hiring managers can assess the skill gaps that new hires need to fill and what types of training they need. 

Hiring managers can also check the backgrounds of the selected candidates more thoroughly, engage with them more often during the onboarding process, develop orientation programs, and set reminders to help the new hires stay aligned with the whole process. 

Best For: Filling company talent gaps

Features:

Onboarding Dashboard

An easy-to-navigate dashboard lets the new hires check their progress of filing documents and messages from concerned personnel. The dashboard integrates various tools related to recruiting and onboarding, helping the new hires stay aligned with their progress and work. 

Data Analytics

Color-coded graphs and pie charts provide an intuitive and easy-to-interpret experience. Visually detailed and user-friendly reports can also be generated, helping you mark particular areas of improvement. 

HiredScore AI for Recruiting 

HR  teams can cut time-to-fill while maximizing talent pool utilization. It enables recruiters to prioritize top talent via candidate grading which ensures fair and efficient talent prioritization through.

Namely HR

Namely HR provides a customized onboarding experience using new hire task lists and templates. This cloud-based onboarding software ensures E-verify integration, too, which allows digital signatures online. 

From a branded welcome message to an easy wizard-driven process, employees will feel at ease and excited to start. With the flexible roles and permissions, you can even give the new joiners pre-hire security access to view the org chart and read about upcoming activities, making them feel engaged and connected to the culture from the onset. 

Best For: Customized onboarding for different functional departments 

Features:

Task Lists and Workflows:

Namely HR offers a powerful task list feature that helps companies coordinate onboarding across departments by assigning specific tasks to the right people. For example, a hiring manager’s task list might include arranging goal-setting meetings and setting up the new hire’s first-week schedule. There are timestamps for each workflow. 

Configurable Templates

You can access a plethora of customizable templates that you can add sections, choose the included questions and even choose options for multiple-choice questions. You can even leave the question open-ended with a text box. Drop-down fields and checkboxes are also included among field types.

Compliance Library:

Its comprehensive compliance library offers regulatory information and benefits enrollment rules for new hires. This helps them navigate easily and confidently when onboarding. And you won’t have to face compliance issues when onboarding. 

Onboarding | Greenhouse

Greenhouse is an onboarding automation software aimed at streamlining and improving the efficiency of the onboarding process. It supports HR teams in managing the entire hiring journey, from sourcing candidates to onboarding new employees.

The software assists with every phase of recruitment and onboarding. It allows you to create personalized onboarding experiences for new hires and automate administrative tasks to speed up the process. 

Additionally, you can set clear objectives for employees and gather their feedback to enhance your onboarding process over time.

Best For: Creating a strong flow from recruiting to onboarding process. 

Features:

Instant Notifications

It sends notifications to the right candidates and joiners to ensure tasks are completed and approved as needed. This feature keeps candidates and hiring team members informed throughout the process. This automates and simplifies the scheduling process, reducing the administrative burden on recruiters and hiring managers

Criteria-based Tasks

The onboarding tool helps define specific onboarding tasks depending on a new employee’s role, location, or other custom criteria. This feature also allows for tailored job descriptions, ensuring that postings resonate with the desired audience and align with company values.

Information sync

Introduces team members and instills a sense of connection and belonging even before day one, whether remote or in-office. It lets you sync new hire information from Greenhouse Recruiting to Greenhouse Onboarding and your HRIS platform.

Workable Onboard

The onboarding platform consists of flexible workflows, allowing HR teams to tailor the process to specific roles and departments. This ensures new hires receive relevant, role-specific information from day one. 

Progress tracking within these workflows helps track every step, making sure these are completed. Additionally, Workable features a user-friendly onboarding portal that serves as a central hub for new employees, with easy access to custom templates and dashboards for both candidates and HR staff.

Best For: Flexible workflows throughout the Onboarding Process

Features:

Custom Workflows

You can onboard new hires with custom workflows and then manage their employee profile, your company docs, and more. This allows HR teams to create the onboarding process to fit various roles and departments. This also helps new employees receive relevant and role-specific information from day one.

Customizable Profile Templates

Uses customizable profile templates, and stores company files and documents in one accessible spot. This includes offer letters, e-signatures and approval workflows.

Video Interviews

Self-scheduling, multi-part interviews, and native one-way videos allow the new hires to feel at ease and present themselves confidently. They can even interact with remote teams at any time, depending on the need. 

Deel  

Deel is a comprehensive HR platform developed for global onboarding, enabling HR teams to deliver a smooth and consistent experience to workers regardless of their location. 

It provides a secure, compliant solution for managing employee data, automating workflows, and setting up local payroll and benefits.

Deel’s employer of record service simplifies the process of hiring and onboarding through its network of 100+ local entities, ensuring compliance. Its contractor management service helps collect necessary compliance documents and generate localized agreements. 

Additionally, Deel’s HR tools make it easy to provide software access, distribute company equipment, and initiate background checks.

Best For: Onboarding contract and freelance employees worldwide

Features:

Onboarding Item Localization 

Localizes onboarding items —from minimum wage to country-specific documentation requests—so you can quickly, compliantly onboard anyone. It offers a simple and compliant way to hire and onboard employees using one of their 100+ local entities, while its contractor management service helps you collect necessary compliance paperwork and generate localized contractor agreements.

Templates Library

Includes a library of templates and clauses that you can pick from to customize your contracts and offer letters. You can pick from these to customize your contracts, offer letters, and other relevant documents.  

Employee Onboarding Tracker

It has an employee onboarding tracker that lets you add new employees to the system and track their progress throughout the orientation and onboarding process. The tool also automatically tracks all documents and forms needed to complete for the onboarding and lets users to securely e-sign. 

ConnectTeam

ConnecTeam is one of the best HR onboarding software solutions that targets remote workers and virtual teams. The software features document management that complies with documentation from the start to the full onboarding journey of a new hire. 

It also offers training and course elements that enable HR teams to develop custom materials for each employee. 

With a mobile first and intuitive interface, it makes life easy for employees from different industries to use.

Best For: Onboarding field forces and salespeople via mobile devices

Features:

Onboarding Guide

A step-by-step onboarding guide with user-friendly digital workflow lets the field forces to complete their documentation works independently, on their mobile devices

Mobile-friendly Upload

Allows new hires to upload their documentation paper-free, directly from their mobile devices. This makes life easy for the field forces and helps them upload docs instantly.

Process Automation

Automates the process of adding new hires to the relevant chat groups and providing them with business contacts. It also creates and shares customized surveys and polls to get real-time employee feedback automatically and in quick time. 

WorkBright

Workbright helps simplify the hiring and onboarding process of businesses by using a mobile-first approach. 

It offers tools such as Smart I-9, HR onboarding, and an Applicant Tracking System (ATS) to ensure compliance, enhance security, and support a fully remote process.

It ensures compliance with legal requirements, such as I-9 verification, also. 

Best For: Remote Onboarding

Features:

Mobile-first Design:

The tool lets both hiring administrators and new employees access all functionalities efficiently from any smart device. This includes handling complex documents like Form I-9, enabling new hires to fill out and upload identification documents directly from their smartphones.

E-Verify

It helps you avoid the need for manual data entry by automatically creating cases upon completion of Section 2 of Form I-9. Also, the tool’s Optical Character Recognition (OCR) allows employees to photograph and upload documents from their smartphones, minimizing data entry errors.

Smart I-9 integration

Smart I-9 comes with WorkBright’s HR onboarding software—the 100% indemnified process is fast, accurate, and cuts admin time by 80%. It gives you advanced error-checking and field validation have enabled more than 2 million hires so far.

GoCo

GoCo revolutionizes onboarding with its modern, digital-first approach. This platform moves away from paper-based processes and offers an engaging, interactive experience for new hires.  Its intuitive interface, customizable workflows, and focus on employee engagement make it a reliable choice for businesses that want to automate their onboarding process and make a positive first impression on new hires.

Best For: Employee Engagement through Onboarding

Features:

Digital Offer Letter

This simplifies the offer acceptance process and reduces paperwork, making it easier for new hires to join the company.

Interactive Onboarding Workflows

With this feature, you can create engaging and personalized onboarding experiences that match your company culture and values.

Benefits Enrollment

This makes it easy for employees to understand and enroll in their benefits plans online. This can reduce the administrative burden for HR and improve employee satisfaction.

Comparison Chart

NamePricingFree TrialIntegrationsPre-built Templates
BambooHRNeed to Contact SalesYes 100+Yes
PaycorNeed to Contact SalesNo300+No
RipplingStarts at $8 per month, per userNo600+Yes
WorkdayNeed to Contact SalesNo600+Yes
Namely HRStarts at $9 per month, per userNo65+Yes
GreenhouseNeed to Contact SalesNo527No
WorkableStarter:$149/month/20 employees
Standard:$299/month/1-20 employees
Yes292Yes
DeelDeel EOR:$499/monthNo100+Yes
ConnectTeamBasic:$29/month (for first 30 users)
Advanced:
$49/month (for first 30 users)
Expert:$99/month (for first 30 users)
Yes20+No
WorkBrightNeed to Contact SalesNo10+Yes
GoCoNeed to Contact SalesNo10+Yes

Understanding What an Onboarding Software Is

An employee onboarding software handles the whole onboarding process of a new hire, beginning with offer letter drafting to collection of required documents. 

It saves substantial time in the hiring process and lets you work on the next phase, that is organizing the orientation of multiple new hires. 

It also often automates the manual tasks of onboarding, helping you work on more strategic matters and functions. 

How To Choose The Best Onboarding Software​

When you are selecting an onboarding system for employees, there are certain features you must check. Failing to do so can lead to early turnover issues and extra costs incurred for your company. 

In fact, according to SHRM, hiring a new employee in the US costs around $4,425 per head on average. That’s a lot of money. And ofcourse it multiplies when you hire at scale. 

The features to check are:

1. Automated workflows and processes

The onboarding tool should make your life easy by automating tasks that do not require much strategic thinking. A good example could be filling forms that new hires need to complete during the onboarding process.

2. Employee Self-Service Portal: 

Related to the above feature, this aspect should help the new joiners to complete paperwork, access training materials, and find essential information individually. 

3. New Employee Data Management

The software for onboarding new employees should offer a feature where selected hires personal file information is stored and kept accessible for both the HR personnel and employee. 

However, it should not block access by other employees so that privacy is maintained. 

4. E-signature

Though it might look like a minor issue, the onboarding platform should streamline the process by allowing electronic signatures on internal documents, minimizing or totally eliminating the need to print and sign papers.

5. Resources and Materials Access

Whether it’s the list of team members’ names and designations, Code of Conduct, or any training module materials, the best onboarding software provides access to these materials with just a few clicks. 

6. User-Interface

You definitely would want the tool, whether its a cloud-based onboarding software or SaaS onboarding software, to help you navigate and use it smoothly and easily. Complex dashboards or complicated user-interfaces are an instant turnoff.  

7. Data and Analytics

The onboarding automation software should allow you to view data, insights, statistics, etc. related to the onboarding process and the new hires. The onboarding tool should also let you generate reports whenever needed. 

Limitations to Look Out For in an Onboarding Process Software

Budget

Onboarding has costs. For many firms, costs could be huge. Especially if the ROI does not meet the needs. In the US, for an average small to medium business, onboarding costs range from $600-1,800 per employee. 

So, the budget is a key determinant of what you purchase. You may even have to sacrifice some features to satisfy your budget. 

Security

One of the biggest concerns with onboarding software is data security. The platform will be handling sensitive employee information such as personal identification, banking details, and contracts. 

If the software doesn’t have robust encryption protocols, secure data storage, or access controls in place, it could put your organization’s data at risk of breaches or unauthorized access. Always ensure that the software complies with data protection regulations, such as GDPR or HIPAA, to safeguard employee data.

Technology

The technical capabilities of the onboarding software are crucial, but they can also pose limitations. Some systems may lack compatibility with other key tools your organization uses, such as HR management platforms or payroll systems, making it difficult to integrate seamlessly. 

Additionally, limited mobile compatibility or outdated software infrastructure may hinder usability for both new hires and HR teams. Ensure that the technology is up-to-date, compatible, and scalable to support future growth.

Usage

A common limitation is how user-friendly the software is for different users. Complex interfaces or difficult-to-navigate systems can frustrate new hires and HR staff alike, reducing the effectiveness of the tool. 

A steep learning curve or inadequate training resources can lead to low engagement and adoption rates. It’s important to assess the tool’s ease of use and whether it provides intuitive features that cater to the needs of non-technical users.

Time

While onboarding software is designed to save time, there can be instances where the system creates bottlenecks. Poorly designed workflows or lack of automation in key areas could result in manual intervention, defeating the purpose of having an automated system. 

In addition, some software may have slow processing times or lag when handling large volumes of data, impacting overall efficiency. Evaluate how well the tool reduces time spent on tasks and whether it can scale without compromising speed.

Summing Up

Post recruiting, onboarding the new employees properly and effectively is as vital as any important HR function. And to expedite and enhance the process, you would need the right onboarding software. 

The above mentioned tools lead the pack in ensuring a smooth onboarding process in their own ways. So, you better try them out for your onboarding process and create a win-win situation for all concerned. 


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