7 Best Automated Onboarding Software: Types, Benefits, and More

Whether you’re an HR manager or an IT administrator, you know how important onboarding is for new hires.

A positive onboarding experience can encourage new employees to engage more and stay longer. But let’s be honest—employee onboarding can be a real headache if not done right.

That’s where automated onboarding software comes in. With this tool, you can automate onboarding tasks, save time, reduce errors, and improve the onboarding experience for new hires.

This article will explore the best automated onboarding software solutions. We’ll also discuss the different types, benefits, and features of these tools.

Why Automate the Employee Onboarding Process?

For IT and HR teams, managing the onboarding process manually can be a real challenge. You’ve probably experienced juggling multiple tasks while trying to ensure every new hire gets the best start possible.

The truth is that doing everything manually takes up a lot of time and effort. You must fill out paperwork, configure access provisioning, and track progress. So, instead of focusing on other important duties, you have to keep up with all these tasks.

Manual onboarding is also prone to human errors. Without automated onboarding tools, it’s easy to miss a step or forget a detail. These mistakes can slow down the process and make new employees feel lost or frustrated.

To prevent these disadvantages, you can automate the onboarding process. This doesn’t just benefit new hires; it also makes your job easier. You can focus on helping your team succeed instead of being overwhelmed by administrative tasks.

Understanding Automated Employee Onboarding Software

After understanding the need to automate onboarding processes, you may wonder about the software you can use.

Automated employee onboarding software can simplify the process of integrating new hires into a company. It automates repetitive onboarding tasks, such as filling out forms and setting up Active Directory user provisioning.

The onboarding software works once new hires are hired. It automatically updates the employee database, sends emails to concerned departments, and assigns accounts for new hires.

This provides a smooth and consistent onboarding experience for new employees. It makes the entire onboarding process efficient and stress-free for the new hire, HR team, and IT department.

7 Best Automated Onboarding Software Solutions

Below are the top software solutions that can automate the employee onboarding process.

1. ezOnboard

ezOnboard by CloudView Partners is an automated IT onboarding and offboarding solution that integrates with existing HR systems and Active Directory (AD).

It eliminates manual tasks by automating the creation, updating, and disabling of AD accounts. This allows IT teams to focus on strategic work that drives innovation and business growth.

ezOnboard’s onboarding platform also ensures correct access provisioning from day one. At the same time, it improves security through compliance tracking and continuous lifecycle updates.

It is ideal for fast-growing organizations that need efficient onboarding without compromising IT security or productivity.

Features:

• Seamless integration between HR software and AD
• Automated IT onboarding and no-touch offboarding
• Pre-defined access rules with plug-and-play formulas
• Custom notifications and reports
• Automatic software license reclamation

Book a demo of ezOnboard today.

Pricing:

ezOnboard offers custom pricing based on your company size, annual turnover rates, and other factors.

If your business has 100 employees, ezOnboard charges you around $1,249 monthly ($14,998 annually).

While this onboarding software cost may seem expensive, deploying ezOnboard can save your organization up to $10,000 every year.

2. BambooHR

Source: BambooHR

Unlike ezOnboard, which caters to IT teams, BambooHR is an all-in-one HR management software designed for human resources.

It offers customizable onboarding workflows, electronic signatures, and preboarding packages, which help HR professionals set up new hires for success.

BambooHR also offers a self-service portal, which allows new employees to complete paperwork with ease. This cuts down routine tasks, freeing up HR to focus on providing a more personalized onboarding program.

If your business wants to ensure a seamless onboarding experience for everyone, you can integrate BambooHR to Active Directory using ezOnboad’s IT onboarding tool.

Features:

• Customizable templates
• Automated onboarding tools and tasks
• Electronic signatures for easy paperwork management
• Employee self-service onboarding portal

Pricing:

BambooHR’s pricing plans aren’t transparent. Interested companies must get a detailed price quote from the vendor’s account executives.

3. Workday

Source: Workday.com

Workday is an enterprise-level onboarding software that combines an extensive HR management suite with a flexible IT solution.

It simplifies the entire employee lifecycle management by offering seamless onboarding programs. This gives new employees the right tools, data, and support from day one.

The platform also enables HR and IT teams to automate repetitive tasks and track employee progress while maintaining compliance with company policies.

Features:

• Integrated HR and IT workflows
• Automated task management
• Real-time progress tracking
• AI-powered software

Pricing:

Workday doesn’t list the software cost on its website. The lack of transparent pricing can hinder some businesses from considering this solution.

4. Gusto

Source: Gusto.com

Gusto’s HR software primarily caters to small and medium-sized businesses. It offers automated checklists, software provisioning, and integrated applicant tracking, which can simplify the onboarding process.

Gusto also gives HR teams the ability to enroll new employees in benefits and payroll with just a few clicks. This improves the onboarding experience for new team members while HR staff is free to focus on other tasks.

If you also want to improve IT onboarding efficiency, you can integrate Gusto to AD using ezOnboard’s tool.

Features:

• Customizable onboarding checklists
• Integrated applicant tracking system
• Software provisioning
• Automated payroll management and tax filing

Pricing:

Gusto offers several pricing plans to suit different business needs.

Its Simple plan starts at $40 per month, with an additional fee of $6 per month for every new user.

The Premium plan, on the other hand, is more expensive at $135 per month because of the extensive features included. It also charges businesses a monthly fee of $22 per person.

5. JumpCloud

Source: JumpCloud.com

JumpCloud offers automated employee onboarding software designed for IT departments. The platform makes it easier to manage identities, devices, and access control.

It can automatically provision users, update role changes, and set up devices without extensive manual oversight.

JumpCloud also provides secure access for new employees, making it a suitable option for hybrid and remote workforces.

Features:

• Automated user provisioning
• Zero-touch device enrollment
• Centralized user management
• Policy-based access control

Pricing:

JumpCloud’s Platform plan costs $22 per user every month.

Businesses seeking better security features and 24/7 premium support can subscribe to a Platform Prime plan. You’ll pay $27 for each user per month.

6. Rippling

Source: Rippling

Rippling has extensive automated employee onboarding software that combines HR and IT functions. It is suitable for businesses looking to automate complex workflows.

It allows businesses to simplify onboarding processes by automatically setting up devices, assigning software access, and managing payroll and benefits from a single platform.

Rippling also offers compliance management and equips new hires with the right resources from day one.

Features:

• Automated device provisioning and software access
• Centralized employee data management
• Real-time compliance tracking
• Built-in integration with payroll software

Pricing:

The cost of Rippling isn’t shown on the website. Interested users must request a quote from the software vendor.

7. Greenhouse

Source: Greenhouse

Greenhouse provides a structured onboarding experience designed to integrate new employees quickly and efficiently into your company’s culture.

By automating administrative tasks and syncing data between recruiting and onboarding, Greenhouse ensures a smooth transition from candidate to employee.

Its user-friendly platform can also track onboarding milestones, set 30-day goals, and collect feedback to continually improve the employee onboarding process.

Features:

• Automated onboarding tasks
• Personalized welcome experiences
• 30-day goal setting and tracking
• New employee feedback collection

Pricing:

Greenhouse’s pricing isn’t shown on the website. However, businesses can expect different pricing tiers based on their size and needs.

Greenhouse provides a structured onboarding experience designed to integrate new employees quickly and efficiently into your company’s culture.

By automating administrative tasks and syncing data between recruiting and onboarding, Greenhouse ensures a smooth transition from candidate to employee.

Its user-friendly platform can also track onboarding milestones, set 30-day goals, and collect feedback to continually improve the employee onboarding process.

Features:

• Automated onboarding tasks
• Personalized welcome experiences
• 30-day goal setting and tracking
• New employee feedback collection

Pricing:

Greenhouse’s pricing isn’t shown on the website. However, businesses can expect different pricing tiers based on their size and needs.

Benefits of Implementing Onboarding Software

Automating the employee onboarding workflow can bring several benefits to your business. Let’s take a closer look below:

Positive Onboarding Experience

Automated onboarding tools create a positive employee onboarding experience. They make sure that IT and HR teams complete the necessary steps to integrate new employees into the organization.

For example, the onboarding software can automate user provisioning. This means new employees have instant access to network systems and accounts crucial for their jobs. It makes new team members feel welcomed and supported from day one.

Increased Employee Productivity

Automated onboarding software provides the right resources and training at the right time. This helps new employees get up to speed in no time, so they can start contributing to your company’s goals.

Besides affecting new team members, onboarding software can also increase the productivity of HR departments and IT professionals.

With this tool, the hiring manager doesn’t need to fill out onboarding documents and manually copy details into the HR platform. The software automatically enters employee data for document management purposes.

Meanwhile, IT administrators can use the automated onboarding system to set up accounts quickly. They no longer need to copy and paste new employee details manually, which can be time-consuming.

Improved Compliance

Keeping track of compliance requirements is a major headache when done manually.

Fortunately, automated onboarding platforms can track and record every step of the hiring process. It helps you stay on top of legal and regulatory requirements.

Modern onboarding software can also ensure that only authorized employees (with the right roles) can access sensitive company data.

This reduces the risk of non-compliance fees and legal issues with stakeholders and regulatory bodies.

Cost and Time Savings

Automated onboarding systems can also lead to significant cost and time savings.

Since they automate repetitive tasks, they free up your employees to focus on more strategic activities. This reduces the need to hire additional staff to handle the employee onboarding program.

Automation also reduces errors associated with manual data entry. This means you don’t have to spend a lot of money and effort fixing problems. It also guarantees smooth employee journeys and reduced downtime.

5 Different Types of Automated Onboarding Software Solutions

Automated onboarding solutions come in different types to suit unique business needs. It’s important to understand each option to choose the best onboarding software for your team.

1. Applicant Tracking System (ATS)

You probably know that an applicant tracking system is used primarily for recruiting. But are you aware that many modern ATS platforms now include onboarding features?

With this type of ATS, you can simplify HR processes, from job postings to onboarding. This makes creating employee profiles, managing information, and automating onboarding workflows easier.

You can guarantee a seamless transition from job candidate to new employee.

2. HR Onboarding Software

You can also use HR onboarding software to automate employee onboarding.

Since it is specifically designed to handle all aspects of onboarding, your HR team can have access to a comprehensive suite of tools. These include task automation, document management, and performance management.

You can also take advantage of features like e-signatures, customizable onboarding checklists, and progress tracking. These help you provide a thorough and efficient experience for new employees.

3. Employee Self-Service Portal

Do you want new employees to take control of their own onboarding process? Then, employee self-service portals may be the best fit for your business.

These portals provide access to training materials, employee handbook, and company information in one place. New employees can complete tasks at their own pace, which can enhance their onboarding experience.

Self-service portals also allow remote employees to upload onboarding documents and fill out online forms. Details and any updates are then automatically reflected in the HR software and other systems. 

This speeds up the onboarding process for new employees, IT teams, and HR professionals.

4. Stand-Alone Onboarding Tools

If you’re looking for a software solution that focuses entirely on the onboarding process, choose stand-alone onboarding tools.

You’ll often find these tools simpler and more cost-effective than comprehensive HR systems.

That said, you can still use essential features for employee onboarding. These include an onboarding checklist, document management tools, and communication platforms.

5. Customized Solutions

Customized solutions can be the best onboarding software option for organizations with unique onboarding needs.

These solutions are customized to fit specific onboarding workflows and requirements. They offer flexibility and integration with existing systems.

Customized onboarding software also includes advanced features like onboarding templates, industry-specific compliance tools, and detailed analytics.

While this type is often more expensive than other onboarding software solutions, the investment can be worthwhile for large organizations with complex needs.

Key Features of Automated Employee Onboarding Software

Although automated onboarding systems differ in type, they often share the same features to improve onboarding for your business. Here’s a closer look at these key features:

Task Automation

One of the most important features of onboarding software is task automation. It can handle repetitive tasks, such as sending welcome emails, scheduling training sessions, and setting up user accounts.

Thanks to this feature, the software can save your business valuable time and money. At the same time, it helps you complete every step of the onboarding process on schedule.

User-Friendly Interface

Employee onboarding solutions should be easy to use and navigate. They must feature intuitive design with clear instructions.

This helps new employees complete tasks without confusion or frustration. For HR and IT teams, a user-friendly interface means less time spent on training and support.

Customizable Options

Every organization has unique needs, so customizable options are important.

The best employee onboarding software tools must allow you to modify workflows, forms, and communications. This customization ensures that the software can adapt to your company’s processes rather than forcing you to change your onboarding workflows.

Integration Capabilities

Seamless integration capabilities are a must-have feature for onboarding tools, especially if your team works with other systems. They help you connect your onboarding software to your HR platform, payroll systems, and IT infrastructure. 

This reduces manual data entry and guarantees consistency across different software solutions.

Security Features

Lastly, onboarding software should also include robust security capabilities since it handles sensitive data.

Encryption, password management, and secure access controls are just among the features to look for. They can keep company and employee information safe from unauthorized access.

How to Choose the Right Employee Onboarding Software Solution?

Choosing the best employee onboarding software for your needs can be overwhelming. Fortunately, we’ll share tips below to help you find the perfect fit for your business.

Assess Business Needs

The first step involves understanding your specific needs.

You can gather feedback from your team to determine the biggest pain points in your current onboarding process.

You can also ask IT and HR teams if they need help with user management, compliance tracking, or other onboarding aspects.

Then, list down the must-have features to address each requirement. Knowing what you need will help you narrow down your options.

Evaluate Onboarding Software Features

After identifying your needs, you can compare the features of different automated onboarding software solutions and make sure they align with your requirements.

For example, if you need to increase HR and IT productivity during onboarding, look for task automation tools. They help teams automate repetitive tasks, such as user account creation and sending emails to new hires.

It’s best to create a checklist to keep track of onboarding solutions that meet your criteria.

Prioritize Ease of Use

While many features are nice to have, you must prioritize ease of use.

Choose onboarding software that is easy to navigate for everyone, including your IT department, HR team, and employees (for self-service portals).

You can request demos and trials to see how the software works in practice. Pay close attention to the interface and how quickly tasks can be completed.

You can even ask for feedback from users if you’re struggling to make a decision.

Consider Onboarding Software Cost

It’s also important to compare the pricing of different solutions. Make sure it meets your budget.

You can look for transparent pricing models without hidden fees. However, note that the cheapest option isn’t always the best.

You must also evaluate the software’s return on investment (ROI). Choose a solution with features that provide long-term value to your organization.

Look for Customer Support and Training Management

You should check if the software vendor offers comprehensive support and training.

Look for live chat options, regular updates, training videos, a learning management system, and an account manager, if possible. If you encounter any issues with the onboarding software, you can contact this person.

Review Integration Capabilities

You must also confirm whether the onboarding tool can integrate with other existing systems.

You should look for solutions that easily connect with your HR, payroll, and IT systems. This reduces manual data entry and leads to smoother, more efficient transitions.

Check Onboarding Software Reviews

You should read reviews from other users on websites like G2 and Capterra. These provide insights into how well the software improves employee onboarding.

You can look for feedback from companies similar to yours. Then, make sure to evaluate both positive and negative reviews to confirm if the onboarding software is the right fit.

Verify Scalability

Lastly, check if the onboarding software can grow with your company. Look for advanced features that can handle the increasing number of users.

By choosing a scalable system, you can manage increasing demands without compromising performance.

Why Choose ezOnboard to Automate the Employee Onboarding Process

After learning the best employee onboarding software solutions today, you may wonder if ezOnboard is the right choice for you.

ezOnboard is a stand-alone IT onboarding software that can be customized to your current onboarding program.

This powerful tool automates the employee onboarding process by connecting your HR software to on-premise Active Directory or cloud-based Azure AD.

Through this integration, your IT team can automatically create accounts, install software, and assign hardware. You can improve the efficiency and consistency across your organization.

With ezOnboard, you can also provide new hires with the necessary resources with just one click. You don’t have to deal with multi-step approval chains, which empowers new employees to be productive from day one.

Plus, you can customize onboarding workflows based on your company’s specific needs using ezOnboard. Whether you need to automate AD updates, integrate a complex tool, or set up approval processes, you can accomplish these tasks from one intuitive platform.

Finally, ezOnboard lets you handle an increasing number of users and data without compromising performance. You can focus on expanding your business without fear of changing systems in the future.

Seamless Automated Onboarding Processes With ezOnboard

Transform your onboarding process with ezOnboard today—streamline operations and boost productivity without any hassle.

Check their ROI calculator here, or request a demo by clicking here.

FAQs About Automated Onboarding Software

What is automated onboarding software?

Automated onboarding software is a tool that helps you integrate new employees into a company efficiently. It automates onboarding tasks to provide a smooth experience for everyone.

How does automated onboarding software work?

The software works by automating tasks and guiding new hires through each step of the onboarding process. It sends automated notifications, tracks progress, and integrates with existing systems to help your IT and HR teams complete tasks on time.

What are the benefits of automating onboarding tasks?

Automating onboarding tasks saves time, increases employee productivity, improves compliance, and creates a positive onboarding experience.

Can automated onboarding software integrate with our existing HR and IT systems?

Yes, most automated onboarding software solutions are designed with integration capabilities. They can seamlessly connect with your existing HR platforms, payroll systems, and IT infrastructure. This ensures consistency across systems, reduces manual data entry, and streamlines processes.

Is automated onboarding software suitable for remote employees?

Absolutely. Automated onboarding software is ideal for remote employees. It provides self-service portals, digital document signing, and virtual training tools, allowing remote hires to complete onboarding tasks from anywhere. This ensures a consistent experience whether employees are working in the office or remotely.