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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 five different types of onboarding software that can automate the employee onboarding process. We’ll also discuss the 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.

a woman working on a computer in an office

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 hires 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 hires 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 team’s goals.

Besides affecting new hires, onboarding software can also increase the productivity of HR departments and IT teams.

With this tool, human resources staff doesn’t need to fill out paper forms and manually copy details into the HR software. The software automatically enters employee data for document management purposes.

The automated onboarding system also allows IT administrators to set up accounts quickly. There is no need to copy and paste new employee details manually.

Improved Compliance

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

Fortunately, onboarding software can track and record every step of the hiring process. It helps you stay on top of legal and regulatory requirements. This reduces the risk of non-compliance fees and legal issues.

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 process.

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

Automated onboarding solutions come in different types to suit unique business needs. It’s important to understand each option to choose the best solution 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 such type of ATS, you can simplify HR processes, from job postings to onboarding. This makes it easier to create employee profiles, manage information, and automate onboarding workflows. You can guarantee a seamless transition from job candidate to new hire.

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, you’ll 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 workflows, and progress tracking. Thanks to these features, you can provide a thorough and efficient experience for new hires.

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 required 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 workflow for new hires and the HR department alike.

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 automated task lists, document management, and communication tools.

5. Customized Solutions

For organizations with unique onboarding needs, customized solutions can be the best onboarding software option.

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 personalized onboarding plans, industry-specific compliance tools, and detailed analytics. While it’s often more expensive, 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 everyone. 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 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

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 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 employees if they need help with document 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 software solutions. 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 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 both your HR team and new hires.

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

Consider Onboarding Software Pricing

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 must check if the software provider offers comprehensive support and training. Look for live chat options, regular updates, training videos, and an account manager if possible. You can reach out to this person if you find any issues with the onboarding software.

Review Integration Capabilities

You must also confirm whether the onboarding tool can integrate with other existing systems. Look for solutions that easily connect with your HR, payroll, and IT systems. This reduces manual data entry for smoother and 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, both positive and negative reviews will be evaluated to gather the software’s pros and cons.

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 New Hire Onboarding Process

ezOnboard by CloudView Partners is a stand-alone onboarding software that can be customized to your current onboarding workflow.

This powerful onboarding tool automates the employee onboarding process by connecting your HR software to Active Directory (and Azure Active Directory). Through this integration, you 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 in just one click. You don’t have to deal with multi-step approval chains. This empowers new employees to be productive from day one.

Plus, you can customize onboarding workflows based on specific needs using ezOnboard. Whether you need to automate AD updates, integrate Workday, or set up approval processes, you can accomplish these tasks in one intuitive platform.

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

Seamless Automated Onboarding Processes With ezOnboard

Automate Employee Lifecycle Updates to AD 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 hires 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 you 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.

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