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Onboarding new employees can be a challenging and time-consuming task. However, with the right tools, IT and HR staff can make the process smoother and more efficient.

A well-structured employee onboarding process is important for setting up new hires for success. This process helps them adapt to the company and to their job role. New employees are given the resources, knowledge, and support they need so they can transition well.

Onboarding can become inconvenient and lead to delays, errors, and a negative experience for new employees if not done properly and without the necessary tools.

In this article, we will discuss IT onboarding tools, their key features and benefits, and identify the top onboarding tools to help you choose the best IT solution for your business.

What are IT Onboarding Tools?

IT onboarding tools are software solutions that help in the process of bringing new employees into an organization. These tools automate tasks. They set up new user accounts, assign hardware and software, and give new hires access to all resources they might need.

Using employee IT onboarding software is important because it helps streamline several repetitive tasks related to IT onboarding. 

It also reduces the workload of IT departments, hiring managers, and HR departments and ensures that new staff have a consistent onboarding experience. This consistency helps improve employee satisfaction and retention.

Key Features of IT Onboarding Tools

When selecting an IT onboarding tool, there are several key features to consider:

User-Friendly Interface

A good IT onboarding tool should be easy to use for both IT staff and new employees. A simple and user-friendly interface can reduce the time required to complete the onboarding process.

This feature allows all users, regardless of their expertise, to navigate the tool effectively. A beginner-friendly interface also minimizes the need for extensive training and support and allows new hires to start working immediately.

Automation Capabilities

Automation is one of the most important features of IT onboarding tools. An onboarding tool should be able to automate repetitive tasks such as account creation, software installation, and hardware assignment.

By streamlining these processes, HR staff can save time, reduce human errors, and ensure that all necessary steps are followed. This also maintains compliance and standardizes the onboarding experience across the organization.

Integration with Existing Systems

Onboarding software can seamlessly integrate with other existing systems and tools. This includes your HR management system, email platform, and any other platforms that are essential to business operations.

Seamless integration maintains data consistency and reduces the need for manual data entry. New hires are also given immediate access to the resources they need, which helps them transition into their roles.

Customization Options

Companies have different onboarding needs. A good onboarding tool should offer customization options that allow businesses to tailor the onboarding process to their specific requirements.

Customizable workflows, forms, and templates that reflect the company’s policies and procedures should be available. A customized onboarding process is aligned with the culture of the company and can meet the needs of different departments and roles.

Security Features

Data privacy and security are essential factors during the onboarding process. An IT onboarding tool should have strong security features to secure sensitive data. It should also comply with the industry standards and regulations.

Features like data encryption, user authentication, and access controls must be available. Security is essential to protect personal information, maintain the integrity of business systems, and prevent unauthorized access.

Benefits of Using IT Onboarding Tools

Here are some of the benefits of using IT onboarding tools for your business:

Efficiency

One of the primary benefits of IT onboarding tools is their ability to reduce the time and effort required to onboard new employees.

These tools automate repetitive tasks such as creating user accounts, assigning hardware and software, and setting up access permissions.

They also free up valuable time for HR and IT departments, minimize the risk of human error, and ensure that all necessary steps are completed in a short time so new hires can start working immediately.

Consistency

Standardizing the onboarding process is another important benefit of IT onboarding tools. It allows new hires to receive the same level of training and access to resources, regardless of their department or role, and maintains consistency.

A systematic onboarding process creates a well-integrated company culture so that all employees are on the same page from day one.

Employee Experience

A smooth and efficient onboarding process can greatly improve the overall experience for new employees.

When new hires feel welcome and valued from the start, they are more likely to be engaged and motivated. IT onboarding tools can provide a structured and supportive environment, which can help new employees adjust to their roles more quickly and effectively.

Compliance

Compliance with legal and company policies is another important aspect of the onboarding process.

IT onboarding tools can help manage and track compliance-related tasks and ensure that all necessary steps are completed accurately and on time. This can include verifying all signed documents, conducting background checks, and providing required training sessions.

Feedback Mechanisms

Some IT onboarding tools include features for gathering feedback from new hires. Feedback provides insights about the onboarding process and identifies areas for improvement.

Having regular feedback helps businesses continuously improve their onboarding processes and create better outcomes that benefit both employees and the company.

Top 5 IT Onboarding Tools in 2024

Choosing the right user onboarding software is important for a smooth and efficient onboarding process for new employees.

Here are some of the top 5 IT onboarding tools available in 2024, along with their features and benefits:

1. ezOnboard

ezOnboard

ezOnboard is a top choice for IT onboarding due to its robust automation capabilities and seamless integration with existing systems.

It offers instant onboarding, lifecycle updates, and offboarding by analyzing custom rules and automatically reflecting approved HR system changes in Active Directory (AD). This reduces the time IT onboarding usually takes and allows new hires to work immediately.

ezOnboard also helps businesses pre-define access rules using simple plug-and-play formulas. The tool tracks and maintains cybersecurity compliance through custom notifications and reports of all AD changes.

These features make ezOnboard an invaluable tool for modern businesses looking to streamline their IT onboarding processes, improve efficiency, and maintain robust security and compliance.

Pros:

  • Automated IT onboarding and offboarding
  • Integrates with existing HR systems to automatically update Active Directory 
  • Provides new employees with the correct access from their first day based on predefined access rules
  • Automates repetitive tasks such as account creation and updates
  • Regular and immediate updates to prevent security breaches
  • Maintains regulatory compliance
  • Enhanced collaboration and communication

2. Sapling

Sapling Kallidus

Source: Kallidus.com

Sapling provides a comprehensive onboarding environment that supports team members from various locations, departments, and roles. It allows companies to create workflows, add tasks, and assign them to the people involved.

Sapling’s automation features suggest workflows, templates, and documents based on new hire data such as location, department, or employment status. This helps businesses that hire several people make the onboarding process more manageable.

Pros:

  • Easy-to-use workflow creation and task assignment
  • Automation features for efficient onboarding
  • Customizable templates and forms
  • Suitable for both large enterprises and small startups

3. Enboarder

Enboarder

Source: Enboarder.com

Enboarder is another choice for businesses looking to improve their onboarding and offboarding processes. It’s simple enough for beginners but also offers depth for experienced teams aiming to boost employee engagement.

Enboarder also supports transitions to new roles and reboarding after extended leaves. This helps maintain high levels of employee engagement, productivity, and morale.

Pros:

  • Fully automated workflows for onboarding and offboarding
  • Customizable platform with drag-and-drop functionality
  • Automated reminders and notifications
  • Strong customer support and frequent updates

4. BambooHR

BambooHR

Source: Bamboohr.com

BambooHR centralizes employee information and streamlines various HR and onboarding tasks. It includes features like applicant tracking, preboarding, onboarding, time tracking, payroll processing, and performance assessments.

It is known for its interactive and easy-to-navigate user experience on web and mobile platforms. BambooHR allows the creation and customization of job postings, tracking applications, and managing interviews and candidate interactions.

Pros:

  • Comprehensive management features
  • Interactive and easy-to-use interface
  • Self-service capabilities for employees
  • Detailed reports and analytics

5. Hire2Retire

Hire2Retire robomq

Source: Robomq.com

Hire2Retire is a powerful Identity, Governance, and Administration (IGA) platform that integrates HR systems with AD, Azure AD, or Google Directory. It syncs the employee lifecycle from pre-boarding to offboarding, including role changes.

Hire2Retire offers API and data integration, 24×7 support, proactive monitoring, a dedicated customer success manager, and a customer-driven roadmap. The platform also provides a “QuickStart Pro” implementation service to ensure a smooth and efficient setup process.

Pros:

  • Robust integration with other platforms
  • Comprehensive support and monitoring
  • Flexible and cost-effective solution
  • Detailed implementation support

How to Choose the Right IT Onboarding Tool for Your Business?

Selecting the right IT onboarding solutions for your business involves several steps:

Assess Your Needs

Begin by understanding the specific needs of your company. Determine the key tasks you need to automate and the systems you need to integrate.

For example, if your company uses specific HR software or Active Directory to manage employee information, make sure that the user onboarding tool can seamlessly integrate with these systems.

Consider the most time-consuming tasks in your current onboarding program, which systems need integration, any compliance requirements the tool must meet, and whether you need features like automated workflows, document management, or feedback collection.

Budget Considerations

Identify the cost of the onboarding platform and compare it to its features. While some tools may have a higher price tag, they might provide advanced functionalities that justify the investment.

Look beyond the initial cost and weigh the long-term value of the tool. Consider initial setup costs versus ongoing subscription fees, cost savings from reduced manual work and errors, and potential ROI from improved employee productivity and retention.

Scalability

Choose a tool that can grow with your business. As your business expands, your onboarding needs will develop, and the tool should be capable of scaling with you.

Scalability ensures that the tool remains effective and efficient, even as the volume of new hires increases or the complexity of onboarding processes changes.

Consider whether the tool can handle an increasing number of users and data and supports customization and updates to meet changing needs.

Trial Periods

Take advantage of free trials and demos offered by several user onboarding tools. Thoroughly test the tool and evaluate if it suits your needs before making a purchase.

During the trial period, staff from HR and IT departments will be involved in getting their feedback and insights. Test key features and integrations relevant to your process, assess the user interface and ease of use, gather feedback from end-users and stakeholders, and check the responsiveness of customer support.

Customer Support

Good customer support is important, especially during the initial setup and implementation phases. It is also necessary if you encounter any issues or need assistance with customization.

Look for 24/7 support and response times, access to a dedicated customer success manager, resources such as documentation, tutorials, webinars, and positive reviews and testimonials from other users regarding support quality.

How Can ezOnboard Help Automate Your IT Onboarding?

ezOnboard automate the IT onboarding process

ezOnboard is a powerful tool designed to streamline and automate the IT onboarding process.

For organizations relying on Active Directory, it ensures seamless integration and automatic updates and keeps employee information updated to reduce manual errors.

ezOnboard also addresses issues in manual onboarding and offboarding processes by streamlining workflows. It automates tasks like account creation, software installation, and hardware assignments. This feature enhances the efficiency and consistency across the organization.

Another key feature of ezOnboard is its ability to provide new hires with the necessary resources in just one click. It eliminates multi-step approval chains to help new hires be productive from day one.

Moreover, ezOnboard offers robust customization options so businesses can tailor workflows based on their specific needs. They can integrate UltiPro®, automate AD updates, and set up specific approval processes.

Finally, ezOnboard can handle an increasing number of users and data. It is designed to scale with business growth and expansion. 

Seamless Onboarding Process Automation With ezOnboard

Seamless Onboarding Process Automation With ezOnboard

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

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

FAQs About IT Onboarding Tools

What are IT onboarding tools?

IT onboarding tools are software solutions that help companies integrate new hires into their systems and processes quickly and efficiently.

These tools can set up user accounts, assign hardware and software, and give employees access to resources.

How do IT onboarding tools benefit companies?

They help automate repetitive tasks, thus reducing the workload of the HR and IT departments.

Additionally, they keep the onboarding process consistent, improve the overall employee experience, and ensure compliance with legal and company policies.

What features should I look for in an IT onboarding tool?

An onboarding tool must have a user-friendly interface to help users navigate it even without comprehensive training.

Also, look for automation features to streamline repetitive tasks, integration with existing systems for seamless operation, customization options to fit specific business needs, and strong security features to protect sensitive data.

How do I choose the right IT onboarding tool for my business?

Assess your needs and identify the tasks you need to automate.

Consider your budget and look for a tool that gives the best value. Then, take advantage of trial periods to test the tool and evaluate the level of customer support provided.

What are some of the top IT onboarding tools available?

Some top IT onboarding tools available today include ezOnboard, Sapling, and Enboarder. These tools have user-friendly interfaces, automation features, and provide strong security.

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