Hiring a new employee is an important moment for any business. The first days and weeks shape how new hires feel about their role, their team, and the company as a whole. A smooth onboarding experience helps people feel confident, welcomed, and ready to contribute from day one. When onboarding is slow or unclear, new hires can feel confused and disengaged before they even get started, making onboarding software solutions a necessity.
As your business grows and your workforce changes, you may struggle to manage onboarding using spreadsheets, emails, and paper forms. A manual approach can often lead to delays, missing documents, and extra work for HR managers. It also makes it harder to create a consistent experience for every new hire.
Onboarding software solutions are tools that help HR teams manage the full onboarding journey in one place. From sending contracts to collecting documents and assigning tasks, onboarding software simplifies each step of the process. It reduces admin work, improves compliance with regulations, and gives new employees a clear and organised start.
In this article, we will explain what onboarding software solutions are and why they matter for proper HR processes, and discuss the benefits and key features to look for, as well as why investing in the right solution can improve productivity and employee engagement.
By the end of this article, you will have a clear understanding of how onboarding software solutions can support your HR goals and help your business grow with confidence.
What are onboarding software solutions?
Onboarding software solutions are digital tools designed to manage and improve the employee onboarding process. They help HR teams organise all onboarding tasks in one system, from the moment a job offer is accepted to the end of a new hire’s probation period.
These platforms replace manual processes such as email chains, printed documents, and shared folders. Instead, they provide a structured workflow that guides HR teams and new employees through each step. This includes sending contracts, collecting personal details, setting up system access, and sharing company policies.
At their core, onboarding software solutions aim to create a better experience for both HR teams and new hires. For HR, they reduce repetitive tasks and lower the risk of errors. For employees, they provide clarity and consistency during their first days at the company during employee induction.
Onboarding software often include an employee portal where new hires can complete tasks at their own pace. This might include uploading documents, signing contracts electronically, or reviewing training materials before their first day. Preboarding saves time and helps employees feel prepared and supported.
Onboarding software solutions are also closely linked to compliance. HR teams must collect and store sensitive employee data while following data protection laws such as GDPR. A dedicated onboarding platform helps ensure documents are stored securely and processes follow legal requirements.
For growing companies, onboarding software solutions make it easier to scale. Whether hiring one person or fifty, the process stays organised and consistent. This consistency helps protect employer brand and ensures every new hire receives the same high quality experience.
Why should your company invest in onboarding software solutions?
Companies of all sizes are using onboarding tools to improve efficiency, support growth, and create a strong first impression for new hires. A well managed onboarding process sets the tone for the entire employee lifecycle.
When onboarding is handled manually, HR teams often spend hours chasing paperwork, answering the same questions, and fixing administrative errors. This time could be better spent supporting people, improving culture, and focusing on strategic goals. Onboarding software solutions help remove these barriers by automating HR tasks and keeping everything in one place.
One of the main reasons companies invest in onboarding software is to increase productivity. New hires who receive clear guidance and timely information become productive faster. They know what is expected of them, who to contact, and how to access the tools they need. This reduces downtime and helps teams perform better as a whole.
Another key reason is the impact on employee engagement and retention. First impressions matter. A smooth and professional onboarding experience shows new hires that the company is organised and values their time. This builds trust early on and can reduce early turnover, which is costly and disruptive for any business.
Onboarding software solutions also support consistency. Every new hire follows the same structured process, regardless of their role or location. This is especially important for companies with remote or hybrid teams, where face-to-face support may be limited.
From a compliance point of view, onboarding software helps HR teams meet legal and data protection requirements. Important documents are stored securely, deadlines are tracked, and access controls help protect sensitive information. This reduces risk and gives HR teams peace of mind.
Overall, investing in onboarding software solutions helps companies work smarter. It improves the employee experience, supports HR teams, and creates a strong foundation for long term success.
Benefits of onboarding software solutions
Onboarding software solutions offer a wide range of benefits that go beyond simple task management. One of the biggest advantages is time savings. By automating repetitive tasks, HR teams can reduce manual work and focus on people rather than paperwork.
Another benefit is improved accuracy. Automated workflows reduce the risk of missing documents, incorrect data, or forgotten tasks. Everything is tracked within the system, making it easier to spot issues early and fix them quickly.
Onboarding software also improves communication. New hires receive clear instructions, reminders, and access to key information in one place. This reduces confusion and helps them feel more confident during their first days.
Employee engagement is another important benefit. When new hires feel supported and informed, they are more likely to feel positive about their role and the company. A good onboarding experience improves retention by helping your team connect with the organisation and understand its values and goals.
Finally, onboarding software solutions support scalability. As your company grows, the onboarding process can grow with it. You can onboard more employees without adding extra admin work or losing quality in the experience.
Key features to look for
When choosing onboarding software solutions, certain features can make a big difference to your HR team’s efficiency. HR automation is one of the most important. Automated task assignments, reminders, and workflows help ensure nothing is missed.
Document management is another key feature. A good onboarding platform allows HR teams to upload, store, and organise documents securely. New hires should be able to access and upload files easily without sending multiple emails.
Electronic signatures are now essential. E-signatures allow contracts and policies to be signed digitally, speeding up the process and reducing the need for printing and scanning.
Self-service portals are also valuable. These give new hires control over their onboarding tasks and reduce the number of questions HR teams need to answer.
Finally, reporting and visibility features help HR teams track progress and identify bottlenecks. This insight makes it easier to improve the onboarding process and meet HR performance goals.
Top 5 onboarding software solutions in 2026
Choosing the right onboarding software solution depends on your company size, structure, and HR needs. Some platforms focus on simplicity for small teams, while others offer advanced features for growing or international businesses. Below is a ranked list of the best onboarding software solutions in 2026, based on usability, features, and value.
1. Factorial
Platform overview: Factorial is an all-in-one business management software designed to support small and medium sized businesses. It offers a strong onboarding module that helps HR teams manage every step of the employee journey from one central platform. Factorial focuses on ease of use, automation, and visibility, making it a popular choice for growing teams.
Key onboarding features: Factorial allows HR teams to create structured onboarding workflows that guide new hires through their first days. Tasks can be assigned automatically, ensuring nothing is forgotten. HR managers can extend job offers, collect personal information, upload documents, and request electronic signatures directly within the platform.
The employee self service portal gives new hires access to contracts, policies, and onboarding tasks before their start date. This helps them feel prepared and reduces back and forth communication. Factorial also integrates onboarding with other HR functions such as time off, performance, and payroll, creating a connected experience.
Pros
- Simple and intuitive interface
- Strong automation and task management
- Built in e sign and document storage
- Integrates onboarding with wider HR processes
Cons
- May offer more features than very small teams need
Who is it for: Factorial is ideal for small to medium sized companies in the UK and Ireland that want to scale their HR processes without adding complexity. It is especially useful for teams looking for one platform to manage onboarding and ongoing employee management.
Price: Factorial offers flexible pricing based on company size, with plans starting at a competitive monthly rate per employee.
2. ADP Workforce Now
Platform overview: ADP Workforce Now is a well established HR and payroll platform used by medium to large organisations. Its onboarding tools are part of a broader HR suite designed to manage complex workforces and compliance requirements.
Key onboarding features: ADP provides guided onboarding workflows, document management, and compliance support. It helps HR teams manage new hire data, contracts, and policy acknowledgements while integrating closely with payroll and benefits.
Pros
- Strong compliance and payroll integration
- Suitable for large and complex organisations
Cons
- Interface can feel complex
- Higher cost compared to simpler solutions
Who is it for: ADP Workforce Now is best suited for larger UK and Ireland employers with complex payroll and compliance needs.
Price: Pricing is custom and typically higher, depending on company size and selected modules.
3. Zoho People
Platform overview: Zoho People is part of the Zoho software ecosystem and offers a flexible HR platform with onboarding capabilities. It is known for its customisation options and affordability.
Key onboarding features: Zoho People includes onboarding workflows, document collection, and employee self service tools. HR teams can customise forms and processes to match company needs.
Pros
- Affordable pricing
- Customisable workflows
- Works well with other Zoho products
Cons
- Interface can feel less intuitive
- Setup may take time
Who is it for: Zoho People suits small to medium sized businesses that already use Zoho tools and want a cost effective onboarding solution.
Price: Zoho People offers tiered pricing, with lower entry level plans compared to many competitors.
4. Rivermate
Platform overview: Rivermate has a focus on global hiring and onboarding, particularly for companies working with international employees and contractors. It supports compliant onboarding across different countries.
Key onboarding features: Rivermate helps manage contracts, compliance checks, and onboarding tasks for international hires. It simplifies cross border onboarding by handling local requirements.
Pros
- Support for global teams
- Strong focus on compliance globally
- Useful for remote first companies
Cons
- Less focus on broader HR features
- May be unnecessary for local only teams
Who is it for: Rivermate is best for companies hiring employees or contractors in multiple countries.
Price: Pricing varies based on location and type of hire, with custom quotes available.
5. Rippling
Platform overview: Rippling combines HR, IT, and payroll into a single platform. Its onboarding tools focus on automating account setup and system access for new hires.
Key onboarding features: Rippling allows HR teams to automate onboarding tasks across HR and IT, such as creating email accounts and granting software access. This reduces manual work and speeds up readiness.
Pros
- Strong HR and IT integration
- Automation across multiple systems
- Scalable for growing teams
Cons
- Can become expensive as features are added
- May have too many features for smaller teams
Who is it for: Rippling is suited to fast growing companies that want to connect onboarding with IT and payroll processes.
Price: Rippling uses modular pricing, with costs increasing based on selected features.
Onboarding software solutions comparison chart
The table below provides a simple comparison of the top onboarding software solutions in 2026. It highlights one key feature, who each platform is best for, and general pricing information.
| Platform | One key feature | Best for | Price |
|---|---|---|---|
| Factorial | Automated onboarding workflows | Growing SMEs | From monthly per employee |
| ADP Workforce Now | Payroll and compliance integration | Large and complex organisations | Custom pricing |
| Zoho People | Customisable onboarding forms | Cost conscious small businesses | Low cost tiered plans |
| Rivermate | Global compliant onboarding | International and remote teams | Custom pricing |
| Rippling | HR and IT onboarding automation | Fast growing tech driven companies | Modular pricing |
This comparison shows how onboarding software solutions can meet very different needs. The right choice depends on your company size, hiring plans, and how closely onboarding needs to connect with other HR or business systems.
Tips on using onboarding software to grow your team
Onboarding software solutions do more than help new hires get started. When used effectively, they can support long term growth and help HR teams meet their performance goals.
- Standardise your onboarding process: Use onboarding software solutions to create clear, repeatable workflows. This ensures every new hire receives the same experience, even as hiring volumes increase.
- Automate repetitive HR tasks: Set up automatic task assignments, reminders, and approvals. This reduces manual work and allows HR teams to focus on people, not admin.
- Use employee self service tools: Give new hires access to their onboarding tasks, documents, and policies in one place. This helps them take ownership of their onboarding and reduces common HR questions.
- Connect onboarding with other HR processes: Platforms like Factorial link onboarding with time off, performance, and employee records. This creates a smooth transition from new hire to active team member.
- Track progress with reports and dashboards: Use onboarding data to monitor task completion, delays, and bottlenecks. These insights help HR teams improve processes and meet key HR KPIs.
- Support remote and hybrid employees: Onboarding software solutions allow new hires to complete tasks from anywhere. This ensures a consistent experience regardless of location.
- Scale without losing quality: As your team grows, onboarding software helps maintain structure and clarity without increasing HR workload.
Finally, onboarding software solutions make it easier to support remote and hybrid teams. New hires can complete tasks from anywhere, ensuring location does not affect the quality of their onboarding experience.
Download our onboarding process checklist to start improving your processes today!
Why Factorial is essential for your business
Factorial connects onboarding, offboarding, and everyday HR processes in one system. This allows HR teams to manage the full employee lifecycle without switching tools or duplicating work.
When employees join, move roles, or leave the company, Factorial keeps all tasks, documents, and approvals organised in one place. This reduces errors, supports compliance, and ensures no steps are missed at any stage.
Onboarding also links directly to ongoing HR processes such as time off, performance tracking, and employee records. As a result, new hires move smoothly from onboarding into active roles, and HR teams maintain clear visibility across the workforce.
By managing onboarding and offboarding together, Factorial helps businesses stay organised as they grow and ensures consistent HR processes from start to finish. Request a demo now to see how Factorial can help your organisation!
Disclaimer:
The information presented on this page is based on publicly available sources. The comparisons between Factorial and other providers are intended solely for the illustration of the respective software features, pricing and functionalities. All information regarding features, prices, and integrations may be subject to change without prior notice. Factorial assumes no liability for the accuracy, completeness, or timeliness of the information presented. We recommend contacting the respective providers directly to obtain the most accurate and up-to-date information. All legal regulations regarding Spanish fair advertising and competition law are fully observed by us; if you have any concerns, please reach out to us. The comparisons presented do not constitute a final evaluation or recommendation for any provider, but serve solely as an informational source.
