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Onboarding Software Explained

5 min read

What is Employee Onboarding Software?

Employee onboarding software is a digital solution designed to streamline and automate the onboarding process for new hires within an organisation. It usually provides a range of features for electronic document management, task automation, onboarding checklists, training modules, and communication tools, helping to foster a more efficient and consistent onboarding experience.

Onboarding solutions can be invaluable to HR teams and managers overseeing the onboarding workflow, from paperwork and compliance tasks to training and integration into company culture.

In this article, we’ll explore everything you need about employee onboarding, how software can help with your HR processes, and how to choose the best employee onboarding software for your business.

Why is Onboarding Software Important for Business Success?

  • Efficiency: Onboarding software streamlines the whole process, reducing the administrative workload for HR teams. A more efficient onboarding system ensures the paperwork and formalities are completed quickly, allowing new hires to get stuck in and become productive team members. On top of that, the onboarding software cost is often offset by the time saved on doing it manually.
  • Consistency: An effective employee onboarding system ensures a standardised and consistent onboarding experience for all new employees. This is particularly crucial for large organisations spread over many departments or locations, where manual onboarding processes can differ and lead to complications later.
  • Following the Law: Using software helps manage compliance requirements by tracking all the necessary documents, training, and certifications to ensure they’re completed under regulations and company policies.
  • Improved Communication: Tools like this often include communication features, allowing seamless interactions between HR, managers, and new hires. Because of this, sharing necessary information, clarifying expectations, and fostering a positive initial impression is easy!
  • Enhanced Employee Engagement: It can increase engagement for new employees by providing access to relevant training materials, introducing them to company culture, and encouraging social integration. The HR team can also use this data to manage employee satisfaction and take steps to improve and maintain employee retention rates.

Who is Responsible for Employee Onboarding?

Successful onboarding is a collaborative effort, with each party playing a distinct role in creating a positive and productive transition for the new employee. Here, we’ll look at some of the key players and their responsibilities throughout the employee onboarding process.

The Hiring Manager

Hiring managers typically decide to bring the new employee on board and will often be their manager when they start their role. As such, they have a big responsibility to make it work. Some of these include:

  • Orientation to the Role: Ensuring the employee understands the responsibilities, expectations, and goals.
  • Setting Objectives: Working with the new starter to establish short-term and long-term objectives – which are also aligned with the team and company goals.
  • Feedback and Support: Giving continuous input and support helps the new employee settle in and feel confident and valued in their role.

The HR Team

The HR team is instrumental in managing the official documentation for new hire onboarding and their pay and benefit allocation. But sometimes, their responsibilities extend beyond that. Human resources professionals can also be responsible for orientation, wellness, dress codes, perks, and policies, amongst other things. Some of their core responsibilities include:

  • Documentation and Compliance: Collect necessary paperwork, ensure legal compliance, and manage all the documentation associated with the employment.
  • Orientation and Training: Facilitating the new starter’s general orientation sessions and coordinating job-specific training to help them adjust to the company culture and expectations.
  • Communication: Serving as the next point of contact after the new employee’s manager to answer questions and provide support throughout the onboarding process.

Team Members

Beyond the hiring manager, the broader team has a big part to play regarding the new employee’s sense of belonging and understanding of the team culture. To help make the new hire a success, they’ll need to be responsible for:

  • Inclusive Environment: Creating an inclusive and welcoming environment for new employees by actively engaging with them and integrating them into team activities.
  • Collaboration: Working with the new employee on projects and onboarding tasks while promoting teamwork and camaraderie.
  • Support: Offering support and encouragement as new team members adjust to their roles and responsibilities.

Induction Buddies

Induction buddies aren’t a feature in every company, but they are usually a peer or team member nominated to support the new starter in their first few weeks. They play a crucial role in helping someone integrate socially into an organisation and can make it easier for new starters to ask questions and get familiar with the business. These are some examples of an induction buddy’s responsibilities:

  • Welcoming and Introductions: Welcoming the new employees, introducing them to team members, and helping them navigate the workplace dynamics.
  • Informal Support: Provide informal guidance on day-to-day operations and team culture and offer a friendly, less intimidating point of contact for questions.

The New Hire

It can be easy to forget that the new employees are also responsible for the success of their onboarding. While others facilitate the process, the new employee must be open to their successful integration. Some new starter responsibilities include:

  • Active Participation: Participating in orientation sessions, training programs, and team activities to ensure they comprehensively understand the organisation.
  • Seeking Clarification: Proactively seeking clarification on job-related tasks, company policies, and expectations to foster a clear understanding.
  • Networking: Making an effort to get to know their colleagues, attending team events, and building professional relationships to integrate into the workplace culture.

Best Practices for Onboarding with Software

  1. Start Early: Initiate the onboarding software process during the hiring process and well before the employee’s start date, allowing for a smooth and engaging experience from day one.
  2. Communicate Clearly: The software’s communication features provide clear information about the company, its values, and expectations.
  3. Customise: Everyone and every business is different. Tailor the onboarding software to match your organisation’s unique processes and requirements, creating automated workflows and a personalised onboarding journey for each employee.
  4. Incorporate Training: Consider including a structured training programme within the software, covering job-specific skills, company policies, and compliance requirements.
  5. Get Feedback: Incorporate feedback mechanisms within the software to help you gain insights from new hires and take advantage of the software’s analytics and reporting capabilities. You can review the onboarding data, identify trends, and make informed data-driven decisions to help you improve the process.
  6. Make it Accessible: By making sure the onboarding software is accessible on mobile devices, you allow flexibility for new hires to complete tasks and access information when it’s convenient for them.
  7. Check-in Regularly: Use your software to schedule regular check-ins to easily monitor progress, address concerns, and provide ongoing support.

Factorials onboarding and offboarding software

Revolutionise your employee onboarding and offboarding processes with our all-in-one HR software. From the moment a candidate is recruited, our onboarding solution ensures your business gives a positive first impression to new hires by streamlining the whole process.

Our onboarding tools will help you:

  • Customise workflows to guide employees through each step, fostering clarity and productivity.
  • Welcome new hires with shoutouts, showcasing your company culture with our internal communication channel.
  • Transition seamlessly to offboarding with our software, making departures smooth and collecting valuable testimonials.

With Factorial, you can prioritise transparency, organisation, and efficiency throughout the entire employee lifecycle, from recruitment to departure – that’s why our customers consistently rate us as one of the best onboarding software solutions on the market!



Jessie is an experienced content creator and copywriter specialising in technology and telecommunications. She comes to the HR technology space keen to exercise a passion for people and the human resources industry.

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