The best employee onboarding software, tools and apps

The employee onboarding process is crucial for shaping how new hires engage with an organization, with technology playing a key role in enhancing efficiency. Starting a new job should be an exciting journey, not bogged down by confusing paperwork. Before exploring our top picks for employee onboarding software, check out our guide on How to onboard a new employee.

In this article, we'll cover the user experience, integration capabilities, and customization options. Additionally, we'll analyze top onboarding platforms, revealing how technology can streamline processes and set the stage for successful workplace integration.

• What is employee onboarding software?
• Why invest in employee onboarding software?
• Key features to look for in employee onboarding tools
• Employee onboarding software: our top 9
• How to choose the right onboarding software for your business
• Implementing onboarding software: best practices

What is employee onboarding software? 

Employee onboarding software is the linchpin of an effective onboarding process, ensuring a stress-free welcome for new hires. These software solutions come in various forms, each catering to different aspects of the employee onboarding process. 

• Comprehensive onboarding suites: these function as all-in-one marvels, overseeing the entire onboarding lifecycle with efficiency and ease. 
  
  
• Learning management systems (LMS): these zoom in on the training and development aspects, fostering a culture of continuous learning. 
  
  
• HR information systems (HRIS): these integrate the employee onboarding process into broader HR functions like payroll and benefits management, creating a unified experience. 
  
  
• Specialised onboarding tools: for those wanting something a little more specific, specialised onboarding tools zone in on particular tasks such as document management, task assignment, or social integration. 

When it comes to employee onboarding software, these diverse solutions collectively transform the employee onboarding process into the perfect combination of integration and efficiency. 

Key features to look for in employee onboarding tools 

When navigating the vast realm of employee onboarding software, there are certain key features companies should look for which will guide them towards a more effective onboarding process. 

• User-friendly interface: this aspect ensures that the onboarding journey is both intuitive and accessible.

• Customisation options: this allows companies to tailor the employee onboarding process to their unique culture and needs.

• Integration capabilities: this bridges the gap between onboarding tools and existing systems, enabling a seamless flow of information.

• Automation of paperwork and processes: this hugely reduces the administrative burden and paves the way for an efficient electronic employee onboarding experience.
  
  
• Reporting and analytics: this provides valuable insights, transforming data into actionable strategies for continuous improvement.

Collectively, these features optimise efficiency, making the employee onboarding process a stress-free journey that sets the stage for a harmonious and effective integration into the company’s organisational fabric.

Employee onboarding software: our top 9

1. Bamboo HR

Pricing: $108/month for 20 employees + $5.40/month per each additional employee

The best employee onboarding software for startups, BambooHR offers extensive customisation for new hires, breaking down details like job roles, departments, and locations. Onboarding tasks are automated, easing the process for new employees, managers, and other team members. 

The platform's simplicity and customisation provide a unique user experience, with templates for role-specific onboarding guides. BambooHR integrates seamlessly with popular HR platforms like Workday, LinkedIn, Google, Slack, and Microsoft. Pricing details are available through calls, allowing tailored quotes for companies who are interested.

Pros

1. Centralized Information Hub - Serves as a comprehensive repository for all necessary employee information, appreciated for its centralization.
2. User-Friendly Interface - Consistently noted for its appealing and intuitive user interface, making navigation and operation straightforward.
3. Efficient Employee Management - Excellently supports onboarding and tracking of employees, enhancing HR management for growing companies.
4. Simplified Interaction - Facilitates easy access to coworker details, vacation schedules, and employee contacts, streamlining communications.
5. Smooth Integration and Implementation - Lauded for its ease of integration with other systems and straightforward setup process.

Cons

1. Feature Gaps and Notifications - Users have noted the absence of critical features, such as effective notifications for new hires and time off alerts.
2. Data Loss Issues - Reports of data being lost during usage, particularly in form submissions, which can be frustrating and time-consuming to redo.
3. Stagnant User Experience - Criticisms regarding the lack of updates to the platform’s user experience and visuals, which some find outdated and difficult to navigate.
4. Complex User Permissions - The structure for user permissions is considered confusing, complicating the process for new hires and administrators.
5. Limited Customization and Flexibility - The platform’s customization options are limited, which can hinder adaptation to specific organizational requirements and user preferences.

2. Rippling

Pricing: From $35/month, plus $8 per user

Rippling, an employee management platform, streamlines onboarding with administrative data entry, payroll, benefits enrolment, and learning modules. Electronic documentation eliminates the need for traditional paperwork, enabling instant e-signatures. 

The platform's full suite manages device setup, configuration, security, and monitoring, ensuring workplace apps are installed and password-protected pre-desk. IT tools include team password management with single sign-on and multi-factor authentication. 

With integration capabilities extending to over 400+ apps, including Google Workspace, Slack, Zoom, and Asana, Rippling is a top onboarding software, offering a comprehensive solution for efficient onboarding and IT management.

Pros

1. Streamlined User Experience - Highly praised for its ease of use, intuitive design, and easy navigation, making it accessible for all users.
2. Comprehensive Integration Capabilities - Excellently integrates with various apps, enhancing functionality and user efficiency.
3. Detailed Payroll Management - Provides in-depth details on payroll processes, recognized for superb accuracy and clarity.
4. Efficient Benefits Management - Simplifies the comparison and enrollment of benefits plans, praised for its modern interface and responsiveness.
5. All-in-One System Features - Offers time off and commuter benefits within a unified system, with added shortcuts to external tools like Google Suite.

Cons

1. Feature Limitations - Some users find the platform lacks specific features they need, and existing features may be limited.
2. Inconsistent Customer Support - Reports of slow response times and less than satisfactory support experiences during the implementation phase.
3. Technical and Implementation Challenges - Encounters with technical glitches and data import issues have led to delays and frustration.
4. Subpar Implementation Experience - Despite the involvement of high-level management, some users report poor implementation experiences.
5. High Costs for Basic Needs - Concerns over the high cost of additional features that are simple but essential, like check-in and check-out systems.

3. Zenefits

Pricing: From $8/month, per employee

Zenefits offers an integrated platform for teams, particularly suitable for those seeking employee onboarding software with benefits management. The streamlined onboarding process, achievable within ten minutes per new hire, includes features like background checks, e-signature offer letters, and set up for full-time employees, contractors, and freelancers. 

However, for small businesses and startups, the cost might outweigh the benefits, considering the abundance of features they may not fully use. Zenefits pricing includes various plans, starting with the Essentials plan at $8 per month per employee, with payroll, benefits, and recruiting as optional add-ons.

Pros

1. Streamlined Onboarding - Simplifies the process of integrating new employees.
2. Comprehensive HR Solutions - Includes features like ACA & COBRA administration and unique remote team management.
3. Advanced Customization Options - Offers adaptability to meet diverse business needs.
4. Robust Customer Service - Dedicated support to assist with user needs.
5. Integrated Platform - Seamless integration with existing systems.

Cons

1. Higher Cost for Basic Services - More expensive for straightforward payroll functionalities.
2. Complex Pricing Structure - Necessitates obtaining custom pricing, which can complicate budget planning.
3. Limited Trial Options - Does not offer a free trial to test the service before committing.
4. Occasional Tax Complications - Some users report issues with tax management.
5. Reporting Limitations - Some reports may lack depth or flexibility needed by larger organizations.

4. Namely

Pricing: From $9/month, per employee

Namely is an invaluable asset for mid-sized businesses seeking a seamless employee onboarding process. Tailored for specific teams, Namely's employee onboarding software offers uncompromising features, including e-verify integration for eSignatures, a user-friendly mobile app for onboarding convenience, and tools for posting job ads and tracking candidates.

Its onboarding features ensure a swift process meeting standard business requirements. Pricing details are available through a call, allowing for a customised quote based on the size of your team. Namely is some of the best onboarding software for mid-sized businesses aiming for efficient and tailored employee onboarding.

Pros

1. Global Payroll Capabilities - Supports both U.S. and international payroll processing.
2. Comprehensive HR Suite - Seamlessly integrates payroll, HR, benefits, and time management.
3. User-Friendly Interface - Designed for ease of use to enhance user experience.
4. Self-Service Options - Includes a self-service portal that empowers employees to manage their own data.
5. Managed Services Available - Offers managed solutions for payroll and benefits to reduce administrative burden.

Cons

1. Opaque Pricing - Difficult to understand pricing structure without direct inquiry.
2. Challenging to Obtain Detailed Pricing - Potential users may find it cumbersome to get comprehensive pricing information.
3. Variable Customer Support Quality - Some users may experience inconsistencies in the support provided.
4. Feature Limitations - Certain expected features may be absent or underdeveloped.
5. Integration Challenges - Occasional difficulties with integrating the platform into existing systems.

5. GoCo

Pricing: Quote based

GoCo, an all-in-one HR software, streamlines onboarding with a digital-centred approach. The platform's e-signature feature in online offer letters, onboarding checklists, and benefits enrolment ensures a hassle-free onboarding experience. 

Beyond onboarding, GoCo offers a comprehensive HR platform for payroll, compliance, and performance management. Notable features include automated workflows and ‘Magic Docs’, a proprietary technology converting documents into fillable forms. 

Integrations with applicant tracking systems like JazzHR, Greenhouse, and various other tools enhance efficiency. Additional pre-configured integrations cover tools such as Notion, Basecamp, Zoom, QuickBooks, Checkr, and Twilio. With a paid subscription to Zapier, users also gain access to thousands of other applications. When it comes to an all-rounder, this is some of the best employee onboarding software there is.

Pros

1. Seamless ATS Integration - Easily integrates with systems like Jazz HR, facilitating smooth transitions of new hires.
2. Electronic Document Management - Streamlines the process of handling necessary employment documents electronically.
3. User-Friendly Design - Known for its simplicity and ease of use, reducing the need for frequent support.
4. Proactive Customer Service - Offers exceptional support, responsive even outside of typical business hours.
5. Efficient Onboarding and Operations - Enhances organizational efficiency with effective onboarding processes.

Cons

1. Feature Gaps - Some users may find it lacks certain specific features needed for their HR operations.
2. Challenges with Complex HR Scenarios - Occasionally struggles with unique or complex HR setups within companies.
3. Occasional Payroll Issues - There are reports of occasional difficulties with payroll management.
4. Continuous Improvement Required - Some areas of the service still need enhancement to meet all user expectations.
5. Inconsistency in Customer Support Experiences - While often praised, the customer support experience can vary, with some users reporting less satisfaction.

6. Trakstar

Pricing: Quote based

Trakstar Learn, a cloud-based learning management system, expedites and enhances the employee onboarding process for employers. With customisable courses, real-time analytics, and automated reminders, Trakstar ensures an effective onboarding process. 

Its user-friendly interface and customisable dashboard contribute to a seamless user experience. Notable features include business analytics, providing real-time data through onboarding surveys, and integrations with leading HR technologies like ADP Workforce Now, Azure Active Directory, BambooHR, Google Workspace, Office365, Okta, and Slack. 

Trakstar's comprehensive platform accelerates and improves onboarding efficiency while offering predictive HR forecasting and cohesive integration of diverse data sources. A tailored solution for seamless onboarding, Trakstar Learn prioritises customisation, analytics, and integration.

Pros

1. User-Friendly Interface - Recognized for its ease of use, which allows quick learning and minimal training time.
2. Effective Training Tools - Enhances existing training content to be more engaging and dynamic.
3. Efficient Tracking and Monitoring - Facilitates monitoring of course completions and participant progress with ease.
4. Comprehensive Modules - Offers a variety of training modules that cater to diverse learning needs.
5. Streamlined Navigation - Designed for easy navigation, aiding in efficient content management.

Cons

1. Feature Limitations - Some features may not meet all user requirements or expectations.
2. Interface and Usability Issues - Occasional challenges with interface design and navigation can hinder user experience.
3. Performance Concerns - Experiences slow loading times and issues with uploading content.
4. Restricted Self-Registration - Lack of a marketplace for user self-registration can be limiting.
5. Compatibility and Support Challenges - Difficulties in administration and lack of support for specific formats like Keynote or MOV files, particularly for Mac users.

7. Leapsome

Pricing: From $8.00/month per user

Leapsome's employee onboarding software harmonises learning, engagement, and performance, trusted by companies like Spotify and Northvolt. It facilitates a continuous cycle of performance management and personalised learning. Notable features include customisable content sequencing for specific teams, team lead control over learning pace, and the ability to define intervals and milestones. 

Leapsome also allows you to design quizzes to assess learning effectiveness and integrates seamlessly with HRIS systems, SSO, and other workflow tools. Leapsome stands out for its tailored onboarding approach, offering a dynamic and integrated employee onboarding solution.

Pros

1. Simplified User Experience - Praised for its ease of use and simple interface, which facilitates quick adoption across the organization.
2. Effective Feedback System - Excellently supports positive feedback and recognition among colleagues, boosting morale.
3. Versatile Functionality - Not just a learning management system (LMS), but also useful for organizing meetings, conducting reviews, and launching company-wide surveys.
4. Intuitive Design - Features an intuitive setup that enhances user interaction without a steep learning curve.
5. Goal-Oriented Features - Helps in setting and tracking organizational and individual goals effectively.

Cons

1. Aesthetic and Flow Concerns - Some users find the user interface unattractive and the user flows not well optimized.
2. Limited Integration Capabilities - Integrates with a restricted number of external programs, which can limit its functionality.
3. Periodic Usage Limitations - Issues arise from not utilizing the platform during certain periods, like a 3-month summer break, affecting continuous use.
4. Feedback and Navigation Challenges - Occasional difficulties with feedback mechanisms and navigating the platform.
5. Inconsistencies in User-Friendliness - While generally intuitive, some aspects of the platform may not be as user-friendly, requiring adjustments or enhancements.

8. ClearCompany

Pricing: Quote based

ClearCompany, a top-tier talent management system, covers the entire employee lifecycle, offering modules for tracking, hiring, onboarding, engagement, performance management, and analytics. This well-rounded employee onboarding software also streamlines paperless onboarding with automated delivery, tracking, and storage of forms. Organisations can also save time and money using ClearCompany’s ‘Smart forms’, which reduce errors by pre-filling and validating data. 

The platform's compliance management tools include employment eligibility checks, background verification, and support for digital signatures. Integrations extend to tools for background checks, skill assessments, calendars, job postings, payroll, benefits, and single sign-on applications. ClearCompany is certainly some of the best employee onboarding software, offering a comprehensive and efficient solution for talent management.

Pros

1. User-Friendly Interface - Noted for its ease of use and improved user interface, which facilitates efficient navigation and operation.
2. Effective Applicant Tracking System (ATS) - The ATS is easy to operate and has seen significant enhancements, making it a solid choice for managing applications.
3. Excellent Customer Support - Offers strong support with helpful webinars and responsive customer service, enhancing user confidence.
4. Cost-Effective Solution - Recognized as an affordable option that delivers quality, making it attractive to companies transitioning from paper-based systems.
5. Smooth Transition to Digital - Users report a seamless shift from traditional to digital application processes, attributed to the system’s straightforward setup.

Cons

1. Data Management Issues - Challenges with transferring notes between applications and inadequate notifications from management actions.
2. Limited Reporting Capabilities - Reporting functions are somewhat restricted, often requiring manual data manipulation or tracking.
3. Communication Restrictions - The messaging feature is limited, particularly when needing to contact multiple individuals simultaneously.
4. Cost Concerns for Small Businesses - Although cost-effective, the pricing structure can be burdensome for smaller enterprises, especially with additional charges for extra user seats.
5. Occasional Technical Glitches - Users occasionally encounter glitches within the ATS, which can impede recruitment processes.

9. Touch Stay

Pricing: From $8.25/month per guide

Digital guidebooks have emerged as a valuable aspect of employee onboarding software, offering a user-friendly interface and many customisable options to redefine the onboarding experience. Touch Stay provides an employee onboarding web-based app, allowing companies to organise all information, across various mediums, into one user-friendly digital space. 

With an intuitive design, these digital guidebooks streamline the orientation process, ensuring a smooth navigation for new hires. The user-friendly interface contributes to a positive onboarding journey, as employees can easily access and refer back to essential information about company policies, procedures, and culture. 

Customisation options empower organisations to tailor guidebooks according to their unique needs, aligning the onboarding process with the specific nuances of their workplace. This personalisation not only enhances engagement but also fosters a sense of connection and relevance for new employees. 

In the realm of employee onboarding, digital guidebook apps stand out as a tech-savvy and user-centric solution, paving the way for a more interactive, efficient, and personalised onboarding experience.

Pros

1. Ease of Access and Use - Touch Stay is acclaimed for its simplicity, providing a seamless experience for both vacation rental owners and their guests. With just a single link, guests can access all the necessary information without needing to download an app.
2. Effortless Updates - The platform allows for quick and easy updates, ensuring that owners can make changes to their guestbook without extensive backend work.
3. Effective Property Management - Ideal for property managers, Touch Stay supports the management of multiple properties from a single dashboard, simplifying operations and enhancing efficiency.
4. Promotion and Rebooking Features - Includes a “Book Again” section to facilitate repeat bookings and promote other properties, making it easy for guests to rebook and explore additional offerings.

Cons

1. Integration Limitations - While Touch Stay integrates well with OwnerRez and major booking sites like Airbnb, Booking.com, and Vrbo, it does not support as many third-party integrations as some competitors, which may limit some users who require broader connectivity.
2. Focused Integration - The platform’s integration is focused primarily on major platforms, which may not cover all the niche or specialized needs that some property managers might have.
   
   

Why invest in employee onboarding software?

In this digital era, traditional onboarding methods can feel rather outdated, vulnerable to paperwork pitfalls and time-consuming processes. Enter employee onboarding software, a game-changer in the search for an effective onboarding process. 

An employee onboarding process that doesn’t utilise technology can face many challenges, from the stress of managing manual paperwork to disjointed processes. Research suggests that an average of $20 is spent per paper on filing, $120 is spent on looking for lost documents, and $220 is spent on recreating lost documents. 

Employers will find their solution to these challenges in the streamlined efficiency of electronic employee onboarding. Beyond the obvious advantage of saving time, investing in employee onboarding software is a strategic move that rewards employee engagement, process efficiency, and compliance management. 

These tools not only refine the employee onboarding process but also foster a sense of connection and engagement from day one. The link between onboarding and employee retention is significant; when employees experience an effective onboarding process, they are more likely to stay the course. Strong onboarding processes can improve new hire retention by 82%, according to research by Brandon Hall group.

Moreover, the ripple effect extends to productivity, with a seamlessly onboarded workforce hitting the ground running, contributing to company goals with enthusiasm and efficiency. In fact, research shows that 62% of businesses that have effective onboarding programs witness a 54% increase in employee engagement and have a higher time-to-productivity ratio.

Considering the benefits, it may shock you to learn that 76% of HR professionals reported that their organisations underutilise employee onboarding practices, and 35% of companies spend nothing on onboarding new employees.

Essentially, investing in the right employee onboarding tools facilitates the perfect blend of engagement, retention, and productivity which will hugely elevate your employee onboarding process.

How to choose the right onboarding software for your business 

Choosing the right employee onboarding software for your company is really important, so there are certain things that should be considered before taking the plunge. Begin with a deep dive into your business's unique characteristics – size, industry nuances, specific onboarding needs, and financial constraints. Most importantly, ensure that the chosen software will be able to integrate with existing systems.

Be sure to make use of demos and free trials. These hands-on experiences offer a glimpse into the software's functionality and compatibility with your business needs. Supplement these trials with user reviews; the applause or concerns from companies that have previously used these employee onboarding tools will provide you with invaluable perspectives on the practical application of the software. 

The best employee onboarding software is the one that complements your business's rhythm, offering a blend of adaptability and functionality and guiding you towards a successful onboarding process. 

Summary 

When it comes to employee onboarding software, choosing the right tools is paramount to guarantee you’re enhancing both employee experience and operational efficiency within your organisation. 

As you navigate the landscape of employee onboarding tools, consider your specific needs and organisational goals. Top onboarding software will provide you with a transformative and efficient onboarding experience that aligns with your company’s vision and enhances new employee integration and engagement.

At Touch Stay, our digital guidebooks can be used as employee onboarding software to create comprehensive and user-friendly resources that will incorporate all the best practices for onboarding new employees. 

Start your free trial now to see how you can create an onboarding resource that will revolutionise the way new employees are integrated into your company.