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Why Employee Onboarding Software Is Beneficial To HR Management?

  • Workforce management
  • 10 min read
  • January 11, 2024
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employee-onboarding-software

Many new hires don’t last even six months, and with millennials having shorter average tenure, it is clear that an effective onboarding program will help retain the new hire.

Employee onboarding software is developed to assist you in the retention of new hires by structuring an effective onboarding process that gets people productive fast. It also seeks to maintain their interest throughout the entire onboarding process.

Onboarding Checklist and Task Management

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This kind of software guarantees new hires that they’ve made the right step since it will help you leave a great first impression. Employee onboarding software also gives them plenty to do before their first day, keeping them occupied and even a little paperwork gets sorted.

To start with, you will have an onboarding checklist whereby the tasks can be added to different categories, assigned to specific people, and set general dates that cause automatic reminders. You can develop special tasks in the HR onboarding software bound to a certain job title, department, or location.

Customizable Employee Onboarding Software

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The employee onboarding tool system or onboarding portal consists of an introduction section for each. It allows filtering responses, and questions can be optional or mandatory; everything is customized (automated employee onboarding) according to the aim of your organization or if it fits with its culture. The employee onboarding process needs to be customizable to match your unique requirements!

Employee onboarding software is therefore flexible, meaning that each new hire will know at what time they should come in; where, and who to meet. Checklist items; things like using digital signatures to fill out a W-4 means that they can start running on day one rather than getting lost in paperwork.

Difficulties in Manual or Traditional Onboarding

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To ensure new hire success, the onboarding process must be smooth. The traditional procedure, however, can be stressful for all sides due to paperwork and clear communication along with disorganization. The process of onboarding employees is already complex. Not automating it can make things only worse!

Common Issues in Traditional Onboarding

Common issues with this process include:

a. Manual transmission and tracking of documents.

b. Manual creation and sharing of contracts and information.

c. Difficulty in tracking candidate acceptance without options of e-signature.

d. Distinct communication should be with departments on tasks such as profile generation, badge distribution, tracking of the probation period, and granting access to the system.

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4 Things That Make Employee Onboarding Software Reliable

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To solve these challenges, onboarding software simplifies administrative tasks involved in the process of onboarding. The best HR management software gives the HR team more time to concentrate on critical tasks, such as getting friendly with new employees, setting out performance expectations clearly for them, etc. It can also include providing access to the required resources and tools that they need. The next step is sorting out any problems, questions, or concerns about their process since joining the company. Watch out for these features and maximize your efficiency!

#1. Tracking Onboarding Progress

Setting onboarding tasks doesn’t necessarily mean that all of them will be done at the right time. The progress bar indicates the status of a new hire packet, while the onboarding checklist tells you who has done what tasks.

#2. Onboarding Reminders

Notify the individuals responsible for onboarding. So, if I.T. hasn’t set up the new hire’s computer or their manager doesn’t have a mentor assigned for them yet you can remind people before it is too late.

In the end, it is all about providing  employees with amazing first days, weeks, and even months. The right onboarding employee software will give you a structured onboarding process that gets new job openings off to an excellent start not lost in paperwork.

#3. Advanced Onboarding Facilities

Advanced onboarding facilities allow you to simply create and send job offers for E-signature with preconfigured templates. These templates may be designed for part-time or full-time roles, companywide or by business areas. The system automatically fills up the applicant’s information and creates a unique e-signature link. Policies can be attached automatically to the email with the help of online human resource management.

#4. Candidate Experience

In terms of the candidates, they can easily go through their contracts and complete all other necessary forms. After they have read the provided contract, it is possible to use a step-by-step guide on how to add their e-signature and dates. The system then automatically sends alerts to the relevant stakeholders and sets up the employee’s profile, contracts including probation dates according to company policies.

The best employee onboarding software also has advanced functionalities to help manage different plans for onboarding. Within the employee profile, there is also support for additional onboarding actions, such as scheduling new joiner orientations or assigning e-learning courses. You can set up the system as you wish.

Setting Up the Onboarding Module: A Four-Step Process

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Setting up the onboarding module for human resource management is simply a four-step process. Before you start, make sure that all the information about your onboarding process is in place. This is used to onboard a new employee for your organization.

Step 1: Add Clients

Personalize clients to fit your own needs. Personalize the module as per the necessity of the client. Define what is needed and what they need to fill out when submitting a request. Clients can be increased and their Forms tailored as per.

Step 2: Define Onboarding Items

Determine the right items that your hires should receive during the onboarding. Package these items into kits for different roles. Either choose from existing kits or build a customized kit, determining who needs it and selecting items from the service catalog. Indicate who can see and choose these things.

Step 3: Split and Assign Tasks

A typical onboarding request usually entails several items and tasks carried out by different teams. Pre-define tickets created as part of the onboarding request and split those tasks to assign. Make child tickets, including assigned groups, pertinent fields, and tasks to be delivered. Edit parent tickets as needed.

Step 4: Configure Approvals

Set up how approvals interact with onboarding requests. Map fields from initiators’ forms to route auto-approvals, and approve the emails sent by stakeholders. Trigger approval emails, and designate requested items as auto-approved by those stakeholders who are mentioned in the approval workflows.

Conclusion

HR onboarding software for your company will help you to have smoother and error-free onboard processes; therefore, letting new hires begin contributing towards the success of your enterprise from day one.

Find the effectiveness of new employee onboarding tools at Superworks. New employee onboarding features of our HRMS software ensure smooth orientation for your new hires.

FAQs

What are the key benefits of using employee onboarding software for HR management?

Implementation of the best employee onboarding software offers numerous advantages for HR management. It will streamline and automate the onboarding process for new hires, by enhancing their onboarding experience while optimizing HR workflows. With employee onboarding software for your new hires, you can ensure a smooth transition for new team members, fostering a positive first impression and setting the stage for long-term success.

Can employee onboarding software integrate with other HR systems?

Yes, employee onboarding software can integrate seamlessly with other HR systems, providing a cohesive solution for managing various HR processes. It will keep integrating with your existing HRIS (Human Resources Information System), payroll software, or performance management tools. The best onboarding software for your organization ensures data consistency and eliminates the need for manual data entry across different platforms. This integration simplifies HR management, improves efficiency, and enhances the overall onboarding experience for new hires.

How does employee onboarding software help with compliance and legal requirements?

Employee onboarding software plays a crucial role in ensuring compliance with legal requirements and industry regulations, from collecting and storing employee data to facilitating the completion of necessary paperwork and documentation. This onboarding software for your new hires automates compliance processes and will reduce the risk of errors and penalties. With built-in compliance features and customizable workflows, your employee onboarding solution helps HR teams stay on top of regulatory changes and maintain compliance throughout the onboarding process.

Written By :
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Alpesh Vaghasiya

The founder & CEO of Superworks, I'm on a mission to help small and medium-sized companies to grow to the next level of accomplishments. With a distinctive knowledge of authentic strategies and team-leading skills, my mission has always been to grow businesses digitally. The core mission of Superworks is Connecting people, Optimizing the process, Enhancing performance.

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