Top 10 Features That Every Employee Onboarding Software Should Have in 2023

Squadsy Team
August 4, 2023

Top 10 Features That Every Employee Onboarding Software Should Have in 2023

Discover how these top 10 must-have features in employee onboarding software can streamline your HR processes and enhance employee experience in 2023.

A positive beginning can often be the decisive factor in the journey of an employee. Research suggests that a gratifying onboarding process significantly increases the likelihood of employees staying with the company for longer.

But crafting such a rewarding experience is a complex endeavor, one that requires a perfect blend of tangible elements and intangible cultural experiences. This complexity is exactly why many organizations, irrespective of their size, are leaning towards strategic employee onboarding software

However, having a strategy isn't enough. The right tools are equally crucial. But most employee onboarding softwares today promise a lot of features like 

  • Comprehensive solutions.
  • Secure data storage.
  • Streamlined approval process, to name a few.

Many HR managers find it difficult to discern between various platforms as it can often feel like navigating an intricate labyrinth. And that's not all! With HR teams perpetually chasing automation, they sometimes tend to overlook the need to meticulously assess the specific features offered by an onboarding solution.

And when they discover that a vital feature they need missing later on in the process, it leads to a frustrating deadlock.

In this blog we uncover the top five features that your Employee Onboarding Software absolutely needs to have in 2023 so that HR managers can make an informed choice, ensuring their onboarding process is as efficient and effective as it should be.

But before that! Let’s take a look at why HR teams need employee onboarding software.
Just in case you didn’t know about the benefits of using one. If you do, wonderful!! Feel free to skip and jump to the next section at any time!

Need for an Employee Onboarding Software

The process of welcoming a new employee to your team is like setting the foundation for a house. If it's done right, you're on track to build something strong and lasting. But if it's handled poorly, it can lead to instability and quick departures.

In fact research by Bersin by Deloitte tells us that around 4% of new hires quit after a disappointing first day.

So, what is causing this early departure? The answer lies in the challenges faced during traditional onboarding:

  1. Overwhelming amount of paperwork and legal documents to fill out.
  2. Long waiting periods for document approval and verification.
  3. Miscommunication leading to the unavailability of managers and team members.
  4. Delays in allotting necessary resources like workstations, access cards, etc.
  5. Lack of proper follow-up from HR staff.
  6. The never-ending cycle of emails and interactions with multiple people.

These challenges all boil down to one root cause - gaps in the onboarding process. That's where Employee Onboarding Software steps in.

Using an employee onboarding software helps bridge the gap between people and data, ensuring a smoother onboarding experience. It's more than just a tool to fill process gaps; it serves as a catalyst for employee satisfaction and retention.

Here are some of the key benefits that an employee onboarding software has to offer:

  1. Standardizing the Onboarding Process: It ensures that every employee goes through the same high-quality onboarding experience, regardless of their position or location.
  2. Reducing Documentation Stress: It automates paperwork and legal documentation, saving time and reducing errors.
  3. Preventing Compliance Risks: It ensures all legal and company-specific requirements are met during onboarding.
  4. Enhancing Process Visibility: It allows HR, managers, and the new hire to track onboarding progress.
  5. Improving Engagement and Reducing Time-to-Productivity: It provides new hires with necessary resources and training quickly, helping them contribute to the team sooner.
  6. Eliminating Manual Errors and Miscommunication: It automates various aspects of the process, reducing human error.
  7. Integrating with Other HR Software: It can connect with other HR tools, creating a seamless HR management system.

While finding the right Employee Onboarding Software might take some time, the benefits it brings to your team and your new hires are immeasurable. It's an investment in technology that can make a significant difference in your organization.

Now we are done with that part, let’s jump in and take a look at the top 5 features that you should look for in an employee onboarding software in 2023

Top 10 Features That Every Employee Onboarding Software Should Have in 2023 

1. Personalized Onboarding Experience 

A personalized onboarding experience is a must-have feature. Personalization can be achieved in two ways

  • The manual, hard way. This is time consuming
  • The smart way is by using a software like Squadsy or BambooHR that has a sort of mail merge arrangement.

This essential feature helps HR teams by

  • Automating a lot of the repetitive tasks in the onboarding process thus saving a lot of time while also improving their efficiency.
  • Decreasing the risk of human error and improving consistency in maintaining a high-quality onboarding experience, regardless of the volume of hires or the workload.
  • Providing freedom to tailor the onboarding process based on an employee's role, location, and division.
  • Increasing employee engagement by making new hires feel valued and appreciated. This makes the HR team's job of retaining talent much easier.
  • Effortlessly scaling the onboarding process without any additional manual work as the software can manage an increasing number of onboarding journeys.
  • Providing HR teams with actionable data-driven insights about what's working and what's not in their onboarding process. This helps optimize the process to provide a better experience during onboarding.

A personalized onboarding experience, not only saves time for HR professionals but also creates a more engaging, satisfying experience for each new hire.

It makes employees feel valued right from the start, fostering stronger connections with the organization and boosting retention rates.

2. Reporting & Analytics 

Considering that losing an employee in the first year can cost thrice their annual salary, it becomes clear why "Reporting & Analytics" is a must-have feature in employee onboarding software.

With this feature HR teams can

  • Make informed decisions based on tangible data and facts, minimizing guesswork and enhancing precision.
  • Identify inefficiencies in their processes and take necessary steps to improve them and create better experiences for all stakeholders.
  • Gauge the effectiveness of their onboarding initiatives by tracking Key Performance Indicators (KPIs).
  • Ensure compliance by identifying potential issues early, thus preventing legal hassles.
  • Monitor and improve employee engagement strategies during the onboarding process, leading to better satisfaction and retention rates.

By incorporating visualization and faster reporting capabilities, these inbuilt analytical tools in onboarding software facilitate the transition to a data-driven strategic onboarding process, enhancing overall efficiency.

The end result

Smoother onboarding, happier employees, and a healthier bottom line.

3. Integrations 

Integration is a non-negotiable feature for any modern employee onboarding software. It's the key that unlocks efficiency and convenience for HR teams, facilitating smooth and productive onboarding processes.

Integrations is a must in any onboarding software as it helps

  • With the free flow between systems, eradicating the need for redundant data entry and reducing the risk of errors.
  • Automate data transfer between systems, this saves precious time that can be used by the HR teams for more strategic tasks.
  • Improve the experience for HR staff and new hires alike, ensuring a smoother onboarding process.
  • Maintain uniformity across platforms, guaranteeing that everyone has access to the same, updated information.
  • Support compliance efforts by ensuring all systems reflect current, accurate data.

Integration is about creating a unified, effective system to create a more streamlined, effective, and enjoyable onboarding process for everyone involved.

The power of integration lies in its ability to make the complex simple, and in the world of HR, that's a game-changer.

4. Cloud Technology

Cloud Technology is a vital feature in today's employee onboarding software. Its capacity to amplify productivity, provide universal access, and fortify security has revolutionized the role of HR teams, paving the way for a fluid onboarding process.

Its importance in an onboarding software is highlighted because it

  • Lets all stakeholders access the onboarding processes at any time, from anywhere, making the process truly global.
  • Offers centralized document storage and state-of-the-art security. This diminishes the risks associated with physical document storage and access.
  • Facilitates seamless integration with other systems. This reduces data redundancy and increases smoother data transfers, creating a more efficient onboarding process.
  • Provides flexible subscription plans, making it a cost-effective solution for businesses of all sizes. Cloud-based solutions can easily be scaled up or down to match the needs of the business.
  • Comes with a user-friendly interface and rapidly deployable modules, significantly reducing the time and resources required to onboard a new hire. This results in a quicker, more efficient onboarding process that benefits both the new hire and the HR team.

Incorporation of cloud technology in employee onboarding software guarantees a flexible, accessible, and efficient onboarding process for everyone involved.

5. User-Friendly Interface

A user-friendly interface streamlines the user experience, making the onboarding process simpler and more efficient for HR teams and new hires alike.

The importance of a user-friendly interface cannot be overstated as it

  • Reduces the learning curve for all users, enabling HR teams and new hires to utilize the software's full potential from the get-go. This results in a smoother onboarding process and a more engaging experience for new employees.
  • Enhances productivity by reducing the time spent navigating complex systems or searching for necessary features. An easily navigable software allows HR teams to focus more on strategic onboarding efforts rather than figuring out the software.
  • Minimizes errors and confusion by providing clear, easy-to-understand instructions and prompts. This ensures that all users, regardless of their technical expertise, can use the software effectively.
  • Fosters a positive user experience, increasing user satisfaction and promoting consistent use of the software. A user-friendly interface makes the onboarding process enjoyable, encouraging new hires to engage fully in the process.
  • Facilitates quick and effective communication between HR teams, managers, and new hires. When software is intuitive and easy to use, sharing information and updates becomes a breeze.

In a nutshell, a user-friendly interface in employee onboarding software isn't just a 'nice-to-have', it's a 'must-have'.

6. Workflow Automation

Workflow Automation is a pivotal feature that streamlines the onboarding process, making it more efficient and less time-consuming.

The importance of Workflow Automation cannot be overstated as it:

  • Eliminates repetitive manual tasks, allowing HR teams to focus on more strategic aspects of onboarding. This leads to a smoother and more efficient onboarding process.

  • Automatically passes on the application to the next person in the workflow, reducing the time taken for manual handovers and ensuring a seamless transition between different stages of the process.

  • Sends automated reminders to keep stakeholders on track, ensuring that no important steps are missed and that the onboarding process stays on schedule.

  • Ensures every step of the process is carried out accurately and consistently, reducing the risk of errors and enhancing the overall quality of the onboarding experience.

7. Assessment Tools

Assessment Tools are crucial for measuring the effectiveness of the onboarding process and identifying areas for improvement.

The importance of Assessment Tools cannot be overstated as they:

  • Provide concrete evidence of the onboarding software's performance, enabling HR teams to make data-driven decisions and improvements.

  • Allow for the tracking of onboarding duration and identification of hang-ups, providing insights into process efficiency and areas that may need streamlining.

  • Send automated surveys to new hires after the onboarding process, providing direct feedback on the onboarding experience and highlighting areas for improvement.

8. Gamification

Gamification makes the onboarding process interactive and engaging, enhancing the new hire's experience.

The importance of Gamification cannot be overstated as it:

  • Transforms the onboarding process from a mundane checklist into an exciting journey, making the process more engaging and enjoyable for new hires.

  • Provides a fun and interactive way to ensure all necessary steps are completed, enhancing the effectiveness of the onboarding process.

  • Encourages new hires to fully engage in the onboarding process, fostering a positive onboarding experience and promoting higher retention rates.

9. Mobile Accessibility

Mobile Accessibility is a must-have feature in today's digital age, providing flexibility and convenience to both HR teams and new hires.

The importance of Mobile Accessibility cannot be overstated as it:

  • Allows HR teams and new hires to access the onboarding software anytime, anywhere, enhancing convenience and ensuring the onboarding process can continue smoothly even when stakeholders are away from their desks.

  • Provides flexibility to HR teams and new hires, accommodating different work styles and schedules.

  • Ensures that the onboarding process is not delayed due to lack of access to the software, promoting a smoother and more efficient onboarding process.

10. Customization

Customization is a crucial feature that allows the onboarding process to be tailored to the unique needs and processes of each organization.

The importance of Customization cannot be overstated as it:

  • Allows the onboarding process to be tailored based on an employee's role, location, and division, ensuring that the process is relevant and effective for each new hire.

  • Enables modifications to workflows to match the organization's specific requirements, ensuring that the software adapts to the organization's needs, rather than the other way around.

  • Enhances the effectiveness of the onboarding process by allowing for adjustments based on feedback and changing needs, promoting continuous improvement and adaptation.

The Takeaway

Employee onboarding is a critical process that has a significant impact on an employee's journey in an organization. Investing in an employee onboarding software that offers the essential features discussed in addition with other features that could help your business streamline the onboarding process and improve its overall efficiency is a game-changer addition.

By leveraging the power of a comprehensive onboarding software, organizations can create a smooth, enjoyable, and effective onboarding process, setting up new hires for success from day one.

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