Onboarding employees poses significant challenges. It's a period fraught with stress for new hires and hiring teams. For new employees, the endeavour involves navigating unfamiliar terrain. On the other hand, hiring teams are under pressure to expedite the onboarding process efficiently. In such a situation, employee onboarding software will come in handy.

Below, we'll discuss the reasons to utilise software for employee onboarding.

1. Reporting and Analytics

Employee onboarding software plays a pivotal role in facilitating reporting and analytics, providing valuable insights into the efficiency and effectiveness of the onboarding process. It enables tracking and monitoring of important metrics, such as time to productivity, completion rates for training modules, and engagement levels of new hires. By collecting and analysing this data, organisations can identify bottlenecks, trends, and areas for improvement in their onboarding workflows.

The employee onboarding software's role is to empower organisations with robust reporting and analytics capabilities, which help them to measure, evaluate, and continuously improve their onboarding processes for enhanced employee engagement, productivity, and retention. The software can generate customisable reports and dashboards, presenting data concisely. These reports provide stakeholders with actionable insights into the onboarding journey, allowing them to make informed decisions and adjustments to optimise the process.

Additionally, employee onboarding software often includes features for surveying new hires and gathering feedback on their onboarding experience. By capturing qualitative data and sentiment analysis, organisations can gauge employee satisfaction, identify pain points, and address issues proactively.

Furthermore, employee onboarding software may integrate with other HR systems, such as applicant tracking systems and performance management platforms, enabling cross-functional reporting and analysis. This holistic view of the employee lifecycle allows organisations to track onboarding effectiveness to overall recruitment, retention, and performance metrics.

2. Allows for Self-Service

Another reason companies should utilise employee onboarding software is it facilitates self-service capabilities, empowering new hires to take control of their onboarding journey and access the resources they need independently. The software has a centralised platform where new employees can easily access essential documents, forms, and training materials at their convenience. It eliminates manual distribution and ensures new hires have instant access to information.

Moreover, employee onboarding software often includes self-service features for completing administrative tasks, such as filling out personal information forms, selecting benefits options, and signing policy documents digitally. By allowing new hires to complete these tasks online, at their own pace, and on any device, the software streamlines the onboarding process and reduces the administrative burden for HR teams.

Some employee onboarding software may offer self-service modules for training and development, allowing new hires to access on-demand training materials, interactive modules, and learning resources tailored to their roles and responsibilities. This self-paced learning approach empowers new employees to acquire the knowledge and skills they need for their tasks.

Furthermore, employee onboarding software may incorporate self-service features for tracking progress, setting goals, and accessing support resources throughout the onboarding journey. By putting these tools directly into the hands of new hires, the software enhances their sense of ownership and accountability, leading to a more positive and empowered onboarding experience.

By providing access to essential resources, streamlining administrative tasks, facilitating training and development, and promoting autonomy, self-service features enhance the onboarding experience and set the stage for the new hire's long-term success.

3. Increased Culture 

Employee onboarding software helps create a better workplace culture by helping to create a work environment where everyone understands the culture and processes. It fosters transparency, communication, and engagement throughout the onboarding process. By promoting consistency in onboarding practices, the software helps ensure that all new hires receive a standardised and welcoming experience. This consistency helps reinforce organisational values and norms, contributing to a cohesive and inclusive culture.

Moreover, reliable employee onboarding software facilitates communication and collaboration between new hires, their managers, and colleagues, even before their first day on the job. Since it provides platforms for introductions, virtual meetings, and interactive training, it encourages relationship-building and teamwork from the outset.

Additionally, employee onboarding software often includes features for gathering feedback and measuring employee satisfaction with the onboarding experience. This feedback loop allows organisations to identify areas for improvement and make adjustments to enhance the onboarding process, demonstrating a commitment to employee well-being and development.

By promoting consistency, communication, and feedback, employee onboarding software helps create a positive and supportive workplace culture where new hires feel valued, engaged, and empowered to contribute to the organisation's success.

4. Automation

Employee onboarding software automates various onboarding tasks by leveraging technology to streamline administrative processes and workflows. It digitises and centralises document management, allowing new hires to complete paperwork electronically, such as filling out forms, signing contracts, and submitting required documentation. Doing so eliminates the need for manual paperwork, reducing errors and speeding up the onboarding process.

Moreover, employee onboarding software automates communication by sending automated email reminders, notifications, and welcome messages to new hires and relevant stakeholders. It ensures timely and consistent communication throughout the onboarding journey, keeping everyone informed and engaged.

Additionally, employee onboarding software often includes task automation features, such as pre-configured checklists and workflows. These automation tools guide new hires through the onboarding process step-by-step to ensure they don't miss deadlines and crucial tasks.

5. Security and Compliance

Employee onboarding software can help ensure security and compliance within an organisation by implementing various features and functionalities to safeguard sensitive information and adhere to regulatory requirements. 

The software provides secure storage and access controls for sensitive employee data, such as personal information, financial records, and legal documents. By encrypting data and restricting access based on role-based permissions, the software helps prevent unauthorised access and data breaches.

Moreover, employee onboarding software often includes built-in compliance features, such as templates for creating legally compliant documents, automated reminders for completing required training and certifications, and audit trails for tracking changes and approvals. These features help ensure all onboarding processes adhere to relevant laws, regulations, and industry standards.

You can also integrate the employee onboarding software with other HR systems, such as payroll and benefits administration platforms, to ensure seamless data transfer and alignment of processes. This integration helps reduce manual errors and discrepancies, ensuring accuracy and consistency in compliance reporting and record-keeping.