Which Employee Onboarding Software is Right for Your Team?

The employee onboarding process can be an overwhelming experience, bombarding new hires, managers, and HR professionals with tons of information, paperwork, and meetings. 

However, using the right employee onboarding software can significantly streamline and simplify this transition, making it a more manageable and welcoming experience for all parties involved.

In this article, we’ll help you find the right HR onboarding software you can use and key things to note before choosing your software. Let’s get into it!

Additional resources: 8 Key Onboarding Documents for Your New Hire Journey

What is employee onboarding software?

Before talking about what onboarding software is, let’s recap what employee onboarding is all about. Employee onboarding integrates new hires into an organization, providing tools, resources, and knowledge for their success in the new role.

That said, employee onboarding software is a tool that simplifies and automates the new hire process, ensuring a seamless welcome and efficient integration into the organization. 

With features like document management, checklists, automated emails, and progress tracking, HR onboarding software improves the transition, making it easier for new employees to get started with a new workplace and understand what’s expected of them.

What are the benefits of using an employee onboarding software?

employee onboarding software

Integrating employee onboarding software into your HR workflow offers several key benefits: 

For employers

  • Improved efficiency: With the software, you can automate manual tasks, reduce paperwork, and save time with your onboarding process for new employees.
  • Reduced costs: You’re also able to minimize the expenses associated with manual onboarding, such as printing and shipping documents helping you save costs.
  • Make data-driven decisions: As an employer you can gain valuable insights into the onboarding process, to help you make data-driven decisions for more efficient HR strategies.

For new hires

  • Smoother transition: Most new employees are nervous during the transition, good onboarding software can help them enjoy a seamless and guided onboarding experience, reducing anxiety and uncertainty.
  • Improved engagement: Giving new hires a smooth onboarding helps them bond well with colleagues and integrate into the company culture. They feel connected and invested in the company from day one, leading to increased job satisfaction and retention.
  • Positive first impression: First impressions matter most, even for employees. Using a good hr onboarding software can help to set the tone for a positive employee experience for new hires. 

What are the key elements of employee onboarding software?

User experience

UX is one of the top things the best employee onboarding software should have. An intuitive HR onboarding software should provide a seamless experience that avoids unnecessary complexity that confuses users or difficult steps and navigation. Instead, it should offer a user-friendly interface that makes onboarding effortless and efficient.

Streamlined processes

The whole reason for using an employee onboarding software is to have a streamlined onboarding process. The best employee onboarding software should help out with automation and workflow optimization that enables you to eliminate tedious tasks, reduce administrative burdens, create a seamless experience for new hires, and free up valuable time to focus on other parts of work.

Integration and analytics

Another thing an onboarding software should be able to do is integrate with existing HR systems, such as HRIS, payroll, and performance management tools. These integrations make it easier to use, and combined with reports and analytics, the HR team can monitor relevant data related to the onboarding processes.

Customization and security

A good employee onboarding software should allow for customization to fit each organization’s specific needs, these can include branding and workflow automation to create a personalized and welcoming experience for new hires.

It’s also important that the software can protect sensitive employee data in compliance with data protection regulations, to minimize risk and ensure compliance.

What to consider when choosing your employee onboarding software?

Now that you understand the key elements of an employee onboarding software, it’s time to consider how to select the best employee onboarding software for your business. With a range of options to consider, it’s crucial to carefully consider different factors to find the best fit for your company’s unique needs.

  1. Assess your company’s needs and budget

To start, it’s important to assess your company’s needs such as onboarding requirements, company workflows, remote or hybrid working models, and the locations of your global workforce.

The budget allocated should also be considered when choosing the best employee onboarding software, alongside additional costs that may occur for setup and training. 

With a complete company’s needs assessment, the decision process will be much easier when assessing which employee onboarding software is suitable for your needs, while remaining well within the company budget.

  1. Determine the software functionalities that you require

Once the budget is all sorted, you should identify the features you want your onboarding software to have. It could be automated workflows, integration with other software like Slack, document management, and analytics. 

At this point, you’re considering the level of flexibility the hr onboarding software has to adapt to your internal onboarding needs. This is to ensure you don’t end up using software that doesn’t benefit your employee onboarding plan.

  1. Is the onboarding software easy to use and provides customization?

Another factor you want to consider when choosing onboarding software is how easy it is to use for both the employee and employer. The best employee onboarding software should have an easy-to-use and seamless interface. 

Picking a user-friendly and intuitive tool that offers customization options to align with your brand and processes is a plus in this regard. 

  1. Are there any reporting and analytics features?

Additionally, consider onboarding software with the ability to provide valuable insights such as time of completion, number or rates of completion, and new hire satisfaction in the onboarding process. 

HR onboarding software with reporting and analytics can help refine your employee onboarding strategy, identify gaps in the process, give room for improvement in employee management, and accurately measure your onboarding process.

  1. Does the software adhere to data privacy regulations?

Collecting and storing employee data — such as salary, benefits, and contact details —  is a huge part of employee onboarding. 

Before choosing an employee onboarding software, you should verify that the software complies with relevant data protection regulations to ensure the security and privacy of sensitive employee data. Employee data management is important and the software you are choosing should prioritize this as well.

4 Employee Onboarding Software For Your Team

best employee onboarding software

Selecting the best employee onboarding software for your business can be challenging due to the numerous available options. To streamline your search, we have compiled and emphasized the essential features of the top tools you can use.

Here are some of the best employee onboarding software to consider:


Omni is a fully automated HRIS designed as a go-to tool to manage employee lifecycle — recruitment, onboarding, and employee management. Using this onboarding software gives you access to customizable automation to tailor the onboarding process to your needs, centralized data storage for easy access, and personalized onboarding experiences that cater to each new hire’s unique requirements. 

With Omni, you can create a memorable and engaging onboarding experience that sets the tone for a positive and productive employee journey, whether your new hires are in-office or remote. Our platform also integrates effortlessly with your existing HR tools, making it easy for both employees and HR teams to use, with minimal training required. 

Pros, Cons, and Pricing

Omni is the employee onboarding software for you if you love easy features and a great user interface. It’s intuitive and one of the many things customer reviews are saying is that the customer support and feedback are constantly being improved upon.

At Omni, we believe in flexible and transparent pricing. You can choose a subscription plan
starting from USD $3/per employee/month of core platform and add-on applications based on your needs or book a demo to learn more about the features and subscription plan. 


Enboarder is an onboarding software that empowers managers and new hires to create tailored onboarding experiences. With intuitive tools like drag-and-drop interfaces, task management, and automation, users can craft personalized journeys that foster connection and employee engagement

Pros, Cons, and Pricing

One of the enjoyable features of Enboarder is that it creates an engaging way to handle the onboarding process even though the customization options and settings can be tricky for some users to navigate. Enboarder offers a custom pricing system.


Coassemble is an employee onboarding software that helps organizations convert their content and ideas into engaging, bite-sized microlearning experiences that are both enjoyable and effective for new hires 

With Coassemble, you can create a wide range of interactive learning materials like step-by-step guides, process tutorials, checklists, video tutorials, and even AI-generated quizzes based on your content. Plus, you can monitor progress and engagement in real-time, ensuring that your learners are on track and fully engaged.

Pros, Cons, and Pricing

Coassemble allows you to build engaging onboarding training that new employees can interact with. But because it’s course-based it may lack some traditional employee onboarding features organizations require or prefer. 

They offer a free starter plan, enabling unlimited course creation, with the option to upgrade to the business plan for additional features like advanced course distribution, access control, insights, and a built-in image library. There’s also an enterprise plan for further customization and support.


Innform is a learning and management system for delivering fun onboarding experiences in the form of modules and journeys. It’s ideal for teams who aim to centralize their online training initiatives. With their available features, you can get new hires informed with useful information on your company, culture, and benefits.

Pros, Cons, and Pricing

With Innfrom, you can gamify your onboarding process with points, levels, and leaderboards, which is a main feature of the software, and this empowers new employees to take charge of their onboarding. Although there’s no option to customize user profiles or bios with this software. 

Innform offers a free trial, with four paid plans. You’ll only pay for active users, with the option to be billed monthly or annually based on your chosen plan. 

Unlocking Potential Through Streamlined Onboarding

Omni’s fully automated platform is the go-to solution for modern, growing businesses seeking reliable employee onboarding software. By automating manual onboarding tasks, Omni saves you time and effort, allowing you to focus on more strategic aspects of your business.

With Omni, you can easily collect and manage all the necessary employee documents in one secure location, eliminating the hassle of sifting through paperwork. But it doesn’t stop there — Omni goes the extra mile by enabling you to fully personalize the onboarding experience. With our customer care supported implementation process, you can tap into increased engagement levels for your new hires, setting the stage for their long-term success within your organization while receiving world-class support from our attentive support team.

If you’re ready to automate your onboarding process with the exceptional features of this HR onboarding software, book a demo with our team today and learn more! 

Get started today!

Get a 14-day free trial and see how Omni can work for your business.