WHITEPAPER
How to create an effective online onboarding plan
January 29, 2025
Table of contents
Did you know that only 43% of modern employees feel that they’ve had a sufficiently complete onboarding experience? Many companies concentrate their efforts into just a single day of orientation, without considering that a bad onboarding experience can have a significant impact on staff retention and morale.
Today, onboarding is no longer simply a list of administrative tasks that need to be worked through. It has become a more focused, strategic experience that defines how new talent will connect with the culture, values and objectives of an organization. In 2025, offering a good onboarding process is not merely an option, but a priority. And with teams that are increasingly remote, multicultural and multigenerational in composition, companies are betting on advanced digital solutions that not only automate onboarding processes, but actually help them to create memorable experiences for each employee.
So, do you want to ensure that you choose the best possible onboarding software for your organization? In this comparison we’ll explain what makes these tools so special, explore the features that make the difference between good and great software, and discover which platforms are the best in the field. Without further ado, let’s get started!
Finding the ideal candidate for a job is not the end of the hiring process. Once we’ve secured them, the next step is to ensure that their incorporation is a smooth, pleasant and above all effective experience. If you want to achieve this, then onboarding is the perfect process – a mechanism designed to welcome new employees into an organization in a way that helps them to understand the company culture, comprehend their specific role within the team, and get to know the tools they’ll use on a daily basis.
With this in mind, onboarding software is any digital tool designed to automate and optimize the onboarding process. Through these tools, companies can not only centralize all the information, knowledge and features that new employees will need, but also automatically assign the first set of tasks that will guide them in their new role. What’s more, they can also offer reminders, facilitate document management and generally improve the employee experience in those first few vital days.
Employees who have a good experience during their first 90 days in a new company are up to 10 times more likely to stay. Naturally, any new employee knows that they’ll have to perform a certain number of tasks and responsibilities when getting started in their position. However, as company leaders it’s our responsibility to provide them with the tools, information and support they need to make this process as simple and effective as possible.
So, why is onboarding software key to this process?
An effective onboarding platform should offer a set of specific features that help streamline various processes, creating a seamless experience for both a company and its new employees. If you’re not sure what features to look for in your perfect onboarding software, below you’ll find some of the must-haves:
Forget about endless mountains of paperwork. With this feature, employees can fill in forms and sign important documents digitally, saving time and reducing errors. Plus, it makes the task of compliance easier by collecting and centralizing all paperwork in one place.
From assigning tasks to sending automatic reminders, this helpful feature lightens the administrative burden, ensuring that every step of the process is effortlessly covered. This will allow your HR team to focus more on what really matters: people.
Each employee is unique, and their onboarding process should reflect that. If your platform is equipped with this feature, you’ll be free to design onboarding plans tailored to specific roles, teams or locations, thereby ensuring a more effective and meaningful experience.
Tracking the progress of each new talent doesn’t have to be a difficult task. This feature allows you to monitor which onboarding steps have already been completed in real time, so you can identify potential delays or areas that need special attention.
Good onboarding software should seamlessly connect with your existing systems, whether it’s a talent management platform (ATS), your human resources (HR) infrastructure, or a learning management system (LMS). This will help you to create a centralized ecosystem, improving both efficiency and consistency.
Metrics are everything. If your platform has an analytics feature, it can provide you with clear, crucial data on the performance of your onboarding program, from completion rates to total onboarding times. Equipped with these insights, you can then make informed decisions to optimize processes.
Onboarding should be both dynamic and engaging. Features such as gamification, interactive videos and personalized journeys help to ensure that new talents enjoy the onboarding process, promoting better engagement from day one.
isEazy Engage is an app that allows you to create and manage the entire onboarding process from start to finish, quickly and easily. Among its many impressive features is the ability to centralize all the relevant tools into a single platform, giving you everything you need to create a smooth and effective onboarding process.
The app also allows you to efficiently manage employee learning more broadly, from managing content to tracking student progress. Thanks to its intuitive design, administrators can assign tasks, monitor their completion rate, and evaluate their impact all without needless complication. In addition, the app also comes with communication tools designed to keep teams connected and promote better collaboration and group cohesion.
Additional features of isEazy Engage include: its ability to easily create learning pathways packed with micro-impacts, multimedia and interactive content; easy access to resources such as manuals, documentation and training modules; and even the inclusion of gamification elements to increase employee participation and commitment. What’s more, an AI-powered virtual assistant can guide your employees through their day-to-day tasks, helping them to pinpoint key information in seconds, not to mention access recommendations, recent and related searches, or even best-rated content.
The platform also offers advanced analytics capabilities, with real-time reporting to help assess the progress of new employees and measure the effectiveness of the onboarding program. Plus, it integrates seamlessly with key systems like LMSs, CRMs, and ATSs, making it easy to synchronize data and automate processes.
Features
Advantages
Pricing
Flexible pricing model based on specific company needs. Range of plans according to the size of the organization and number of users.
Features
Advantages
Pricing
Flexible pricing model based on specific company needs. Range of plans according to the size of the organization and number of users.
BambooHR is a human resources software solution that comes with specific functionalities for onboarding management. Designed primarily for small and medium-sized companies, this tool focuses on simplifying and automating key processes within HR departments.
The platform’s onboarding area allows you to manage documents and collect electronic signatures, streamlining administrative procedures from the very first day. It also offers automated workflows for repetitive tasks, such as assigning materials or setting up equipment.
Features
Advantages
Pricing
Core and Pro plans tailored to the size of the organization and number of users.
Features
Advantages
Pricing
Core and Pro plans tailored to the size of the organization and number of users.
Greenhouse is a recruitment and talent management platform known for its comprehensive approach to the candidate and employee experience. Its range of solutions offers specific onboarding features, designed to ease the transition of new employees from the first stages of hiring through to their eventual integration into the organization.
The tool also allows you to assign tasks, manage documents and collect electronic signatures with ease. A particularly strong point of Greenhouse is its ability to integrate with other HR solutions – such as ATS and payroll management tools – offering a seamless, fully-connected experience.
Features
Advantages
Pricing
Essential, Advanced and Expert plans tailored to the size of the organization and number of users.
Features
Advantages
Pricing
Essential, Advanced and Expert plans tailored to the size of the organization and number of users.
Centrical is a platform designed to improve the employee experience through continuous learning, gamification and achievement recognition. Although its main focus is on improving performance and motivating teams, it also has a number of features designed to enhance the onboarding process.
The tool combines direct learning with gamification elements to ensure that new employees clearly understand their responsibilities and feel motivated from their first day. It also allows training leaders to create custom onboarding missions, add interactive elements and track employee progress in detail.
Features
Advantages
Pricing
Pricing details available upon completion of a form.
Features
Advantages
Pricing
Pricing details available upon completion of a form.
Paycom is a human resource management platform that combines a talent acquisition solution with features to simplify administrative tasks within the onboarding process. It streamlines document management and aims to facilitate a smooth transition for new employees – from the early hiring phase through to full integration within the organization.
Paycom allows you to manage and sign documents electronically, assign specific tasks to each employee and also track their progress. In addition, it integrates natively with other key HR modules, such as payroll, benefits, and talent management.
Features
Advantages
Pricing
Pricing details available upon completion of a form.
Features
Advantages
Pricing
Pricing details available upon completion of a form.
Trainual is a platform designed to simplify the creation and management of training manuals and other key processes within an organization. Its main focus is on structuring, documenting and sharing important company information, making it a valuable tool for onboarding new employees.
This software allows companies to create custom guides covering everything from the organization’s core values and culture to specific technical procedures. These guides can be further enriched with multimedia content, such as videos, images and quizzes, to ensure a fully interactive and effective learning experience.
Features
Advantages
Pricing
Features
Advantages
Pricing
Click Boarding is a platform that specializes in onboarding management. Its focus is on helping companies to manage administrative tasks efficiently and in full compliance with regulations.
The tool is notable for its digital document management, which includes electronic signatures and the automatic collection of essential forms, eliminating the need for manual processes. In addition, it offers customizable workflows that allow companies to design unique onboarding experiences tailored to specific roles and departments.
Features
Advantages
Pricing
Demo required for pricing details
Features
Advantages
Pricing
Demo required for pricing details
HR Cloud is a human resources platform offering a range of solutions for the management of the employee lifecycle. It features a specialized onboarding module designed to ensure that companies can welcome new talent through a fully digital process.
The software includes tools for creating automated workflows, document management with electronic signatures, and personalized onboarding experiences for different roles or departments. In addition, it offers improved internal communication and integrates with other HR tools.
Features
Advantages
Pricing
Features
Advantages
Pricing
Rippling is a platform designed to simplify human resource management, and also includes an onboarding module that automates and streamlines the onboarding process for new employees. It allows companies to create personalized experiences for each onboardee, guiding them through a structured process that involves signing documents electronically, setting up individual benefits, and navigating assigned tasks.
Rippling is also easy to integrate with other company tools, such as learning management platforms (LMS) and applicant tracking systems (ATS), helping to create a seamless workflow.
Features
Advantages
Pricing
Demo required for pricing details.
Features
Advantages
Pricing
Demo required for pricing details.
WorkBright is an HR management platform for companies that have geographically scattered teams or are operating fully digitally. The tool is designed to streamline administrative processes and the delivery of onboarding documentation, minimizing the number of manual steps and eliminating the need for physical papers
Other features include electronic document signing, tax form delivery and benefits setup. In addition, the platform easily integrates with other HR systems and comes with a tracking and reminder system that ensures all documents are completed on time. This helps to avoid any potential delays and errors in the onboarding process.
Features
Advantages
Pricing
Features
Advantages
Pricing
When evaluating the different platforms available for onboarding new employees, there are several key elements you should take into account. These include the objectives you want to achieve, the systems and tools you already have access to, and other important data. To help make this task easier, ask yourself the following questions:
In order to find the best software for your objectives, you first need to be clear about what you hope to achieve with the tool. To pinpoint this information, consider factors such as the size of your company, the volume of new hires, and the specifics of your onboarding processes. For example, features such as integration with employee payroll may be less important than the ability to create personalized learning pathways or interactive onboarding programs. Having a clear idea of what you need will help you to filter the available options and focus on solutions that really adapt to your needs.
With so many different features and advantages on offer in these platforms, one of the most important to keep in mind is ease of use. A tool may have it all in terms of features, but if it’s not intuitive and easy to use then it will lose some value. Choose a platform with a clear, simple and easy-to-navigate interface that structures information into modules. This will allow both employees and administrators to quickly implement and adapt to it.
As a company, you probably already use other tools such as a learning management system, a CRM or an applicant tracking system. To maximize efficiency, the onboarding software you choose should be able to easily integrate with these, or at least provide you with features that allow you to replace them. For example, if your chosen software comes with an authoring tool, communication features and data analytics, it will already be a very complete option that will help you to eliminate extra costs.
Every company has its own unique DNA, and the onboarding software you choose should reflect this. Opt for a tool that allows you to customize processes, plans and content according to the image, values and objectives of your organization. However, be careful – sometimes very intricate customization options could affect the fluidity of a platform. A good idea is to choose an app that offers a wide variety of pre-built templates but allows you to customize specific details, logos or colors within them. Personalized support with the customization will provide even better results.
Pricing is an important factor, but it shouldn’t be the only one you consider. Make sure that the features and support provided by the platform line up with the cost. Take into account scalable options that can grow with your company or adapt to new needs that arise.
If you keep these criteria in mind, choosing the best onboarding software for your needs should become a much clearer and more strategic process. Do you want to know more about how to make your onboarding processes stand out from the crowd? Download our free whitepaper: How to Create an Effective Online Onboarding Plan.
Can you imagine having easy access to all the tools you need for a successful online onboarding, strategically built into one single platform? With isEazy Engage, this vision becomes a reality. This powerful app, designed to optimize each stage of the onboarding process, is much more than just a piece of software – it’s a powerful ally that works hard to ensure a smooth, effective and attractive integration for your new employees.
With isEazy Engage, you can manage, track and evaluate the progress of your employees from a single digital location, carefully overseeing each step of the process. In addition, it also serves as a clear, agile communication channel, encouraging closer connection, breaking down the barriers of a physically scattered team, and promoting more logical and effective collaboration.
Assigning and tracking tasks has never been easier. Thanks to the platform’s intuitive interface, you can stay on top of each activity, ensuring that every task is performed well and completed on time. But there’s more! isEazy Engage is not just limited to everyday management – it also transforms the onboarding process, allowing you to create learning pathways packed with interactive gamified elements. This playful touch not only makes the onboarding experience more engaging, but also significantly increases employee engagement and participation throughout.
And that’s not all. The platform offers immediate access to all the materials your new talents will need to get off to a good start: manuals, videos, tutorials, product catalogues and more. All of this comes in an app with an attractive modular design that allows you to create different learning units, each with a specific purpose that makes it faster and easier for your collaborators to find what they’re looking for.
With isEazy Engage, you’ll not only optimize your onboarding management, but also provide your employees with a truly unforgettable experience. Discover how this solution can revolutionize your onboarding process by requesting a demo to see for yourself. Everything you need is right here in a single app!
Onboarding software is any digital tool designed to facilitate the onboarding of new employees into a company. Put simply, it centralizes and automates many of the key steps in the process, from signing documents to early training and full integration within the team. Instead of having to manage everything manually with various emails, meetings and scattered files, you can use the software to organize everything in one place. This simplicity helps to make the experience for new employees much more agile and effective.
Integrating someone new into the team means more than simply giving them access to their company email and providing a list of instructions. Onboarding software helps to give the process structure and efficiency, ensuring that each new employee has everything they need from the first day. Amongst its many advantages, it allows you to reduce adaptation time, avoid errors in document management, improve talent retention and, above all, offer a much more attractive and motivational onboarding experience. In addition, HR managers can also use the software to create a more effective and satisfying experience, saving time on repetitive tasks and focusing more on what really matters: helping employees to integrate successfully.
Not all companies have the same needs, so selecting the best option will depend on factors such as the number of new hires per year, the type of hires (remote or in-person) you’re making and the degree of customization needed. Ideally, you should look for software that is easy to use, automates key processes and allows for proper integration with other HR tools. For example, solutions like isEazy Engage allow you to customize the onboarding process, ensuring that each employee receives the correct information and resources at exactly the right time.
Prices can vary greatly depending on the features you need and the size of your company. Some platforms offer basic plans with essential features, while others have more advanced options such as automation, customization and detailed analytics. One advantage here is that there are many scalable solutions available, allowing you to match the investment you make to the growth of your company without having to pay for tools you don’t need.
Yes, and in fact this is a crucial feature. Good onboarding software must be able to connect with the other tools a company already uses, such as HR management systems, LMSs used for training, or even digital signature platforms. This integration will help you avoid the need to duplicate tasks and allow information to flow between systems automatically, saving time and reducing errors.
In-person onboarding typically includes face-to-face meetings, in-office training and more direct interaction between colleagues. Remote onboarding, on the other hand, relies on digital tools to offer a similar experience, removing the need to be physically present on the company premises. If you want to know more about how to carry out effective online onboarding, take a look at our complete guide –The 4 C’s of Effective Online Onboarding.
Onboarding software frequently handles sensitive information, so security is key. These platforms usually come with data encryption, role-restricted access, and automatic backups. They also typically comply with regulation such as GDPR. Be sure to choose software that guarantees information privacy, and allows you to set permissions so that only authorized users can access restricted data.
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