Onboarding Automation – How to use it Effectively

Onboarding Automation – How to use it Effectively

blog banner for onboarding automation

Onboarding automation has become an essential part of the recruitment process. This guide gives you the top areas you should focus on for successful onboarding.


Strategic employee onboarding continues to be a major focus for many businesses, and yet, research has found only 12% of employees agree their company does a great job at it. This leaves a staggering 88% that don’t think there is room for improvement in their company.


As a positive candidate experience becomes more and more vital for successful recruitment, its importance is clear even after you’ve made a hire during the onboarding process.

Table of Contents

The benefits of effective onboarding

Businesses that invest in improving their onboarding experience see numerous benefits. An effective onboarding programme can increase employee engagement levels, foster quicker productivity for new hires, and decrease employee turnover.


In fact, research by Brandon Hall Group found companies with a strong onboarding process improve new hire retention by 82% and productivity by over 70%. It’s no secret that an engaged workforce is a key driver of business success, so it’s important to engage and retain employees from day 1. An effective onboarding process is the first step to achieving this.


Why automate your onboarding?

Over the years, automation has become one of those business buzzwords you hear tossed around at almost every meeting. And yes, it can be just a buzzword if you don’t implement it into your organisation, but it can also be a solution that transforms every department and every process in your company.

Automation encompasses a myriad of software and hardware solutions that aim to cut extraneous business costs, elevate efficiency and productivity, improve compliance and security, and bring numerous other benefits to the table. This includes improving the employee onboarding experience. 


When you implement onboarding automation, you can turn newcomers into productive team members in no time. But that’s just one of the ways that automation can improve the onboarding experience.


How to automate your onboarding

Let’s take a look at how you can automate onboarding to achieve better business results in the years to come. 


Ensuring data security and confidentiality

Let’s start with one of the benefits of onboarding automation that managers tend to forget about – the security and confidentiality of new employee data.


Data confidentiality is another broad term that encompasses the security of personal devices, new accounts, and all the software that your new employees use to get the job done. Remember that newcomers are inexperienced with your processes and how you use all of these devices and software, so they might inadvertently create potential security holes while they’re getting the hang of things.


You can’t be expected to check for these security risks manually, especially when you don’t even know if they exist. So, a big part of onboarding automation is to automate password creation, implement early warning systems, and automatically balance access rights. The last one is super important for controlling which employees have access to which data stores and features in your system. You can use automated access rights to delegate access easily according to their level of clearance.


Personalised and comprehensive welcome packets

Welcoming a new employee into your organisation is nowadays much more complex than a firm handshake and a smile. Whether your employees are working in a physical office space or if you’re currently hiring remote workers only, the way you welcome them can make all the difference.


You should use this opportunity to create a personalised welcome package that will boost onboarding and help make the newcomer into a productive team member as quickly as possible. This package can be completely digitised, thus automating this part of the onboarding experience, and you can drop it into their inbox.



It can contain a heartfelt message from you or the team lead, but more importantly, it should contain all the information, guides, and materials the employee needs to learn the ropes quickly. Take the time to craft these packages for every employee and their position in your company and you will invariably improve their productivity from day one.


Automated background checks 

Many employers may choose to conduct background checks on new hires post-offer as part of the onboarding process. With automation, you can get these checks sent out to the new hire before they start, so their first day can be spent with introductions and training, rather than going through paperwork.


Some centralised recruitment systems allow you to send automated requests for background check authorisation, driver’s license copies, and anything else you may need ahead of time.


Webforms, email and eSignature tools can then be used to make the process easier for the candidate, and the completion of these tasks is automatically tracked on the system. This makes the screening process much more efficient for HR and hiring managers, and creates a seamless candidate experience.


Monitoring time, work, and attendance for new hires

One of the biggest productivity killers for new hires and the reason why it takes so long for them to get a handle on things is that managers fail to monitor them and their work.

Remember, one of the secrets to successful onboarding is making sure that you have real-time visibility of all your teams. This allows you to make better decisions quickly, support newcomers in their work, and delegate more efficiently.


Of course, this is not something you should try to do manually, because it’s time-consuming and financially impossible. Instead, you should automate the process with the right time and attendance solutions that give you comprehensive team visibility along with real-time insights into their status, location, and work.


This allows you to automate various different parts of the onboarding process and better manage your new employees no matter where they are in the world.


Improving productivity and efficiency

As you might have guessed, one of the biggest benefits of onboarding automation is improved productivity and efficiency in general.


If there is anything that newcomers rightfully struggle with, it’s maintaining high levels of productivity, especially if they are new to the tools and processes you use. If you want them to be engaged and motivated, automation should be one of your priorities. 


That said, the more intuitive tools you use and the smarter the software, the easier it is for newcomers to get the job done without making any mistakes along the way. So, using a project management tool with a variety of intuitive and automated features, for example, allows new team members to handle tasks more easily and consistently, track progress, and stay in touch with their colleagues. 


Providing continuous guidance, training, and support

Last but not least, there is no way to avoid an occasional blunder or getting your inbox flooded with questions from newcomers on a daily basis. Don’t blame them, they’re new to your organisation, so it’s natural that they have a lot of questions.


Continuous support and guidance on your part are instrumental in making them independent and successful in their work, but it is time-consuming. That’s why you should automate these processes as much as you can.


By crafting detailed FAQs, video tutorials, and even integrating a chatbot into your internal support tool, your employees and new hires will have an easier time resolving every issue they come across without bugging you. It saves you time, but it also makes the whole workflow more efficient.


Wrapping up

Automation is a big deal nowadays, and when it comes to onboarding, it can be a lifesaver. Be sure to automate onboarding and employee management as much as you can to create a more efficient and productive employee collective.


Looking for more ways to automate your recruitment process, and save yourself time and money? Why not download our guide on this topic! 

Don't forget to share this post!

You may also like