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Taking onboard, the new employees, a few years back, was a long-drawn-out and monotonous exercise for the HR teams.  The new recruits too, found it unexciting as in those days, all those numerous compliance and legal documents and benefit and tax forms which had to be manually filled in.

Onboarding Software

Today, onboarding solutions can accelerate this process, allowing the fresh hires to complete these formalities in much quicker time. Current generation of onboarding tools offer powerful features to automate the entire list of activities associated with onboarding the new employees, making the administrative work simpler for the hiring manager. Communication between the new recruit and the employer can start much before the date the resource reports to office.

Onboarding solution, more often than not is one of the modules of HR Suites to manage the entire range of HR functions.  Some of the other modules that make up a HR Suite are applicant tracking, succession planning, payroll, learning management, and performance management modules. And, if it is a standalone onboarding software, then integration should be available with all major HR management systems in the market.

Digital form filling has significantly pruned the process time. As said by Jonathan Ferrar, vice president of Smarter Workforce at IBM, a client who used IBM Kenexa Onboard on the Cloud program could do it in 15 minutes flat as opposed to 60 minutes. “. Employee engagement gets better for the new recruits, then, can start on their job related training much sooner.

Why should you streamline your onboarding process

  • Start engaging your new hires right on the day they send in their job acceptance mail.
  • Get rid of inaccuracy and inconsistency.
  • Reduce the enormity of onboarding tasks for both the new resource and HR.
  • Eliminate duplication.
  • Create a good impression on the fresh hire and it is likely to stay with him right through his/her time with you.
  • Track the status of forms and information requirements of HR.
  • Track the training and other programs of new hire.
  • Improve process visibility to the new hire, HR and others.
  • Guide the new resource to get productive in quicker time.
  • Coordinate new worker needs across multiple departments.
  • Ensure compliance with business rules and mandatory government regulations.
Beyond the paperwork

In some onboarding solutions, there are features to create personalized portals for a new hire. Besides the forms to be filled in, they may include information on the shortest route they can take from home to workplace, directions to cafeteria in workplace and what they can order for lunch in there. You would definitely be pleasantly surprised if you found a message posted by the company’s top executive welcoming you onboard.


The onboarding procedure is to be so designed that conversion of a candidate into a productive employee is fast and yet, smooth. These tools, put to correct use, can help the organization track the candidate’s progress in that training period and understand his/her further training needs.

Connect the new with the old

Would it not be excellent if the onboarding solution had the option to connect the new recruit with his/her colleagues and let them collaborate on business social networks? IBM’s Ferrar says, “When you are new to an organization, you don’t know anyone. By building social collaboration into the onboarding process, the new employee has the opportunity to meet more people than just the ones sitting in the same location as them. This leads to higher engagement.”

Purpose of an onboarding software

One should not implement this software to reduce just the administrative burden. Instead one must take a strategic view of things – how do we use it from an engagement or a retention point of view? Will you use this over the course of your employees’ full lifecycle with you or just once when they step into your office the first time?

A new user should find it easy to interact and engage.  A disappointing session on a day as important as the first one at work may well, decide the employee’s length of service with you. Given that an onboarding software can be employed across various industries, the buyer must judge accurately whether the software can be configured to the unique needs of his/her business.


Top HR Onboarding Systems
Top HR Onboarding Systems

Comparison of Top 5 Onboarding Products

1.    IBM Kenexa from IBM

IBM offers an array of technologies which play in the HR market. Most products of the company are cross-functional platforms for social business and powerful HR solutions. Building and maintaining a smarter workforce can significantly affect your end results. IBM talent management products help put together and retain a talented team by spotting and retaining employees with skills while getting the best efforts from their current workforce.

2.    Initiafy

Initiafy offers an online induction system to ensure pre-induction of workers, permanent, temporary or contract in a consistent manner before they arrive for work. One of the founders, Currid says, “Instead of arriving at the job not knowing what to expect and with little, if any, knowledge of their employer’s culture, we believed we could create a process that meant they arrived feeling confident, safe and ready to begin work. What we’ve developed does that, with the added bonus of giving the employer verifiable information on the certified skills and qualifications of each new staff member.”This startup was founded in April 2012 at Ireland.

3.    Total Talent Management fromPeopleFluent

PeopleFluent is a leading human capital management software vendor providing the same as service on cloud. PeopleFluent’s end-to-end talent management suite provides a comprehensive platform for recruiting and vendor management, performance, compensation, learning, succession, as well as workforce planning and diversity. Combine all this with embedded social collaboration, video and analytics and you get PeopleFluent Mirror Suite for Talent Management. The company was founded in 2010 and works from its headquarters in USA.

4.    Saba Cloud from SABA

Saba is an important global player offering cloud solutions for talent management. Saba solutions are based on the Saba Cloud platform, a scalable, sound, and secure architecture.Saba has been in the talent management industry for more than 16 years. Saba Cloud platform was recently upgraded with the latest technology and its talent management solution too underwent a major rebuild. Their headquarters are in USA and they have offices in more than 8 countries.

5.    Kin WorkplaceSolutions

Kin HR was originally designed in 2012 to help get smart employees into the company with streamlined onboarding. Kin HR offers several features such as a robust employee directory, performance goals for your organization, and much more. It is a great tool for keeping track of your employees, keeping your company in alignment, and doing employee onboarding.

So, which is the right one for my business?

What we have tried to do here is to identify the multiple factors that businesses, successful with their implementations have considered for evaluation of onboarding tools. We have also tried to rank them based on the functionalities, ease of use and platforms that they can work on. Evaluation based on the above discussed points may alone not help you conclude on a right product. While these factors should definitely be part of your evaluation, you should also see if the tool can adapt to your current methods of running the operations in total. You should also take a look at applications that address the specific needs of industries or businesses, atypical.





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