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Best employee onboarding software in 2023 

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Onboarding new employees can be a challenge, especially if your company has a fully remote or hybrid structure. You’ll want to ensure the new hire can efficiently complete the required paperwork (e.g., W4 and I-9 forms, direct deposit setups, benefits enrollment) and receive important info before their first day.

We’ve found the top 10 employee onboarding software solutions that can streamline your onboarding workflows. While many of them have similar features, they’re all suitable for remote/hybrid setups and allow your new hires to take care of important onboarding tasks, so their first day goes smoothly. 

Here are the top 10 employee onboarding software solutions: 

1. ApplicantStack Onboard 

ApplicantStack Onboard streamlines the onboarding process with a centralized portal so new employees can easily fill out the required paperwork. It automatically imports new hire data from the ApplicantStack Recruit platform or another recruiting software. ApplicantStack Onboard is intended for companies of all sizes, so if a company has multiple new hires starting, HR can easily track all onboarding tasks at once. 

Features 

  • Checklists 
  • Form templates library (e.g., W-4, I-9) 
  • The ability to upload resources (e.g., training videos, employee handbook, benefits info) 
  • eSignature forms 
  • Branded hire portal 
  • Automated reminders 
  • Collaboration tools (email, text) 
  • Reports on standard and custom metrics 
  • Equal Employment Opportunity Commission (EEOC) and Office of Federal Contract Compliance Programs (OFCCP) compliance 

Pricing 

ApplicantStack Onboard starts at $105 per month. 

Pros 

  • Easy to use 
  • Customizable to a business’s unique needs 

Cons 

  • Some learning curve involved for new software users 
  • Phone support is not offered 

2. BambooHR 

BambooHR is an all-in-one HR software for small and medium businesses. Its employee onboarding software allows new hires to complete their required paperwork, virtually meet their team and find out what to expect on their first day – all before day one. Because they complete their onboarding tasks beforehand, new hires are equipped to start learning about their job on their first day. 

Features 

  • Customizable New Hire Packet templates based on job roles, location, department and other factors 
  • Checklists that track each status of the onboarding process 
  • Task management (e.g., assigning managers/employees specific onboarding jobs) 
  • Getting to Know You introductions that let new hires talk about their past jobs, hobbies/interests and more 
  • Built-in electronic signatures that include alerts/reminders of outstanding forms to sign 

Pricing 

BambooHR has two pricing plans: Essentials and Advantage. Its employee onboarding software solution is available under the Advantage plan. Prospects will need to get a price quote from BambooHR. 

Pros 

  • Easy to manage onboarding and other features 
  • User friendly for candidates/new hires 
  • Support integration with third-party software 

Cons 

  • Limited reporting 
  • Not scalable for a growing company 

3. CEIPAL ATS 

CEIPAL ATS is an applicant tracking system (ATS) designed for staffing agencies and in-house recruiters in companies of all sizes. Its employee onboarding software allows HR pros to streamline their new hire processes with an eBoarding portal. They can create onboarding templates, assign tasks, track the status of each new hire’s paperwork and more. 

Features 

  • Custom form creation with drag-and-drop HTML elements for adding in placeholders 
  • PDF and documents can be converted to eForms 
  • Automated data population in each field 
  • Mapping data fields to documents 
  • New hire portal with messaging capabilities 
  • Document storage 
  • Custom checklists and workflows 
  • Alerts and notifications when new hires complete forms or have questions 

Pricing 

CEIPAL ATS starts at $24 per user, per month, with a five-user minimum. 

Pros 

  • Easy to send multiple emails in bulk 
  • Short implementation time 

Cons

  • Occasional technical glitches 
  • Difficult to navigate features at times 

4. ClearCompany 

ClearCompany’s employee onboarding software platform is intended to help companies of all sizes streamline their onboarding. HR pros can put together an onboarding packet that can be sent to new hires within minutes of them accepting a job offer. In addition to filling out forms, new hires can receive welcome messages from the company’s C-suite, their manager and coworkers, including fun facts about them. 

Features 

  • Customizable onboarding templates 
  • Automated workflows 
  • The ability to add text and upload videos for welcome messages 
  • Electronic signatures 
  • Background checks 
  • Integration with payroll software 

Pricing 

Prospects can contact ClearCompany for a price quote. 

Pros 

  • Easy to navigate between features 
  • Quick customer support 

Cons 

  • Dated interface 
  • Limited custom reporting options 

5. Freshteam 

Freshteam is an HR software targeted to all business sizes, and it includes applicant tracking, onboarding, time-off management, employee directory and more. HR pros can set up an onboarding checklist, send new hires a Welcome Kit and remind new hires about their paperwork with automated notifications. Freshteam lets new hires get all the necessary info about their job and the company before their first day. 

Features 

  • Customizable onboarding checklists with task management functionality 
  • A Welcome Kit for new hires that includes an introductory email, forms to sign, an employee handbook and more 
  • Customizable email templates and new hire forms 
  • Integration with electronic signature solutions (e.g., DocuSign, SignEasy) 
  • Document storage 
  • Automated reminders 
  • Offboarding 

Pricing 

Freshteam has a free plan, plus three monthly subscription plans. Its onboarding features are only available in the Pro and Enterprise plans. The Pro plan starts at $119 per month plus $2.40 per employee, per month, while the Enterprise plan costs $203 per month plus $4.80 per employee, per month. 

Pros 

  • Ease of use in onboarding process 
  • Centralized info 

Cons 

  • Limited integration with third-party software 
  • Some delay in response from customer support 

6. GoCo 

GoCo is an HR platform that helps small and medium-sized businesses streamline their HR tasks. Its onboarding features allow new hires to sign offer letters and complete important paperwork before their first day. GoCo has a proprietary MagicDocs feature that lets users digitally sign, complete and track all forms as it prepopulates any relevant data stored in the software directly onto the form. 

Features 

  • Customizable checklists and workflows 
  • Status tracking 
  • Document management 
  • Self-service benefits enrollment 
  • Payroll set-up 
  • I-9 and W-F compliance management (e.g., verifying employment eligibility, tracking payroll deductions) 
  • Integration with ATS software (e.g., JazzHR, Greenhouse) 

Pricing 

GoCo’s pricing starts at $5 per employee, per month. 

Pros 

  • Multi-language support 
  • Easy-to-use interface 

Cons 

  • Slight delay (after one business day) in response from customer support 
  • Some HR features aren’t built in (e.g., recruiting, learning management)  

7. Greenhouse 

Greenhouse is a talent acquisition suite designed to help companies make better hiring decisions. HR pros can set and manage onboarding tasks based on job roles, department, location or other factors. They can also assign the new hire’s manager and peers their roles in the onboarding process and send reminders to the team with automated alerts. 

Features 

  • Onboarding plans and workflows 
  • Customizable email templates 
  • Electronic signatures 
  • Customized information collection on documents 
  • New hire feedback 
  • Prebuilt integration with HR software, such as BambooHR, Namely and ADP 

Pricing 

Prospects can contact Greenhouse for a price quote. 

Pros 

  • User-friendly interface 
  • Timely notifications 

Cons 

  • Limited custom reporting options 
  • Some features (e.g., offer letter management) is not automated 

8. Namely 

Namely is an HR software targeted to companies of all sizes. Its onboarding features let HR pros give their new hires a personalized welcome experience before their first day. In addition to completing the required paperwork, new hires can see the organizational chart, read over company policies, learn about their jobs and enroll in benefits. 

Features 

  • Configurable new hire data collection templates 
  • Onboarding templates 
  • Personalized welcome messages 
  • Task assignments and management 
  • The ability to create a 90-day action plan 
  • Document storage (e.g., signed forms are stored in new hire’s profile) 
  • Electronic signatures 
  • Compliance management (e.g., integration with E-Verify) 
  • Security roles and permissions 

Pricing 

Prospects can contact Namely for a price quote. 

Pros 

  • Easy-to-use interface 
  • Responsive customer support 

Cons 

  • Limited self-service customization 

9. Paycor  

Paycor is a human capital management (HCM) software aimed at small and midsized businesses. Its employee onboarding software module allows new hires to fill out the required paperwork and receive company information before their first day. HR pros can take advantage of its bulk hire features for onboarding multiple new hires at once. 

Features 

  • Mobile-optimized interface 
  • Personalized welcome messages with text and video 
  • Electronic signature 
  • Integration with tax credit tools 
  • I-9 verification 
  • Dashboard that tracks all new hire statuses 

Pricing 

Prospects can contact Paycor for a price quote. 

Pros 

  • User-friendly interface 
  • Customizable features 

Cons 

  • Complex implementation process 
  • Some delay in response from customer support 

10. Paylocity 

Paylocity is an HR software aimed at companies of all sizes. Its onboarding portal has a step-by-step wizard that guides new hires to complete forms, set up their direct deposit and other tasks. They can also get started on new hire training as Paylocity’s onboarding connects with its learning management system (LMS) module. 

Features 

  • Automated workflows 
  • The ability to send welcome messages via text or video 
  • 30-day/60-day/90-day pulse surveys 
  • Community – Paylocity’s social networking hub where new hires can get to know their manager and peers 

Pricing 

Prospects will need to contact Paylocity for a quote. 

Pros 

  • Easy-to-use interface 
  • Robust HR features 

Cons 

  • Not always notified when product updates are made 
  • Implementation longer than expected 

Conclusion 

While all of these solutions have robust employee onboarding features, they’re mainly ATS or HR software systems with onboarding functionality. Most of these solutions have similar onboarding features, such as automated workflows, welcome messaging to new hires and electronic signatures. If you’re looking to compare different employee onboarding software solutions, sites like BetterBuys.com can help. 

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