8 Best Onboarding Software Solutions for Engaging New Hires

New faces. The promise of fresh talent. Onboarding new employees is where it all begins. But let's face it, the traditional onboarding process can be as exciting as watching paint dry. As many as 31% of employees quit their roles within the first 6 months. All because the employee onboarding process didn't do its job.

You want onboarding that's seamless, intuitive, and dare we say it, fun. You want your new hires to hit the ground running, not stumbling through paperwork and policy manuals. Enter the game-changer: onboarding software.

We're thoroughly analyzing eight of the best employee onboarding software options out there so that by the end of this article, you'll decide on two or three options to test. 

Also, keep an eye on what some HR professionals have to say about the core must-haves for your own onboarding solution.

🥇 Best HR onboarding software solutions on the market

Go over the following eight options for the best HR onboarding software, core functionalities, and potential drawbacks to help you pick the perfect solution for your team's needs.

Disclaimer: We've invested considerable effort in delving into the specifics to give you an impartial perspective. However, it's only fair to admit that we're also quite thrilled with the progress our product has made. So, even though we aim for objectivity, our genuine enthusiasm for our solutions might shine through a tad.

Zavvy

👀 Core functionalities 

• Automate engaging onboarding workflows with multiple steps, participants, and types of content. 
• Enable onboarding and preboarding buddies.
• Set up automatic assignments and course enrollment (including reminders via Slack, MS Teams, email, and even social events).
• Access a vast gallery of employee onboarding journey templates created by learning designers. 
• Get access to an external training library with access to over 10,000 courses for both new and existing hires.
• Use the power of AI to translate your learning content, create personalized learning paths, or create learning quizzes.
• Easily integrate Zavvy with HR management, applicant tracking, collaboration, and content tools.
• Once onboarding is over, define complete career paths and continuous development plans.
• Get consultation sessions with the people experience team to find the right people development system for your needs. 

🏆 Remote-first company Awesomic now achieves an average of 95.5% onboarding completion rates due to Zavvy's onboarding programs. 

💸 Costs 

Plans start at 4€ for each employee/month. You can tweak the cost as you go, as you'll strictly pay for your desired modules. You can also get a trial of Zavvy. First, you must book a call to get a custom trial account.

👤 User experience 

"As a growing company, we were looking for one tool for all that would be our companion for the next years. now with Zavvy, our employees have to register to one platform to be able to manage their onboarding, surveys, feedback, career progress, growth plans and 1:1s. Having all in one really increases the participation in all sections." G2 review

"My company uses Zavvy for new hire onboarding, and the experience it creates is really excellent. You have all training materials, information, and to-dos in one place, mapped out on an accessible timeline. I also like the feedback module that makes it quite easy to find out how to become better in my role and take the next career step. And based on the feedback, I could create a detailed development plan with courses in less than 10 minutes thanks to the new AI feature." G2 review

🤔 Drawbacks 

• Zavvy might not be suitable for small teams with fewer than 75 employees, as the minimum monthly package starts at $300/month.

🔝 Best for 

• People ops leaders looking for a comprehensive people enablement tool that can link back feedback and development, plus advanced preboarding and onboarding features.

Talmundo

👀 Core functionalities 

• Customize onboarding content pages.
• Set up a buddy system or link managers and other critical contacts with new hires.
• Deliver custom onboarding experiences based on job title, department, global location, and more.
• Use a chatbot to speed up actions like setting up accounts or answering common questions.
• Create and manage tasks for new team members.
• Access pre-populated reboarding templates.

💸 Costs 

Unfortunately, the pricing for this onboarding software isn't transparent, so you won't be able to find a rough cost estimate unless you make an official demo request.

👤 User experience 

"Making modifications to each onboarding module (content, surveys, forms, email templates, reporting) was easy and you could always assess the impact. Troubleshooting via the email/interface logging or audit feature was very efficient, and I always had a great collaboration with all Talmundo employees." G2 review

"Talmundo has a great onboarding tool which helps to welcome, guide, and learn new hires about our company faster, smoother, and with great experience!" G2 review

🤔 Drawbacks 

• Complicated user interface
• Not a unified HR software suite
• Inconsistent integration support

🔝 Best for 

• Companies that need to handle reboarding often and bring staff back on board after an absence

Trello

👀 Core functionalities 

• Set and identify onboarding priorities.
• Use multiple views to stay on top of multiple onboarding experiences.
• Automate repetitive tasks.

💸 Costs 

The tool is free, but the free plan has some limitations. Mainly, you'll find it difficult to upload extensive training and onboarding materials since the storage space on the free subscription is limited to 10MB/file. Additionally, unless you pay for the tool, you won't be able to leverage features like advanced checklists or custom fields.

👤 User experience 

"Even when Trello is free, it offers a lot of features that you can find in other expensive tools. We use it in the company for several projects that don't require visibility for the regulators (from organizing the next company event to buy groceries, hire catering, reserve a date for the reunion) to the onboarding of new hires." G2 review

"Super simple and easy to get started - onboarding new team members was a breeze in terms of getting them to feel confident using the tool. It's very appealing visually, and the kanbans are recognizable for most HR teams." G2 review

🤔 Drawbacks 

• Trello isn't natively built for HR purposes, and it's not an onboarding software per se.
• Onboarding features are limited to Kanban boards, lists, etc.

🔝 Best for 

• Existing Trello users who aren't ready to invest in a new solution just for onboarding or have few employees to begin with

Learningbank

👀 Core functionalities 

• Create interactive digital learning materials.
• Automate and connect in-person and digital learning.
• Track learners' performance and compliance.

💸 Costs 

Pricing isn't publicly displayed on their website, so you'll have to formally request a tailored pricing quote.

👤 User experience 

"We wanted to speed up our onboarding process and give new employees a more fun welcome. Learningbank has helped us create a complete onboarding and learning enviroment that supports training through the entire employee journey. They have been really helpful in both onboarding, training and helping me set everything up and making sure we got our HR system integrated." Capterra review

"My experience with Learningbank was excellent. It's simple to onboard new interns and hosts using Learningbank. We communicate with Learningbank support frequently, and they are always gracious and helpful to us." Capterra review

🤔 Drawbacks 

• This onboarding tool focuses heavily on training and doesn't include other fundamental features like a buddy system or automatic event scheduling.
• Some users report difficulties with using and getting familiar with the interface.

🔝 Best for 

• This onboarding software is best suited for companies that need to make learning journeys accessible from anywhere [via mobile app] for frontline workers in industries such as hospitality, manufacturing, or healthcare

Onboardee.io

👀 Core functionalities 

• Social minigames for helping new hires get to know their colleagues.
• Onboarding plan templates are available.
• Task management for assignments
• Progress evaluation capabilities and insights
• Implement a buddy system.
• Contract templates and digital signatures are available.

💸 Costs 

This is one of the priciest onboarding software platforms on our list, with the cheapest plan at $56 monthly that will cover up to 20 employees. The plan has limited storage and functionalities, though. Plus, the costs aren't as feasible once your company grows.

👤 User experience 

"It was made by people who know the craft. It is not some idea of how to do onboarding, you can see the real experience with HR processes and onboarding in every single feature and product decision." Capterra review

"Great customer support. High client orientation not only before purchase but also during our everyday usage. Totally recommend these people." Capterra review

🤔 Drawbacks 

• This onboarding software is one of the most expensive ones on the market
• It's just onboarding software, so you'll need an extra tool for learning and development
• Integrations with third-party tools are limited

🔝 Best for

• People ops leaders who want to focus more on creating bonds between their new and existing hires.

ApplicantStack

👀 Core functionalities 

• Candidate management and scoring
• HR automated workflows and onboarding checklists
• Engagement tools
• Payroll records
• New hire forms
• New hire portal

💸 Costs 

Plans start at $29/month for a single active job. So, realistically, most companies will need the plan with unlimited active jobs, priced at $99/month. The problem is that the onboarding capabilities are only available with a Bundle plan that costs $150/month. You do, however, get a 14-day free trial option.

👤 User experience 

"ApplicantStack is a great tool to track applicants and move them to the onboarding stage. I've used this product for 3 years and our company has been very pleased with their customer service, pricing, and user friendly website." G2 review

"The tracking process for ApplicantStack has been revolutionary for our recruitment/onboarding workflow. The ability to see who has applied previously and for all of the hiring managers who are pertinent to that specific job ad to be on the same page when it comes to each individual candidate has saved us so much time and confusion from the way we used to do it." G2 review

🤔 Drawbacks 

• ApplicantStack is primarily a recruiting and hiring platform, so while they do offer some essential onboarding features, these capabilities are limited.

🔝 Best for 

• People ops leaders who want to prioritize hiring and need appropriate tools for candidate recruitment and management.

7Shifts

👀 Core functionalities 

• Employee scheduling
• Staff hiring, training, and communication
• Staff payroll from day one
• Employee management
• New hire forms
• Custom onboarding packages

💸 Costs 

You can use basic schedule management and time clocking for free alongside a free trial. Onboarding, though, is an optional add-on with plans priced at $34.99/month/location and $76.99/month/location. Many other features, like task management and operations overview, come at an extra cost.

👤 User experience 

"It makes communication with the team easy, everyone knows what assignments they have as well as many tools to trade, ask for time off, review shifts, etc. 7shifts has massively saved time with scheduling and also is a great form of communication with staff." G2 review

"Easy to use. I like the fact that with the app, all my employees can communicate easy. Also, having notifications about availability change or requested days off is a plus; no longer have to write it down and lose important information." G2 review

🤔 Drawbacks 

• The features are strictly built for the hospitality industry, so they won't work for other spaces.
• The onboarding capabilities are incomplete as they don't cover all the onboarding essentials, such as preboarding or buddy system setups.
• The tool gets expensive if you manage hires across multiple locations.

🔝 Best for 

• Companies in the hospitality sector

Workday

👀 Core functionalities 

• Workforce planning and analytics
• Human capital management
• Ongoing employee training
• Onboarding journeys
• Talent optimization and personalized learning paths
• Talent acquisition and recruiting

💸 Costs 

You have to contact their sales team to get a quote. There is no free trial option.

👤 User experience 

"Workday works without any issues. Managing performance goals is easy. The referral portal is also ok ( not the best). Also, I receive essential notifications regarding some workflow actions from employers. It was a very useful tool during my onboarding activities." G2 review

"Workday HCM has all the pieces of employee management you would want - onboarding (payroll, employment verification, legal, etc.), offboarding (account management, equipment retrieval, deprovisioning, etc.), templates, performance reviews and feedback, integration with learning and development software, integration with compliance software, and an applicant tracking system." G2 review

🤔 Drawbacks 

• It can be complex and often challenging to use due to its extensive capabilities (it could be too much for small and mid-sized businesses).
• Despite the diversity of features, the onboarding module lacks the capabilities that will make a new hire's time more exciting, like fun social games or buddy systems.
• It is costly as it's designed for companies with over 1000 employees.

🔝 Best for 

• Enterprise level organizations

🕵️‍♀️ Key considerations for identifying the best onboarding software for your organization

Now that you have an overview of the best onboarding software on the market, it's time to learn how to evaluate them. 

Here are six core elements to watch for when choosing the best onboarding software for your needs.

User experience 

A well-designed onboarding software ensures a seamless and intuitive user experience. This leads to faster and more efficient employee onboarding processes, allowing new hires to become productive team members sooner. 

User-friendly software for new hires also requires less training for HR staff and new employees. This means less time spent on explaining how to navigate the system and more time focusing on the actual onboarding content.

Integration with current systems

Most onboarding systems don't do it all. So you'll want to make sure they connect well with other third-party tools you're already using, such as platforms for HR management, collaboration, content creation, and even project management.

Integrations ensure that data is transferred accurately and consistently between different systems. This reduces the risk of errors, duplication, or outdated information, which can have significant implications for compliance and decision-making. Plus, you can ensure your team's work will always be logged so they can be rewarded for their results.

Customization and scalability 

Customization allows you to adapt the employee onboarding process to match your organization's specific needs, branding, and policies. This ensures that the onboarding experience aligns with both your company culture and the employee's needs.

Personalized onboarding experiences make new employees feel valued and engaged from the start. By customizing content, tasks, and communications, you can address individual needs and preferences.

For instance, a popular choice for customizing a new hire's onboarding experience is creating dedicated training materials. Personalized materials can outline clear expectations, job responsibilities, and performance standards for new hires. This reduces ambiguity and helps set the stage for success in their new roles.

Compliance and data security 

Compliance with local, national, and international employment laws and regulations is essential. An onboarding system that ensures proper documentation and adherence to legal requirements helps protect your organization from potential legal liabilities.

Remember: Different industries have specific compliance standards and certifications that must be adhered to. An onboarding platform that aligns with these industry-specific requirements ensures that your organization remains compliant.

Covering all Cs of onboarding 

You want to make sure your next onboarding tool can help you cover all of these four (+1) essential stages of onboarding: 

• compliance
• clarification‍
• culture
• connection
• check back‍

Especially the connection phase. Transparent and open communication fosters a sense of belonging and engagement, crucial for retaining top talent.

By considering all these Cs in your selection of employee onboarding software, you ensure a well-rounded and effective onboarding process that sets new hires up for success while ensuring legal adherence and data protection. 

➡️ Not sure where to start? Find more than 29 proven methods to improve employee onboarding experiences with our extensive guide.

Price

Decide exactly which stages of onboarding you want to prioritize. Without clarity into precisely what you wish new hires to focus on, you risk paying a lot for an onboarding tool that doesn't actually cater to all needs.

⚠️ Onboarding software went from nice to have to must-have

Ever wondered what other managers choose?

Most HR managers have ditched traditional onboarding methods in favor of digital onboarding. 

For instance, Felicia Shakiba, Founder of CPO Playbook Consultancy, currently prioritizes onboarding software that offers two critical features:

"Firstly, the capability to seamlessly integrate with our payroll system, organizational design charts, and internal communication lists is vital. 

This ensures that when a new hire joins, they're promptly added to the relevant groups, such as department-specific communication lists, ensuring they receive the necessary information from day one. This integration greatly streamlines communication and makes the onboarding process more effective."

Secondly, Felicia seeks software that provides managers with a comprehensive onboarding checklist:

"This empowers managers to create a welcoming and efficient onboarding experience even before the new hire's official start date. 

By having a checklist in your onboarding tools, managers can ensure that new employees have everything they need and know where to turn for support, reducing potential delays and ensuring that new hires can make a meaningful contribution from their very first day."

➡️ Want to see how other managers structure their onboarding flows? Go over our 11 examples of the best employee onboarding experiences out there.

The pandemic and remote work have also impacted the onboarding process and experts' technology choices.

Devan Kronisch, Coach and L&D Expert, says that being remote means people managers should be much more intentional with social aspects and expectation setting in onboarding:

"A good onboarding platform allows me to guide the manager through spending extra time on building clarity and inclusion. If that isn't in place, I know the newcomer will be more anxious and therefore not absorb the needed learning. I don't want to set them up for failure so I need to be able to collaborate with managers more than ever before."

Hanh Nguyen, Director of Talent Acquisition and Talent Management, says that onboarding remained a crucial process in creating a positive experience for new employees even during the switch to remote work. She further observes that traditionally, onboarding would involve in-person sessions to help new hires acclimate to the company environment, while the pandemic has wholly altered this:

"The COVID pandemic would transform onboarding to be a more remote, digital experience. Onboarding platforms had to pivot during the pandemic to accommodate companies like ours."

➡️ Get our free 15+ essential onboarding templates and checklists for creating a hassle-free process.

➡️ The Zavvy difference: Onboarding reimagined

Zavvy offers both your managers and new hires a complete onboarding process.

Our employee onboarding software helps you automate:

• 🚀 Building engaging automated workflows that introduce your company culture, connect onboarding buddies, assign onboarding tasks, and more.
• 🔗 Assignments based on HRIS data like starting date, location, and role to save yourself the manual work.
• 📆 Scheduling events across locations, departments, and seniority. 
• 🔁 Sharing 360 feedback and automating their probation period.
• 💬 Organizing 1:1s with buddies, mentors, and managers. 

Additionally, you can leverage Zavvy's preboarding software to start creating accounts, preparing work devices, and sending reminders to managers. This helps you eliminate first-day anxiety by giving new hires the info they need in a way they enjoy. Plus, you'll finally bridge the gap between signing and starting with regular touchpoints.

🏆 Storyblok has saved 15 hours weekly during orientation, plus 1.5-2 hours during preboarding with Zavvy.

📅 Zavvy is the star of your onboarding toolbox. Book a free demo with our consultants to learn more about the power of Zavvy for your organization.