Terms like “hit the ground running” can make fresh graduates or job-seeking professionals run for the hills. In a competitive landscape, more than hiring top talent, integrating them into the organization has become a critical challenge for most HR teams and leaders.  According to HR Culture Insights (2025), over 47% of HR professionals agree that legacy hiring and onboarding software leads to poor workplace culture. A well-executed employee onboarding platform, beyond hiring the right candidates within the compliance framework, is transformative and powers new employees to:

• Accelerate productivity from Day One through paperless documentation and compliance requirements.
• Adapt quickly to the system by accessing the right tools, resources, information, and training without delay.
• Acclimatized into the company’s culture by knowing the team, stakeholders, and business goals before diving into the operations.

By setting up this essential structure, HR teams can achieve long-term engagement, productivity, and retention.

If you are questioning whether hiring and onboarding software could elevate employee experience, here is a noteworthy fact. According to HR Tech Insights, nearly 82% of organizations that adopted automated onboarding tools experienced higher satisfaction rates among their employees. Another study by Tech ROI indicates that by adopting new hire onboarding tools, organizations were able to reduce 15% of their administrative costs. 

Why does Onboarding Automation Software matters?

Years on, onboarding is still a critical part of a new employee’s journey. Conventionally, employee onboarding was intriguing, boring, and costly as it involved a ton of paperwork, signatures, and document submissions. But as workflows turned complex and dynamic, organizations found hiring and onboarding software as an operational relief and strategic asset for the following key reasons:

1. Streamlines Workflow Process 

The conventional paperwork process taxed the valuable time of HRs. Adopting the best hiring and onboarding software, HR leaders can automatically build onboarding forms, issue template-based offer letters, and create digital signatures for speedy approvals. On the other hand, the automated onboarding platform enables new hires to complete joining formalities, accept offer letters, and submit documentation, allowing the HR operational managers to focus on identifying talent gaps, forecasting talent trends, and creating personalized engagement programs. 

2. Strategic Communication 

A tailored and personalized employee onboarding platform helps HR managers to send automated alerts and message triggers to different departments like operations, IT, and payroll to ensure all the processes are completed in advance. Setting the process in advance helps the new employees feel supported and deeply integrated into the organization from the start. 

3. Data Consistency for Risk-free Compliance

Digital onboarding software allows new hires to check in to access company information, forms, and other resources at any time from anywhere. This, on the one hand, helps HR teams track the onboarding completion rates in real-time. By implementing advanced onboarding tools, HR teams can create a step-by-step onboarding process to ensure new hires do not overlook any processes, resolve gaps, and avoid submission delays. By adopting a structured onboarding software, HR leaders can avoid costly legal penalties and compliance risks during audits through secure storage of employee data

4. Scalability and Integration

By integrating a 360-degree hiring and onboarding software, HR teams can scale with the evolving onboarding needs. By adopting reliable onboarding tools, HR managers can seamlessly hire employees at scale while integrating with other critical third-party tools like HRIS, ATS, payroll, biometrics, BGV, and other learning management systems. The remote onboarding software is also designed to handle a high volume of users in remote environments, providing a unified experience to new employees across locations.

5. Increased Cost Savings

With manual onboarding, you may have a ceiling limit on how many employees you want to onboard at one time. Secondly, if every onboarding requires manual approval and an in-person meeting, then your operations might be at a bottleneck. By implementing the best hiring and onboarding software, HR teams can save costs on the training coordinator fee, offline training materials, and resources, and avoid any errors while uploading or storing employee-sensitive information to avoid any penalties during audits.

6. Centralized Dashboards 

Poor engagement results in a bad employee performance. This is yet another sign of a legacy onboarding tool that lacks centralized information capabilities & interactive tools to boost the new employee onboarding experience. In contrast, onboarding automation software featuring centralized dashboards has helped new hires gain seamless access to online training modules, company policies, and gamified learning, making their onboarding process smooth and enjoyable. 

7. Enhanced Employee Experience 

The Indian workforce is dynamic and multicultural in nature. Building a positive first impression is crucial for any HR leader, as it significantly influences their satisfaction levels. A study by SHRM shows that effective digital hiring and onboarding software helps HR leaders to retain talent for 3 years or more. By implementing onboarding automation software, HR managers can provide:

1. Personalized training to enable new hires to become accustomed to their roles and teams.
2. Provide interactive onboarding tools like chatbots, LMS, virtual tours, and ice-breaker games to facilitate cultural immersion from the start.
3. Setting up preboarding touchpoints by sending welcome emails, advanced IT & workspace set-up, and fostering team connection can deeply influence the new hire’s decision to join the company.

8. Supports High Retention

If a new hire’s expectations are not met, the chances of him/her leaving the organization within the first 60 to 90 days are higher. Adopting the best online and onboarding software helps HR teams to:

• Send consistent information and communication to ensure the new hire is well-aligned with the organization’s culture and goals.  
• Collect feedback and experiences through automated survey forms and anonymous questionnaires.
• Educate new hires about the company policies and provide adequate resources to support social integration and longer retention.

From Offer Letter to Productivity: Hiring and Onboarding Software Does it all

Creating an outstanding employee onboarding experience does not happen by chance, but is delivered through a reliable hiring and onboarding software. To make the newcomer employee feel more valued and transform them into a valuable asset, HR managers need a more robust online onboarding platform. A recent onboarding survey reported some notable trends that new hires experience during the onboarding process.

• Over 23% of new hires reported they did not receive clear guidelines on their roles and responsibilities.
• About 21% of new employees reported a poor training experience.
• Nearly 17% of new employees stated a stronger welcome would enable them to integrate faster.
• Over 12% of newcomers expected a fair recognition for their contributions.

If you are facing similar situations in your organization, then this digital onboarding process and checklist might help you design an exceptional onboarding experience for the newcomers.

1. Profile Analysis Goal Setting using the Digital Employee Onboarding Platform

HR teams should skilfully and precisely define their goals. Whether they want the new joinee to get a firm grasp of software tools, virtual communication policies & standard protocols, company regulations and code, or quickly establish social connections with both the in-house and remote teams. Measuring outcomes of these goals through the online onboarding tools can provide HR managers with a comprehensive understanding of the new employee. 

On the other hand, HR managers need to analyze the newcomer’s profile in depth to design suitable introductions to make them feel more comfortable. For instance, a software engineer’s introduction would be different from that of a sales representative. Hence, HR teams must contact relevant departments to ensure technical tools and capabilities are available in time to deliver an exceptional employee onboarding experience. Feedback from new hires can help HR recruiters understand technical gaps and adopt the best onboarding software.

2. Setting up the Pre-digital Employee Onboarding Process

Reading standard information can kill the motivation and enthusiasm of the new joinee. HR managers, instead of sending a plain welcome mail, can also include an exciting welcome video from the team, cultural events, and other fun-filled activities to strengthen their confidence and motivation before they start their first day. 

Nothing can be more frustrating for a new employee on Day One than technical problems of not having attendance sign-in access, laptops & accessories, and other digital credentials. HR leaders must ensure that all these technical capabilities are configured before the new hire starts their first day with the organization. To further improve the onboarding experience, the onboarding platform can allow intranet access or learning tools for newcomers to take a virtual tour on their own. HR teams can also host virtual events using the employee onboarding software to make the new hire immerse in the organizational culture deeply.  

If you are further confused about how to deal with your new hires during this phase, we have attached a virtual welcome package checklist.

• On the first day, schedule a virtual meeting using Zoom or Slack with the CEO, head manager, or immediate reporting head.
• Immediately after this, set up a virtual meeting with the team to ensure the new hire interacts with the future colleagues to learn about their experiences and backgrounds.
• Create a digital learning path by designing interesting quizzes, learning modules, and other videos specifically tailored to their roles and responsibilities.
• Schedule a daily virtual meeting with the team and heads to ensure support & guidance during the first week.
• Also, build informal virtual short meetings with other teams for new hires to familiarize and grow their network inside the organization.
• Prepare structured feedback surveys to understand the onboarding engagement and experience of the new hire on Day One.
• Use collaboration tools like Slack or Microsoft Teams to digitally transfer projects, assignments, and share other workflows to help new hires take ownership of their roles and responsibilities and integrate into the team quickly.

3. Opt for the right Online Onboarding Software for Content 

Understand your business needs and choose the best digital onboarding software. HR managers, while selecting an employee onboarding software, must consider flexibility at the core of their selection process. By choosing a flexible online onboarding tool, HR teams can easily match their onboarding goals with the appropriate tools instead of wasting investment on tools that are not fit for their operational needs. 

On the other hand, HR managers to create an interactive and engaging learning environment can use E-learning platforms for new hires. By integrating these highly accessible onboarding learning tools, they can navigate complex queries (leave application, payroll, and company policies) and automate repetitive processes. Ensure that the new employee onboarding software is version-controlled with new updates to support new hires’ access to information from a centralized learning platform from anywhere and anytime. 

4. Virtual Onboarding Platform for the Right Stakeholders

Schedule the first round of virtual interview with the CEO or Head Manager to enable the new hire to understand the team’s expectations, workflow processes, styl,e and function of every project, and guidance mechanism when faced with workflow roadblocks.

Secondly, involve the teammates of the new hire for an introduction event where they share unique and personal experiences through a video call to help the new hire adapt to the team ethos and integrate faster.

Thirdly, assign a buddy mentor within the team to the new hire as a source of mentorship, as the digital space is quite complex and dynamic. By setting up this meeting, the new hire can understand the unwritten rules of the company and tailor their conduct and expectations accordingly. The most usual questions include:

• Which appropriate channel should I use to post a query or trivial questions?
• Which stakeholders to tag while requesting information or reports?
• What kind of communication form should I follow in chats?
• Should I always be in video mode for meetings/webinars?

5. Onboarding Automation Software supports Systematic Feedback

Using virtual surveys helps HR teams to systematically collect new hires’ onboarding experience. Asking about the digital onboarding experience, HR teams might identify the accessibility, flexibility, and feasibility of different tools (educative or communicative) as well as the challenges from integration, user experience, and complexity of the information overload during the onboarding journey. 

Onboarding tools for new employees are highly critical as they provide a comprehensive understanding of the new hire onboarding experience. On a single dashboard, HR teams can quickly track the completion rates, time-to-productivity, Net promoter score, retention, training module engagement rate, and mentor-mentee meeting frequency. This not only helps HR managers to reform the process but also helps them to continuously learn the working factors in the onboarding journey. 

2025 Trends Shaping the Digital Onboarding Landscape

If you are wondering how digital onboarding software is revolutionizing the onboarding experience of new employees in Indian companies, here are some ground-breaking facts at every level that make it hard to resist.

Employee Experience 

• SHRM study reveals that an effective digital onboarding process helps HRs to retain 58% of new hires for 3+ years.
• Talent Insight research shows that only 12% new hires experience a good onboarding experience.
• 72% of employees agreed that onboarding automation changed their impression of the company’s image. (HR Insights)

Organizational Workflow

• 88% of companies have a formalized Employee Onboarding Process (CEO World Magazine)
• 69% of companies see a structured onboarding platform as a key to Retention (Glassdoor)
• 76% of HR leaders believe automated onboarding software helps in high retention rates (LinkedIn)

Technological Adoption

• 64% of companies have adopted onboarding software to streamline the joining process (Tech Trends)
• 82% of organizations reported high employee satisfaction rates due to digital onboarding (HR Tech Insights)
• 45% of HR teams say onboarding apps improved task completion among new hires ( App Insights)

The Profit Multiplier

• Companies investing in smart onboarding software have seen a 40% increase in ROI in the first year (Corporate HR Survey)
• 32% of HR leaders say onboarding software is a key driver to high-cost savings (HR Trends)
• Companies reduced administrative costs by 15% after implementing Onboarding Software. (Tech ROI Report)

Wrapping it Up

An automated onboarding platform is integral to most organizations as it helps tap, integrate, and retain the best talent for a longer time. By adopting the best hiring and onboarding software, HRs have set a foundation for an efficient, productive, and committed workforce.

Since legacy employee onboarding platforms were not flexible, scalable, and customizable, Wallet HR, as a leading HCM provider, has driven impact in many industries across different sectors and helped them achieve maximum success with its upending automated digital onboarding software. Investing in Wallet HR is changing the employee experience 360 degrees.

Our outcome-based solutions are designed to offer your HR teams:

• Truly engage and build lasting relationships with new hires.
• Build an efficient onboarding process with zero risk and errors.
• Seamlessly integrate new employees into the system with speed and unrivaled experience.
• Build a motivated and inclusive organizational culture.
• Increase employee retention and sustained business success.

If you are curious how we deliver results in action, book a demo.

Ask Anything on Hiring and Onboarding Software

 

1. What do you mean by employee onboarding software?

Employee onboarding software simply refers to a robust digital onboarding platform that automates and streamlines the onboarding process to integrate new hires into an organization. The process involves orientation, collecting employee document management, training & development, employee engagement, and cultural immersion. By adopting an online onboarding platform, both HR leaders and new employees have experienced a seamless experience and value.

2. Is hiring and onboarding software applicable to all sizes of industries?

Of course, yes. Hiring and onboarding software applies to companies of all sizes. Again, it all depends on the company employee volume, business nature, and type of business. Adopting the best onboarding tools, enterprises, MSMEs, SMEs, and other small businesses greatly benefit from providing a seamless onboarding experience to employees in less time and effort. Hiring an employee onboarding platform has become a strategic asset and business value to most organizations today as it relieves the HR teams to focus on strategic initiatives by reducing administrative and operational burden through automating different critical processes – from sending offer letters, welcome emails, cross-department alerts & approvals, document storage, compliance, and retention. Most digital onboarding software is customizable and scalable, which makes it a coveted choice among HR leaders.

3. Transitioning into a digital onboarding platform will disrupt my current workflow process?

Setting up and integrating a digital onboarding software into your organization may take time. But after installing the onboarding platform, HR professionals can seamlessly improve onboarding process efficiency. Integrating the employee onboarding tool into HRIS and payroll systems, HR can effectively track tasks, securely store documents, and efficiently train the incoming employees. Though setting up an advanced onboarding platform demands time, it is a worthwhile investment that saves time from manual intervention, costly operational errors, compliance risks, and high attrition rates. Making a transition by adopting a well-designed digital onboarding software can be a productive and rewarding step for scaling organizations and a smart move for futuristic HR professionals.

4. Will the onboarding automation software help in remote hiring?

In a dynamic work culture context, remote onboarding software plays a key role in all industries, particularly the service industries that have adopted on-site, hybrid, or remote working models. Implementing onboarding tools for new employees in the remote set-up enables the HR teams to quickly find top talent from any geographic location in less time, integrate them into the system through minimal manual intervention by automating document submissions, orientation, welcome day virtual office tours, resources, and team interactions. By sending automated reminders, feedback surveys, and unified dashboards, HR professionals can effortlessly track and enhance the morale, productivity, and future growth of remote employees.

5. How do you track or measure the success of digital onboarding?

The success of digital onboarding is measured by many factors, and they primarily depend on efficiency and employee engagement. Some of the key metrics smart HR leaders use are: time-to-productivity (How fast a new employee can perform in their roles), completion rates of onboarding formalities (documentation, tax and compliance forms, etc.), and employee engagement through digital survey and feedback collection. Retention rates, training module engagement, and mentor-mentee meeting frequency are also some of the strong indicators to measure the success of digital onboarding. The greatest advantage for HR teams in adopting online onboarding tools is less administrative burden, high cost savings on documentation, high people productivity & engagement, and risk-free audit readiness.