The Essential Guide to Employee Onboarding Automation

Picture this: A world where every new hire's journey begins not with a mountain of paperwork, but with a seamless digital start. This is possible thanks to employee onboarding automation. 

Employee onboarding automation turns what was once a tiresome administrative process into an enjoyable experience for both HR and new hires. Gone are the days when onboarding was just a check-the-box exercise. Now, efficiency and personalization define a successful welcome. 

The onboarding process has emerged as a cornerstone of organizational success. In fact, companies with a structured employee onboarding process experience up to 60% year-over-year revenue growth


A bad experience can potentially lead to higher turnover and internal dysfunction. Conversely, great employee onboarding experiences lead to greater satisfaction, productivity, and company loyalty. It's the first step in a journey where employees become valuable, integrated members of a team.

Automated onboarding isn’t meant to replace human resources. Rather, it serves as a powerful ally, enabling HR teams to deliver a consistently personalized experience for each new hire. It develops a workforce that is skilled, satisfied, and aligned with the company’s vision.

As we dive deeper into this guide, we'll explore the nuances of automating the onboarding process. 

Understanding Employee Onboarding Automation: What It Is and How It Works

At its core, employee onboarding automation transforms the traditionally stressful onboarding journey into an efficient, digital experience. This replaces manual, time-intensive tasks with automated and streamlined processes. 

But what does this mean in practice?

Here’s what the automated employee onboarding process might look like from the back-end:

  • Electronic Document Management: Gone are the days of physical forms. Instead of shuffling through documents, new hires can review documents online and even e-sign relevant forms. Everything is stored neatly for organized record keeping. 
  • Task Management: Automated checklists guide new hires through each onboarding stage, ensuring no important tasks are missed. Integration with existing HR systems is seamless, providing data-driven insights that help HR teams refine their strategies and practices
  • Customized Training Modules: Personalized training modules adapt to each new hire’s pace, making learning a joy, not a chore. These can be tailored for each department and role. 
  • Analytics and Reporting: Thanks to the low code movement, HR teams can create dashboards and reporting features that track employee’s progress and the effectiveness of their onboarding system. 

Because every business is different, there is no one-size-fits-all solution to onboarding automation other than low-code/no-code tools. These are tools that allow you to build your own solution without having to write a single line of code. 

Overcoming Obstacles: The Pitfalls of Traditional Employee Onboarding

When companies consider whether to automate employee onboarding, it’s usually because they struggle with inefficiencies and bottlenecks. 

HR departments are no stranger to time consuming administrative tasks. However, onboarding is so notoriously inefficient that 40% of HR professionals say it’s one of their top 3 challenges. Just imagine stacks of paperwork, endless back-and-forth emails, and a ticking clock. This is the reality of manual onboarding.

employee onboarding challenges
Traditional onboarding programs are notorious for being inefficient and unorganized.

For new employees, this first experience can feel more like a test of endurance than a welcome. Remember, first impressions matter. It's a journey marred by paperwork and waiting, where the excitement of a new job risks being lost in a sea of bureaucracy. 

The impact? 

A dent in their initial enthusiasm, potentially setting a subdued tone for their tenure. Consider the statistics:

  • 80% of new hires who experience poor onboarding plan to quit almost immediately, especially if they’re working remotely. 
  • Employees with good onboarding experiences are 70% more productive than those who rated their experiences as “mediocre” or “poor.”
  • Replacing a new employee due to poor onboarding can cost 200% of their annual salary

It’s clear that the risks of a poorly managed onboarding process are significant. 

To complicate matters further, ever since the pandemic, employees are more discerning and pickier than ever before. 

This means that the traditional approach to onboarding is a relic that modern HR can no longer afford to uphold. It's time for a change, a shift to a more efficient, secure, and engaging way of welcoming new talent.

Enhancing Efficiency and Engagement: The Benefits of Automating Onboarding

The transition to automated onboarding processes marks a significant leap forward in HR efficiency and employee engagement. Here are some of the tangible benefits:.

Time and Resource Efficiency: A standout benefit of automation is its ability to save time. It’s been so effective that HR automations have seen a 599% increase in the past two years. This reduction in manual workload allows HR teams to allocate more time to strategic functions, including onboarding, enhancing overall HR productivity.

Improved New Hire Experience: Automation directly impacts the quality of onboarding experiences. With 73% of HR’s time traditionally consumed by administrative tasks, automating these processes frees up resources to focus on more human-centered activities. This speeds up onboarding. It also leads to more meaningful engagement with new hires, contributing to a 70% increase in productivity among them.

Compliance and Security: Automation significantly aids in maintaining compliance and security. By systematizing the onboarding process, it ensures all necessary legal and policy requirements are consistently met. This is particularly crucial considering the stringent requirements of regulations like GDPR or HIPAA.

Impact on Employee Engagement and Retention: Perhaps most strikingly, automating onboarding has a profound impact on employee engagement and retention. A well-executed onboarding process can increase the likelihood of new hires staying with a company for three years by 69%. Furthermore, organizations with strong onboarding processes see an 82% improvement in retention and a similar boost in productivity. 

employee onboarding automation tool
Employee onboarding automation creates more time for interpersonal interaction and integration with your team.

Personalization and Feedback: Automation allows for the personalization of the onboarding process, tailoring it to individual employee data and needs. AI-powered tools offer customized learning paths, significantly improving new hire retention by addressing each employee's unique requirements. Additionally, the ability to gather feedback efficiently through automated systems provides valuable insights, enabling continuous improvement of the onboarding process.

Simply put, automating onboarding delivers multiple benefits: time and resource savings, enhanced team member experiences, improved compliance, and a notable positive impact on long-term employee engagement and retention. 

Step-by-Step: Implementing Employee Onboarding Automation

Here’s the good news: The journey to automate employee onboarding is easy thanks to the rise of no-code solutions. 

What are no-code solutions? These are tools that allow you to build your own web apps without having to write a single line of code. It’s as simple as drag-and-drop. 

Here's a structured approach to implementing this change:

  1. Assess Your Needs: Begin by evaluating your current onboarding process. Identify areas where automation can bring the most benefit. If you don’t know where to start, consider any step where paperwork and training are involved. 
  2. Choose the Right Tool: When selecting an automation tool, consider factors like user-friendliness, customization capabilities, and integration with your existing management system. No-code tools like Blaze can be excellent choices.
  3. Integrate with Existing Systems: Once you’ve chosen a tool, integrate it with your current systems. Blaze comes with dozens of pre-build integrations, allowing you to sync data with just a click! This integration is crucial for maintaining data consistency and streamlining processes across the board.
  4. Develop Automated Onboarding Checklists: Just like a traditional employee onboarding checklist, create checklists for your new system. This helps in organizing the process and ensuring no essential step is missed. The best part? You can continue to refine and improve your process and checklist. 
  5. Train Your Team: Provide comprehensive training for your HR team on how to use the new tool. Best practices include hands-on training sessions and access to ongoing support. Again, no-code tools are best, because your team doesn’t need to have advance tech skills to use the tool!
  6. Measure Success: Establish metrics to measure the effectiveness of your onboarding automation. Track aspects like time saved, error reduction, and new hire feedback to gauge the success of the employee onboarding checklist automation.

Implementing an onboarding automation tool is a step towards a more streamlined, efficient HR operation. It can also lower the average cost of onboarding a new employee. Thanks to no-code solutions, you can do this in-house!

build a web app
With no-code solutions like Blaze, building your own employee onboarding automation tool is as simple as dragging and dropping elements into place!

Blaze: Revolutionizing Onboarding with Cutting-Edge Automation

The best onboarding programs are ones that meet your company’s exact needs.

So why not build a web app to make your human resources department more efficient?

Thanks to no-code tools like Blaze, you can create custom automated employee onboarding software without having to write a single line of code. 

By following the step-by-step guide above, you can create a custom employee onboarding platform for your company. It really is as simple as drag-and-drop.

Want to see the app builder in action? Request a free demo today!