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Onboarding a new employee involves a series of interconnected tasks and multiple stakeholders.
An onboarding solution helps you manage that process more efficiently. With the software, you can design onboarding workflows and assign tasks to stakeholders. This helps you better track pending onboarding tracks, ensuring that you don’t miss a step. The system also stores all forms and documents (such as I-9 and W-4 forms) in one place, so you can access them when needed.
To help you find the right onboarding software for your business, we’ve created this guide which answers the important questions related to a software purchase:
Onboarding software is a platform that helps businesses design and manage induction programs for new hires. The software automates document collection, training, legal paperwork, and employee orientation programs to guide a new hire through the onboarding process.
Onboarding software is typically offered in two deployment models:
Cloud-based deployment: Cloud-based systems host your data on the vendor’s servers so you don’t have to purchase servers and set up a network infrastructure. You can access these systems using a web browser or a mobile app. Pricing is usually on a per user, per month or per-month basis.
On-premise deployment: Unlike cloud-based systems, these systems store data on the servers you own, and therefore require you to invest in data storage, processing, and network infrastructure. These solutions are usually accessed on a desktop via apps installed on the system. Pricing is typically on a per-user license basis.
Key question to ask a vendor before you buy: Does your product offer a mobile app that I can use to access data online?
The next step is to understand the common features of an onboarding solution. This will enable you to select products according to your HR department-specific needs.
The following are common features of onboarding software:
Orientation management: Design orientation programs for new hires with the help of customizable workflows. For instance, you could include an introduction with team members, an overview of the organization and the sales organization, and standard training modules in your orientation plan.
Orientation program in Bamboo HR
Forms and e-verification management: Manage standard documents such as the I-9 and W-4 to verify the identity and employment authorization of individuals as per U.S. employment law requirements. Users can also e-verify these forms via digital signatures.
I-9 and W-4 forms in HRDirect (Source)
Self-service portal: Provide employees with a secure online website where they can log in and view onboarding tasks, forms, and other information.
Employee portal in EmployeeConnect (Source)
Document management: Store all employee-related documents in one place. Documents can include background checks, pay slips, proof of address, I-9, and W-4 forms.
Document management in WebHR
Training management: Create and manage training programs related to onboarding new employees. You can create training tasks, assign them to the employees, and track the status in a dashboard.
Onboarding training in Cornerstone (Source)
Key questions to ask a vendor before you buy: Does your product include all the features listed above? Apart from these features, what other features would be useful in my business?
*Note: The applications selected in this article are examples to show a feature in context, and are not intended as endorsements or recommendations, obtained from sources believed to be reliable at the time of publication.
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