Your Guide to Automated Employee Onboarding Process

Employee Onboarding

HR Managers face numerous challenges on a day-to-day basis, but none more intense than recruitment and employee onboarding. The demand is insatiable, but the talent pool continues to shrink steadily. Succeeding in the quest to find the right candidate despite the talent crunch has become more important than ever. But after finding the right person, an even larger challenge begins.

After devoting endless hours searching for, identifying, interviewing, and recruiting the right talent, if the new hire ends up quitting for a greener landscape, all your hard work will go down the drain, and you are back to step one. Or, what if a candidate accepts an offer, confirms the notice period, agrees to a date of joining, but backs out at the last minute?

Can a more structured employee onboarding implemented using a defined employee onboarding process really prevent something like this? Would it really increase employee engagement, invoke a sense of loyalty in new hires and in turn, improve employee retention rate?

What is Employee Onboarding?

The definition of employee onboarding differs from one organization to another. While the process tends to be almost similar, the time-period and tasks involved make each onboarding program unique.

While a few HR managers seem to consider employee onboarding process as simply the new hire paperwork, more savvy and committed team members have a different perspective on the employee onboarding meaning. They consider the entire period from the time an offer is released to the moment where an employee becomes a productive contributor to the organization as a part of employee onboarding.

Onboarding spans from the minute you make an offer to the time the employee starts genuinely producing in a role. twitter_icon_blog

Every process that falls within that time period including the orientation program, the training plan, setting up performance metrics, and a feedback loop is segmented under the definition of onboarding.


Why Efficient Employee Onboarding Matters

Employee onboarding is the first interaction an employee has with the organization right after the lengthy interview process. If the experience fails to live up to expectations, then your employee might regret their decision to accept the job offer. The negative impression left by a poor onboarding process might affect their perceptions, give them prejudiced notions about the organization, and ultimately cause them to quit early.


A solid employee onboarding process is necessary to help your new hires settle down in their jobs, get to know the organization, obtain clarity on their job objectives, and forge a good relationship with other employees. A memorable onboarding experience not only makes employees feel welcome but also helps them gel with the existing organizational family faster.

HR managers are burdened with enough as it is. Just the thought of tackling the humongous amount of paperwork involved in the onboarding process is enough to induce nightmares. So, streamlining employee the onboarding process not only impresses new employees but also reduces the workload of the HR team.

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The Employee Onboarding Process Flow Automation

Similar to the definition, the onboarding process workflow tends to differ between organizations. In many startups and small businesses, the process flow tends to be quite simple. Most of the time, the entire process is handled by the same person. They scurry around with a checklist and try to manage all of the tasks manually. While checklists are useful, tracking each task manually is time-consuming and tedious.

Employee onboarding process

At large enterprises, the entire employee onboarding plan can cover many departments and formal training seminars. The process flow tends to be quite complex with an array of checkpoints. When the dependency on human intervention is high, the room for errors also increases. If HR managers have to get work done by tracking the progress manually, every point in the process has the potential for errors, for data to vanish.

The Common Stages of Employee Onboarding

Every organization has its unique style of working. No matter how your company executes its employee onboarding, these broadly defined stages are most likely how things are done. They represent the most common path that onboarding a new employee takes.

You can think of these stages as a collection of tasks, usually carried out in a sequence that varies from company to company.


This takes place before onboarding even starts, and sometimes extends well into the bulk of the onboarding process. Representatives from admin, HR, and L&D, all schedule and plan out their meetings with the new joinee.


During their first week, you walk new joinees through workplace policies, help them with paperwork, and welcome them to the organization. Some tasks here may be carried out by an admin representative, and then L&D can take over, especially if the company uses complex workplace software/tools.


During integration, new employees meet their team. This is a two-part introduction, as they learn about the work they will be doing, as well as about the general culture/atmosphere within the organization.


Finally, new joinees go from fresh-faced newbie to settled-in employee. At this stage, they’ve started to build working relationships with teammates, and are prepared to contribute meaningfully to the organization’s short- and long-term goals.


Once the employee has been onboarded, engagement is key to their success. This is maintained by regular follow-ups conducted by their immediate superiors/mentors, as well as representatives from HR.


Benefits of Using an Employee Onboarding Automation

To avoid last-minute confusions and compliance issues, you need to have a solid employee onboarding process. Here’s what an efficient a employee onboarding Software does:

  • Gives you a clearly outlined onboarding template
  • Minimizes the chaos made by paperwork
  • Shortens the employee onboarding lifecycle
  • Reduces manual intervention and human errors
  • Lessens the workload of the HR team
  • Provides a consistent experience to all new hires
  • Injects transparency into the process flow
  • Offers the employees a memorable onboarding experience

Here's a guide you can check out for effective onboarding solution

Reinventing Employee Onboarding through Automation

No matter how big the company, HR leaders tend to have too much on their plates. They spend enough time scavenging for the right resources, and by the time the onboarding starts, they are downright exhausted. Rather than adding to their fatigue by forcing them to do things the old fashioned way, automating the process can reduce their workload by a considerable amount.

Using HR workflow automation software, you can ditch the onboarding checklist and forms and eliminate manual dependency in the employee onboarding process. With automated employee workflow, the complex approval process can be simplified and streamlined. Also, the workflow would be mostly transparent, so retrieving information about the status or pinpointing the troubles would be a breeze.


With an automated onboarding app at work, you don’t have to chase after new hires and managers to complete the tasks assigned to them. The system takes care of it. Automatic notifications are sent to the right people who cause a delay in the workflow. The only time you have to intervene is when the system hits a roadblock.


In order to automate the workflow, you don’t have to invest a huge sum in an HR Management Software or depend on the IT team to develop sophisticated software. A simple workflow tool can automate the entire employee onboarding process end-to-end. Even HR staff with little to no technology exposure can create an automated workflow from scratch using the drag-and-drop interface or customize one of the predefined onboarding templates to suit their needs.

Employee Onboarding Made Easy Using KiSSFLOW

Using KiSSFLOW, you can make your new hire’s first day memorable with a customized, orchestrated, and automated onboarding process.

Here's how you can automate your employee onboarding process in 4 simple steps using KiSSFLOW.

1. Install the Employee Onboarding App

Install the employee onboarding app to your account from the list of hr-apps pre-built in KiSSFLOW and then you can customize the form, fields, and tasks in the workflow to your needs.

onboarding app

2. Get Employee Data

Once the employee onboarding app is installed, you can start a new onboarding in a single click. New hires enter their details ONE TIME, and all departments can all use the same data to complete their systems and tasks. No more paper onboarding checklists or templates.


3. Validate and Approve

HR can review information, validate details, and approve data as it goes from department to department. Everyone stays in the loop and the HR team can monitor the progress of employee onboarding process.


4. Connect with other departments

Instead of a marathon of paper forms, departments use existing data to ensure new hires are connected to your systems and have all the tools they need such as email accounts, access keys, and direct deposit details.



A good onboarding tool should give new employees a dose of motivation to explore the new organizational territory without a hint of hesitation.

With an automated onboarding, new hires can spend less time buried under paperwork and use more time towards understanding the organizational values, exploring the workplace, and making new friends.  

Tired of spending too much time on the employee onboarding? Is your IT Staff stretched too thin to customize a product for you? Looking for a simple and sleek tool which does the job efficiently? KiSSFLOW is the answer to all your employee onboarding problems. Get a free trial to see how our employee onboarding app could make your problems fade like fog.

Employee Onboading Made Easy

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