HRTech

by Team Azilen

September 28, 2023

From Manual to Magical: Automate Employee Onboarding for Success

This is not just a meme, but a reality!

Automate Employee Onboarding

Every day, HR teams find themselves in the ocean of repetitive manual tasks. (Though best weekly planner comes to their help).

These tasks not only eat away their valuable time and resources but also affect the overall candidate experience.

However, automated employee onboarding emerges as a shining light at the end of a dark tunnel!

This automation holds the huge potential to streamline and optimize processes, reduce errors, and free up valuable time for meaningful human interactions.

In this blog, we have shared the 3 significant ways to automate the employee onboarding process effectively.

Improving New Hire Experience: 3 Ways to Automate Employee Onboarding Process

Automating the onboarding process is a strategic move that brings numerous benefits to HR professionals and organizations alike.

Here are some ways to automate the employee onboarding process:

1. Non-Tech Methods for Employee Onboarding Automation

While HRTech can significantly facilitate the onboarding process, several non-tech methods can also be used to automate employee onboarding processes.

Here are just a few common approaches.

Streamline pre-onboarding process to save time, cost, and resources
Develop a standardized onboarding checklist that includes all necessary tasks, paperwork, etc.
Use templates to send pre-hire paperwork before the joining date to leverage compliance
Prepare pre-printed paperwork packets containing all the necessary forms, agreements, and documents that new hires need to complete
Initiate buddy or mentor programs to guide new hires, provide insights into the company culture, and answer questions
Conduct face-to-face orientation sessions to foster a sense of belonging
Prepare handwritten welcome notes to make new employees feel valued
Develop personalized onboarding plans to ensure new hires receive relevant training and support

Technology can greatly enhance the efficiency of the onboarding process.

By combining these non-tech methods, organizations can easily foster positive and engaging onboarding experiences for new talents.

2. Automate Employee Onboarding through Integration

Let’s consider a real-life scenario of how integration can help automate the onboarding process.

Scenario: The process begins when a candidate accepts a job offer letter and gives their consent.

1. Application Tracking System (ATS) Integration

The candidate’s information is already stored in the company’s ATS.

Integration between the ATS and the HRIS automatically transfers the candidate’s data to the HRIS, creating a new employee profile with all the relevant details.

This eliminates the need for manual data transfer from ATS to HRIS, initially saving time and money.

Source

2. Pre-Onboarding Emails

Once the employee’s profile is created in the HRIS, integration with the company’s email system automatically sends pre-onboarding emails to the new hire.

These emails may contain essential information, such as –

Job starts date
Office location
Pre-employment forms
Links to complete any required documentation before their first day

3. Employee Access and IT Provisioning

To streamline access to organization systems and resources, an integration between the HRIS and the IT systems is essential.

Through this integration, an organization can automate the generation of login credentials and provide access to relevant software, tools, and network resources based on the new employee’s role and department.

This ensures the employee has the necessary accounts and permissions ready on their first day.

4. Onboarding Checklists and Task Assignments

Through the integration between the HRIS and a task management tool, a company can create personalized onboarding checklists for HR managers, IT administrators, and other relevant team members.

The checklists include tasks such as,

Assigning a mentor
Scheduling orientation sessions
Setting up an onboarding meeting with the team and project managers

5. Training and Learning Management Integration

The HR team sets up an integration between the HRIS and the company’s LMS.

Through this integration, the HR team can automate the new employee’s enrollment in essential onboarding training modules and courses.

6. Document Management System Integration

Integration between the HRIS and the document management system ensures that all necessary documents are automatically sent to the new employee for review and electronic signature.

Once signed, the system automatically updates the HRIS with the completed documents for record-keeping.

7. Automated Reminders and Notifications

This approach is highly effective in ensuring new talent remains engaged during the onboarding process.

The HRIS sends automated reminders and notifications to both the new employee and relevant stakeholders throughout the onboarding process.

These reminders make sure that unfinished tasks or meetings are taken care of in a timely manner, ensuring a smooth onboarding experience.

8. Performance Management System Integration

To ensure a comprehensive onboarding process, the integration of a performance management system is essential.

This integration enables the automatic setup of initial performance goals and expectations as per the company’s objectives and the new hire’s role.

3. Embrace Automated Onboarding Digital Product

If you have specific automation requirements, well, there is no better way than to engineer an automated onboarding product.

This robust HR technology streamlines and automates the employee onboarding process, allowing HR professionals to dedicate their time to other crucial duties.

In addition, it leverages Artificial Intelligence, Machine Learning, and Workflow Automation to effectively automate various onboarding tasks.

Here are some of the key features of an automated onboarding software product.

Digital document management
Task automation and workflows
Electronic signature
Personalized onboarding portals
Compliance and policy management
Reporting and analytics
Training and learning management
IT and equipment setup
Performance management
Integration with HRIS and Payroll systems

Bonus Learning: When Should You Go for Automated Onboarding Software?

Automated onboarding software

Deciding when to build an automated onboarding software product depends on several factors and considerations.

Here are some key points to help you determine the right time to engineer such a product:

Scale and growth of your organization
Resource availability
Pain points in the current onboarding process
Budget constraints
Data security and compliance
Competitive advantage
Long-term vision
Readiness to change

While off-the-shelf onboarding automation software are easily available in the market and may suit some businesses.

However, engineering a custom solution can offer tailored features, seamless integration, and competitive advantages.

Seamless Onboarding Unlocked: Discovering Azilen’s Expertise in Employee Onboarding Automation

We are a NextGen software product engineering company.

With our 14+ years of HR product engineering and integration expertise, we collaborate with both employers and HRTech product vendors to realize their most ambitious automation needs.

We understand that behind every HR process, there are real people with unique stories, challenges, and aspirations.

That’s why we go beyond just offering our HRTech product engineering expertise; we strive to create a seamless and human-centered approach to automated onboarding.

So, let’s have a chat about your unique needs and how we can tailor our HRTech integration and product engineering expertise to the very essence of your organization!