Online Onboarding >> HR Onboarding
Published 07/02/2023

Improving HR Onboarding with Onboarding Software

Starting with orientation and continuing all the way through onboarding completion, every step serves an essential purpose in bringing new team members up to speed quickly. In this blog post we will discuss the basics of what HR onboarding looks like so that you can start thinking about how your company might benefit from it.

View HR Onboarding Templates, Forms and Examples

HR Onboarding Setup

To begin talking about hiring on-board processes, let's take a look at why they are necessary. For many companies, following a unified set of steps ensures compliance with industry standards or governmental regulations for new hires - even if those workers only periodically or remotely join the team. Keeping track of compliance requirements using consistent procedures can mitigate risks associated with noncompliance down the line should certain issues arise in years to follow.

HR Onboarding all starts from that initial message that you have the job. Phone call or letter, the clock starts ticking from that very first communication.

It's at that moment that you need to initiate your new hire onboarding process. Remember, its not just about full time employees, it could be contractors, visitors or casual / part time staff too

Onboard Communications

From this first moment, this is where you distribute the link and logins to your new hire and they begin their welcome process into your organisation.

This is where your new hire begins their onboarding process. They can do it from home, before they start work.


Remember that most new hires won't have access to your network until IT has set them up with logins etc and so internal documents, Intranets and more can't be accessed by the employee until they've actually started working in the workplace.

But this creates a lot of risk as you now have a staff member working in the workplace who has not acknowledged or understood important safety and workplace policies.

They may not necessarily get these materials during their orientation at all. So it is critical they do these before they start work.


Majority of the workforce today is connected via mobile. So make the most of mobile technologies! Use these to engage your staff for their onboarding process. Drive your HR initiatives using the very technologies that your staff are familiar with and use on a day to day basis.

The HR Process

Set out your KPI's, review process, reporting process and more. HR systems should be introduced in the onboarding process. HR Managers should welcome staff and also set out the guidelines and boundaries in the onboarding process online. Complaints mechanisms and feedback should be here too!


What to include in a HR Onboarding Process

Each onboardee must go through an array of steps which involves coordinating the right paperwork, scheduling any necessary training sessions or courses, briefing them on company culture and policies - all while ensuring that everyone remains comfortable with their role in the team. The good news is that there are powerful tools available these days to simplify much of the work involved with HR onboarding.

While specifics vary from one organization to another, some foundational elements will help ensure successful onboarding for every incoming employee regardless of their position level or industry sector

Building a HR Onboarding Checklist

The HR onboarding process for new employees can seem overwhelming and daunting. However, having a well crafted checklist in hand can make it easier to ensure all of the necessary steps are completed in the most efficient way. A good HR onboarding checklist should include foundational elements such as setting up the employee's space and supplies, entering details into the system, getting them set up on payroll/benefits systems, introducing them to existing staff and more.

To maximize efficiency when creating an HR onboarding checklist, organization is key. Prioritize which items need to be set up or completed first so they are ready by day 1 that your new hire arrives. This includes scheduling initial interviews with IT/security teams as well as assigning essential tasks like filling out paperwork or receiving proper training documents remotely prior to their first day at work. Make sure you focus on clear communications during this stage!

One of the biggest things about any onboarding process is the paperwork! this is why centralising it all online is critical to a successful onboarding process. Automate the forms, make them online and streamline the process. We are in the 21st century after all, be innovative with your onboarding process!

Start with your own HR Onboarding Portal

Create your Portal to see how it works