The Best Employee Onboarding Tools for 2022

The Business Blocks

Here at The Business Blocks, we try to do things a bit differently. When reviewing the best employee onboarding tools for 2022 we took a step back and thought to include some ‘non’ dedicated employee onboarding tools where you can build your own custom processes in.

Also we wanted to give a bit of theory and insight into HR software and management systems as well.

7 Platforms for employee onboarding automation

  1. Airtable
  2. Sharepoint
  3. Monday.com
  4. Asana
  5. Trello
  6. BambooHR
  7. Breakout

HR Software

The task of the HR department does not end with the hiring of people. It is also responsible for their compensation, training, and development. It must also ensure that the company complies with government labor and employment laws.

If there are disputes among employees, it has to investigate and resolve the issues impartially. HR has to secure the welfare of the employees while at the same time protecting the interest of the company.

With the massive volume of tasks that have to be handled by the department, HR software that can manage, organize, and process tasks become necessary.   

HR Software is a digital solution that assists the HR department in managing its daily administrative activities and overall HR goals. It processes data more efficiently and optimizes the quality and accuracy of outputs.

It reduces HR’s time and resources in performing repetitive administrative tasks, enabling HR to allocate its time to more productive ones.

The three basic HR software types are HRMS, HRIS, and HCM. 

Human Resource Management System (HRMS)

HRMS has common Human Capital Management (HCM) and Human Resources Information System (HRIS) features but may lack some talent management capabilities that HCM offers.

It has the following features:  

  • Time and Labor Management enables HR to keep track of the employees’ ongoing activities. 
  • Payroll Processing allows automatic salaries and deduction computation and direct deposit to employees’ accounts. 
  • Employee Onboarding feature aids HR in the onboarding of new employees. 
  • Performance Analytics makes keeping track of progress and productivity easier. 
  • Its role organization feature assists HR in defining and assigning positions. 
  • HR Services makes all HR data more accessible for processing. 
  • The Global feature supports multi-lingual and multi-currency options.  
  • Recruiting allows posting jobs, scheduling interviews, and managing CVs of potential and current employees.  
  • The attendance management feature enables keeping track of attendance, unplanned absences, authorized and unauthorized leaves. 
  • Workflow aids in enhancing the productivity of employees.  
  • The Employee Training and Development feature helps employees acquire more skills for their career growth and development.    
  • Benefits Management enables HR to enroll and manage employees’ benefits aside from their existing compensation.  
  • The self-service portal feature enables the employees to manage and update their personal information.  
  • Compensation Management enables the management of salaries, overtime pays, and bonuses. 
  • Personnel Information Management stores and organizes employees’ information.  

Human Resource Information System (HRIS)

HRIS is considered the most basic HR software solution. It focuses on managing people and process organization. It has the following features.  

  • Recruiting allows posting jobs, scheduling interviews, and managing CVs of potential and current employees.  
  • The attendance management feature enables keeping track of attendance, unplanned absences, authorized and unauthorized leaves. 
  • Workflow aids in enhancing the productivity of employees.  
  • The Employee Training and Development feature helps employees acquire more skills for their career growth and development.    
  • Benefits Management enables HR to enroll and manage employees’ benefits aside from their existing compensation.  
  • The self-service portal feature enables the employees to manage and update their personal information.  
  • Compensation Management enables the management of salaries, overtime pays, and bonuses. 
  • Personnel Information Management stores and organizes employees’ information.  

Human Capital Management (HCM)

HCM is a management system that combines HRIS features and talent management capabilities.

It has the following features: 

  • Employee Onboarding feature aids HR in the onboarding of new employees. 
  • Performance Analytics makes keeping track of progress and productivity easier. 
  • Its role organization feature assists HR in defining and assigning positions. 
  • HR Services makes all HR data more accessible for processing. 
  • The Global feature supports multi-lingual and multi-currency options.  
  • Recruiting allows posting jobs, scheduling interviews, and managing CVs of potential and current employees.  
  • The attendance management feature enables keeping track of attendance, unplanned absences, authorized and unauthorized leaves. 
  • Workflow aids in enhancing the productivity of employees.  
  • The Employee Training and Development feature helps employees acquire more skills for their career growth and development.    
  • Benefits Management enables HR to enroll and manage employees’ benefits aside from their existing compensation.  
  • The self-service portal feature enables the employees to manage and update their personal information.  
  • Compensation Management enables the management of salaries, overtime pays, and bonuses. 
  • Personnel Information Management stores and organizes employees’ information. 

In addition, HCM has the following talent optimization features: 

  • Career path planning and tracking 
  • Competency monitoring 
  • Succession planning 
  • Learning and development 
  • Employee engagement features 
  • Budgeting 
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ADP Example

Employee Onboarding Automation

Automating an onboarding process involves streamlining processes. It establishes conditions that, once met, trigger a series of actions. It transforms a traditional onboarding process into a more efficient one and enables effective interactive communication between the company and its new employees.  

Here are some of the benefits of an automated onboarding process: 

  • It provides more security since HR does not have to store physical documents that may eventually be lost or altered.  
  • It enhances productivity as HR can spend more time fulfilling productive activities instead of performing routine administrative tasks.  
  • New employees will feel more welcome since the automated onboarding process provides new employees with easy access to tools and information that a traditional onboarding process lacks.  
  • It enables effective and speedy communication among employees.   
  • It makes the organization of new, ongoing, and completed activities easier.   

If you want to learn more about onboarding automation, check out our article here where you will learn the basics of automating your onboarding process.

Important factors to consider when deciding on a new HR software platform 

When choosing a new HR software, companies must consider the following factors: 

Security features 

HR is responsible for storing, maintaining, and securing a large volume of data of employees that are susceptible to unauthorized access, alteration, and loss.

Due to their confidentiality in nature, the HR software must have a high level of data security. Companies shall determine the data storage, encryption levels, and other tools associated with managing and securing the data.  

Cloud-based capabilities 

Companies need not update every application with a cloud-based system as it has a centralized employee database, enabling it to update all applications at once. Cloud computing has the following capabilities: 

  • Managed Interface enforces security rules and manages the flow of information using automated mechanisms. 
  • Location independence allows the access of cloud services regardless of location. 
  • Sourcing independence pertains to the ability of companies to change any IT sources and their IT services regardless of the platform.   
  • Ubiquitous network access enables access to computing facilities anywhere using various devices such as computers, tablets, and smartphones. 
  • Virtual environments pertain to a group of cloud services and workflows where processes occur.  
  • Traceability capability allows verification of location, history, and application of data in the cloud.  
  • Elasticity capability allows the scaling of services in response to the customers’ or clients’ needs. 

User Interface

Companies must consider software that has an interface that employees can easily use. A complicated interface discourages employees, and employees may have difficulties using the software.  

Integration 

The software must be compatible with the other systems that the company currently uses. An incompatible software may disrupt operations and result in decreased productivity and loss of profit.  

Scalability 

Companies must consider the ability of the software to change in size quickly. It involves determining the number of its current employees, whether there will be a significant change in number in the future, and whether the software can support this change.  

Customer Support 

It will be better to have HR software with reliable customer support when a problem arises.   

Cost and Payoff 

The cost of the HR software and the expected returns thereof shall be a significant factor in determining which software to choose. A company may not want to buy the cheapest software if it results in inconvenience and will not be sufficient to cater to its needs.

Buying expensive software that covers many features may not pay off if the company does not need these features. Hence, companies must consider all the associated costs and expected benefits before selecting suitable software.  

Top 7 Platforms that can do Employee Onboarding Automation

1. Airtable 

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It is an intuitive platform that offers great flexibility to its clients. It allows the companies to create solutions that are suitable for their operations. With their user-friendly, yet powerful interface, companies can immediately start utilizing this software by bringing all their information into the platform. Depending on their needs, they can organize the information and change it whenever they want.  

It has the following features: 

  • Interface Designer – Companies can create an interface from their Airtable bases without using codes. It promises to handle the simplest to the most complex data. Also, it has drag-and-drop elements that make customizing easy and fast. With their flexible interface, companies can also tailor dashboards that cater to every stakeholders’ needs. They can even customize the interface that matches companies’ workflows. 
  • Actionable Views – This feature offers different angles to view the data. A Timeline view allows companies to track resources, events, and more at specified dates. Collaboration becomes more manageable with the Kanban view as members can easily track project progress, stakeholders, and deliverables. On a Gantt view, employees can map out their activities and manage their schedules. Team members can also share their dates with other members so that everyone is on the same page with the help of Calendar view. Airtable also offers the viewing of data in Gallery view and Form view. 
  • Workflow Automation – Companies can create a single notification or build a multi-sequence workflow through various triggers and action logic. They can also integrate this software with multiple tools such as Facebook, Twitter, Slack, and Google Workspace.  
  • Sync – This feature promises real-time data from different sources that members can access simultaneously. Also, they can integrate their data with tools like Google Calendar, Jira, Salesforce, and Box to sync data from members that work outside of this software. 
  • Reporting – Airtable promises to generate reports that cater to every stakeholder’s needs. It uses out-of-the-box applications to create dashboards of graphs, metrics, and charts to suit the users’ reporting needs. They can also sort their data and build their reporting systems using scripting, SDK, or developing APIs.  

Airtable offers four different plans. Companies can choose from Free, Plus, Pro, and Enterprise Plans.  

*Read our full Airtable review*

2. Sharepoint 

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It is a web-based platform that makes collaboration easy and productive among the team members. It empowers dynamic team performance through team sites for every project of teams, divisions, and organizations. It makes sharing files, resources, and information through different devices fast, manageable and convenient. 

Some of its features are the following: 

  • Information Management – It allows organizing, maintaining, retrieving, and reporting of electronic records and documents. This feature is designed based on various legal and process requirements of different organizations to cater to most of its clients’ needs.  
  • Network – Members can share common resources and applications on home sites and portals with this feature. Its intranet portals enable the centralization of information and communication, helping the companies to manage their data more efficiently while still maintaining effective communication among their members.  
  • Collaborative software – Sharepoint has collaboration groupware capabilities that include project scheduling and shared mailboxes. This feature enables members to collaborate and access information while working simultaneously. It has powerful search and intelligent ways to discover data based on set criteria.  
  • Synchronization – With its One Drive for Business, Sharepoint enables storage synchronization and sharing of members’ documents. This feature allows for all the members’ devices to access the same information whenever a member makes updates on one device.  
  • Process transformation – Sharepoint promises to increase employees’ productivity by transforming the company processes by creating digital experiences using forms, custom apps, and workflows in various devices. It can automate simple and complex tasks such as notifications, approvals, and complex operational workflows. 

Sharepoint offers plans for online, small businesses, and enterprises.  

*Read our full Sharepoint review*

3. Monday.com 

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Even a beginner can quickly get into the action with monday.com. Employees do not need training as they can create workflows within minutes or choose from various templates designed to cater to the needs of clients.   

It has the following features: 

  • Docs – This feature emphasizes three steps: collaborate, connect and execute. With monday.com, team members can collaborate by co-editing in real-time without disrupting the work of the other team members. Members can easily connect by embedding boards, dashboards, and more into work docs. Execution involves turning your data into actionable items. Monday.com empowers teams by transforming elements of work docs into live-action objects that connect with workflows.  
  • Integration – Teams can integrate Monday.com with their existing tools without disrupting their workflows, such as Outlook, Microsoft teams, Dropbox, Slack, Zoom, Google Calendar, Google Drive, Excel, Gmail, and many more.  
  • Automation – This feature enables employees to leave repetitive tasks and unnecessary meetings, lengthy email chains, and more. Companies can easily set up code-free automation to create a suitable workflow for their teams. Employees can now focus their time on more productive activities instead of writing emails and status updates.  
  • Dashboards – This platform allows companies to customize their dashboards, depending on their information needs. The dashboards provide a birds-eye view of the project’s status, enabling members to immediately understand their projects’ status. Also, they can run status reports in an overview or detail.  
  • Kanban – Its Kanban software enables the handling of complex and straightforward workflows. It is easy to set up, fully customizable, and scalable. This software also enables effective collaboration and makes integration with the companies’ existing tools easy and fast.  
  • Gantt – Its Gantt software enables the company to plan, execute and track projects. Employees can set important dates, milestones, and dependencies for their projects to avoid missing deadlines.   

Monday.com offers clients individual, Basic, Standard, Pro, and Enterprise plans.  

*Read our full Monday.com review*

4. Asana 

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This platform promises to give teams everything they need to stay in sync, meet their deadlines, and achieve their goals.  

It has the following core features: 

  • Project Views – It enables companies to plan and structure their work however they want. Under this, we have the following sub-features: Board, List, Timeline and Calendar
  • Project Management – This feature allows the teams to monitor their projects from planning until completion. Under this are the following sub-features: Projects, Tasks, Subtasks, Milestones, Task assignees, Sections, Custom Fields, Due dates and times, Start dates, Attachments, Forms, Rules, Likes, Approvals, Project Overview, Project Brief, Sync tasks across projects, Dependencies, Custom Templates, Copy projects 
  • Views and reporting – Teams can easily view and generate reports regarding the status of their projects. It has the following sub-features: My Tasks, Timeline, Workload, Portfolios, Goals, Inbox, Dashboards, Accessibility, Calendar view, Files view, Advanced Search, Teammate view, Project export 
  • Admin Controls – Companies can customize which to give access to certain information to secure that only authorized persons have access to certain information. Its sub-features are the following: Teams, Guests, Permissions and privacy controls, Comment only projects, Team management, Data security 
  • Communication – Asana enables members to tie their communication with teams, projects, and tasks to provide a clear view of the project status. Its sub-features are the following: Task comments, Followers, Status, Messaging, Project conversations, Team conversations 
  • Mobile – Companies can access the platform on any device, such as iOs and Android 
  • Integrations – Companies can integrate Asana with their other existing tools, such as Dropbox, Google Drive, Slack, and many more. 
  • Success and Support – Asana provides reliable customer service to help its clients answer their questions about the platform. It comes along with the following sub-features: Help and Premium Support 

Asana offers its customers Basic, Premium, and Business Plans. 

*Read our full Asana review*

5. Trello 

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This intuitive platform promises a unique working experience by allowing any team to quickly set up and customize workflows for anything.  

It offers the following features: 

  • Boards – This feature enables teams to view and analyze data from different angles, enabling the members to understand project status better and plan their future actions. Below is the list of board views: Timeline view helps teams in project planning, Calendar allows teams to manage their time better, Table view connects tasks across boards, Dashboard feature provides board status of projects. 
  • Cards – Cards enable teams to organize their work better from any part of the globe. It allows efficient updating, tracking, and sharing tasks among team members. With this feature, teams will be able to do the following: Manage and meet deadlines, Give and track reviews and feedback, Assign activities, Connect work with other team members 
  • No-code automation – With Butler, Trellos’ built-in automation, companies can automate their processes without codes. It enables them to eliminate repetitive administrative tasks and allocate their time to more productive activities: Automate logical actionsCreate buttons to support process workflows, Automate notifications to team members, Schedule tasks, assignments, and other events.   
  • Integration – Companies can connect their existing applications with Trello to better cater to their needs. Some of these applications include the following: Slack, Evernote, Google Drive, Confluence, Dropbox 

Customers can choose from Free, Standard, Premium, and Enterprise Plans of Trello. 

*Read our full Trello review*

6. BambooHR 

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This platform offers an all-in-one HR software that focuses on companies’ most important asset – the people. It helps companies gather, organize, and analyze the data from employees throughout the employee life cycle to acquire valuable insights in achieving success.  

It has the following features: 

  • People Data  and Analytics – BambooHR provides a single, secure database for all company employee information. With this software, companies can gather, store and analyze accurate data without spending too much time and resources. It has powerful reporting tools and editing capabilities that aid companies in generating reports quickly and faster.  
  • Hiring – This HR software prevents a slow and inconsistent hiring process and aids the companies in searching for the right people for the roles. Its modern approach to hiring ensures fast communication and the elimination of bottlenecks in the hiring process. BambooHR provides a smooth and speedy hiring process from job posting to job offers.    
  • Onboarding – The purpose of onboarding is to provide employees with the necessary tools and information to be productive company members. With BambooHR, companies can add personal touches while still ensuring that employees fulfill the necessary forms, ensuring a satisfactory onboarding experience.  
  • Compensation – Tracking hours worked by employees can be a source of headache for companies. With Bamboo HR, companies can automatically calculate employees’ actual hours, salaries, deductions, and benefits accurately. 
  • Culture – BambooHR enables measuring employee performance and gauging overall satisfaction to create a company culture where employees feel valued. Companies can gain valuable insights into ensuring employees are happy and satisfied in their roles and work through this platform.  

BambooHR offers Essential and Advantage plans to its clients. 

7. Breakout 

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Companies can design their business workflows code-free with Breakout. Through this platform, companies can create processes and bring teams, tools, and other stakeholders so businesses can run smoothly.  

Its main features are the following: 

  • Control – It has a drag-and-drop flow builder that makes designing business processes faster and more manageable. Employees and departments can track requests and approvals automatically, whether they are still being processed, reviewed, or approved. All this and more through digital documents, hence there is no need to print out forms that are susceptible to alteration and loss. 
  • Customizable and Scalable – Teams can assign tasks and dates based on customizable logic. Also, companies can dynamically update their processes with intelligence to avoid delays and make them scalable.  
  • Efficient work – Breakout also ensures proper onboarding and management of teams in the workspace. Companies can create groups, add members, and set their access to information. This collaborative platform allows team members to work on their projects more efficiently by automating unnecessary repetitive tasks, such as custom alerts and emails. This way, employees can prioritize activities that are more urgent and productive. With automation, companies can streamline their processes and automate them to get their work done quickly.  
  • Integration – Companies can integrate Breakout with their existing tools and applications, such as Google Sheets, Slack, and Zapier.   
  • Customer Support – Breakout has reliable customer support that aids companies in answering their questions about the platform and when troubleshooting.  

Breakout offers four plans to its customers – Starter, Better, Bolder, and Bigger Plans.  

Conclusion 

HR Software is a digital solution that assists the HR department in managing its daily administrative activities and overall HR goals. It processes data more efficiently and optimizes the quality and accuracy of outputs. It has three types – HRMS, HRIS, and HCM. 

HRMS or Human Resource Management System has common HCM and HRIS features but may lack some talent management capabilities that HCM offers.  

The Human Resource Information System is the most basic HR software solution that focuses on managing people and processes.  

Human Capital Management (HCM) is a management system that blends HRIS features and talent management capabilities. 

In terms of tools, HRMS may be broader in scope as it has all the features that HRIS has to offer and incorporates all HR-related applications. In contrast, HCM may be more comprehensive in terms of functions, as it is a management system that provides more features to maximize employees’ talents. 

In deciding which HR Software to use, companies must determine which suits them best. They must define first their current challenges and goals. It must also consider user interface, cloud-based capabilities, scalability, customer support, and cost and payoff of the software.