10 Ways to Automate Onboarding

The Critical Importance of First Impressions

Organizations only get one chance to make a great first impression with new employees, and a brief window of time to set them up for a mutually positive relationship.

For large organizations, especially those with thousands of front-line workers, automation significantly improves employee onboarding by delivering a consistent, helpful system that informs their people, supports their new-hire journey, and leads to long-term results.

1. Streamline Pre-Hire Paperwork

Use templates and reminders to send pre-hire paperwork before the first day on the job to leverage compliance. This gives new employees time to complete necessary documentation without overwhelming them during their first day.

2. Create Welcoming Communication Flows

Leverage connection by sending pre-written, scheduled texts, emails, and videos to your new hire before their first day. Their manager, peers, and HR can get in on the action to give the new hire an extra special welcome, fostering a sense of belonging from day one.

3. Formalize Your Onboarding Process

A formalized onboarding plan has been shown to be more effective both qualitatively and quantitatively. By establishing a clear structure, you create the foundation necessary for effective automation and consistent experiences.

4. Set Up Buddy Program Reminders

Automatic reminders and template messages for assigned buddies ensure new hires receive consistent support during their first weeks on the job. Technology ensures these important relationship-building actions are completed on schedule.

5. Create HR Alerts for Uncompleted Actions

Alert HR actions not yet completed using automated technology, such as ensuring appropriate welcomes are completed. This keeps the process moving forward and prevents important steps from falling through the cracks.

6. Gather Automated Feedback

HR can leverage clarity and connection by using communication tools to gather feedback during the first weeks and months on the job. Asking what works for new hires opens channels for learning and provides valuable check-ins on their experience.

7. Schedule Key Milestone Check-ins

Automated onboarding technology keeps your program on track with check-ins at 30, 60, 90, and 120 days through to a full year. These regular touchpoints ensure continuous improvement and adaptation of the employee experience.

8. Lock in Stakeholder Commitments

With automated technology in place, stakeholder responsibilities become scheduled commitments, encouraging appropriate planning and time management. This ensures all parties involved in onboarding fulfill their roles.

9. Personalize the New Hire Experience

Create personalized experiences with forms, activities, to-do lists, maps, and photos of team members. These can all be efficiently stored and accessed through automated systems, providing a tailored experience at scale.

10. Implement Manager “Nudges”

Create automatic “nudges” for managers. With the right nudges, micro-coaching, and follow-ups, managers can spend less time on mundane tasks and become better at onboarding, ultimately developing into more effective leaders.

The Business Case for Onboarding Automation

Put plainly, organizations cannot afford to ignore the role of technology in creating efficient and effective onboarding programs. A well-designed onboarding program supported by automation can be easily monitored and improved over time.

Investing in Your People

Automating the onboarding checklist with software is an investment in your business and, therefore, your people. The right technology doesn’t replace the human element—it enhances it by ensuring consistency, timeliness, and personalization at scale.