Best onboarding software for small businesses

onboarding software for small businesses

It’s easy for new employees to feel isolated when they start work at a new company. They’re either rushed from one department to the next for introductions, with no time to socialize, or abandoned at a desk or work station, or left to complete a ream’s worth of induction paperwork.

With the onboarding process intrinsically linked to the employer brand, you can’t afford for your candidate to have a negative experience. First impressions are crucial, and poor onboarding can start things off on the wrong foot for your new employee.

You can avoid this by implementing employee onboarding software. With this HR system, your new recruit can submit all their relevant information into a single portal that’s accessible by all relevant parties. Done and dusted, it leaves them with plenty of time to enjoy the onboarding experience.

Here are some of the best employee onboarding software packages you’ll find.

Best onboarding software for small businesses


Renowned for its comprehensive HR applications, BambooHR follows the pattern with a feature-filled onboarding program. Quick paperwork completion, the gathering of electronic signatures, IT checklists, and welcome emails streamline an employee’s entry into a company.

They also offer New Hire Packet Templates that are personalized for each new recruit, creating a welcoming experience for them.


Trainual has a quirkier take on the onboarding process, offering fun features like gifs, in-app recordings for guides, and the ability to embed company videos. Along with these, there are simple steps to share your founding story, mission, vision, values, products or services, and competition with your new employee.

Their onboarding playbook includes a hiring process checklist template as well as various company policy templates.

RUN Powered by ADP

This cloud service promises smart onboarding with a form library specific to your industry that can be accessed and completed anywhere. You can create personalized employee portals, landing pages, and information packages for your employee to explore before they even start work. Compliance is also taken care of, including the completion of identification and citizenship documentation.

If you’re using ADP payroll, RUN’s onboarding software is easily integrated. Both systems are automatically populated with employee information and simultaneously update.


Ease ranks in the third spot on G2’s list of top onboarding software. With a 93% overall satisfaction score and “ease of use” polling at 95%, Ease is a great option for small businesses that have simple HR requirements.

A central, secure employee database means that all the information entered, including W-4s, I-9s, and direct deposit details are well looked after as evidenced by Ease’s HITRUST CSF Certification.

Elmo webonboarding

Elmo promises to save you 80% of your time when it comes to contracts and signatures by digitizing the process. With a user-friendly dashboard that shows you the high volume of onboarding projects the system can manage, HR can track progress and check unfulfilled items.

By creating a program for digital and remote onboarding, Elmo assists hiring managers and the recruitment team to engage with employees on a regular basis.


With Deel’s international connections, they can help you hire and onboard employees throughout the globe. Saving you the hassle of opening a local entity to hire an employee from a specific country, Deel ensures all local regulations and compliance requirements are adhered to.

Taking on all employment liability, Deel digitally gathers all the relevant tax, payroll, and compliance documents to streamline the onboarding process.

How to choose the right employee onboarding software

There are endless options available when it comes to employee onboarding software providers, so how do you choose? Here are a few factors to consider:

1. Functionality – What do you need it to do?

Consider the specific features and capabilities that the software offers. For example, does it allow you to create customizable onboarding plans, assign tasks, and track progress?

2. Integration – Will it fit in with your current system?

Think about how the software will integrate with your existing systems and tools. Does it integrate with your HR software or learning management system?

3. Ease of use – Does it have a user-friendly interface and intuitive navigation?

The software needs to be clear and well-designed, allowing any user to easily navigate through the program.

4. Scalability – Will it grow with you?

While this article is aimed at small businesses, it’s a happy hope that you soon expand and grow your business to peak levels. As you develop and grow, so should your software.

5. Cost – How much are you willing to spend?

It always comes down to the bottom line. How big is your budget? What features can you let go of and which are must-haves? Do your market research before you buy to make sure you’re getting the best bang for your buck.

With answers to these questions, you’ll soon have the right software to create an onboarding experience your new recruit won’t soon forget.

Need more information on choosing the right onboarding software for your business? Check out our comprehensive buying guide on the choosing the best HR onboarding software.

Frequently asked questions

Why is onboarding important for a new employee?

Onboarding is crucial in a newly hired employee’s overall experience. A good onboarding process establishes a strong positive impression, while poor onboarding can shorten tenures and impact new hire productivity.

What are some benefits of using employee onboarding software?

Employee onboarding software helps streamline the overall onboarding process by giving newly hired employees the ability to submit all their relevant information in a single portal that’s accessible by all professionals who are involved in that employee’s lifecycle with the company. It can also speed up a new hire’s ramp to full productivity, as well as ensure greater compliance. It also saves time and money related to onboarding.

What are some factors to consider when choosing employee onboarding software?

There are multiple factors to consider when choosing employee onboarding software. The main considerations in your assessment should be functionality, integration with existing systems, ease of use, scalability, and cost.

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