HR onboarding software for new employees

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Bringing a new hire on board isn't all about paperwork and logins—it's also their first real taste of what it's like to work at your company. A smooth and engaging onboarding experience helps employees feel welcome, confident, and ready to contribute from day one.  

In fact, positive onboarding also boosts retention, ramps up productivity, and keeps employees much happier in the long run.  

In a nutshell, if you're looking for a better way to set new hires up for success, the right onboarding software can make all the difference in the known universe. 

The role of employee onboarding software  

Onboarding has come a long way from the days of impressively dull orientation sessions and reams of paperwork. Today, more businesses recognize that a stellar start sets the tone for long-term success, and that means making onboarding more engaging, structured, and seamless. HR software has played a massive role in this shift, streamlining everything from training to compliance—all while keeping the process personal and interactive.  

With the right tools, SMBs can offer new hires a warm and welcoming experience that's also smooth—without overwhelming managers or HR teams. Hint: it's all about working smarter rather than harder to build a team that's confident, connected, and set up to thrive. 

PurelyHR's employee onboarding capabilities  

PurelyHR's Staff module makes onboarding a veritable breeze by keeping everything organized, efficient, and stress-free. Instead of scrambling to track tasks and paperwork, you get a structured, easy-to-follow process that ensures new hires feel supported, even before day one. 

Here's how it helps:   

• Custom onboarding checklists: build step-by-step checklists to cover everything from first-day paperwork to role-specific training so nothing falls through the cracks. 
  
  
• Task assignment & deadline tracking: assign tasks to managers, HR, or team members, set deadlines, and track progress in real-time to keep onboarding on schedule and on track. 
  
  
• Secure document management: easily upload, store, and manage important documents for your business and new employees alike—all in one neat, tidy, secure spot. 
  
  
• E-signature collection: no more chasing paperwork—get contracts, policies, and agreements signed digitally for a truly seamless experience.   

With everything centralized in one platform, PurelyHR makes onboarding smooth, structured, and as stress-free as possible for your team, your new hires, and you. 

What to include in your employee onboarding checklist 

A well-structured onboarding checklist ensures that every new hire gets the information, tools, and support they need to succeed at doing their job. Breaking it down into phases can help streamline the entire process, making transitions easier for everyone involved.  

Here's an example employee onboarding checklist, as well as an idea of what to include at each of the 4 main stages:   

Phase 1: Pre-boarding (before day one)   

Hands down the best way to make a great first impression is by getting everything ready before your new hire arrives on the scene.   

Company checklist: 

• Send a welcome email with key details (start date, schedule, first-day expectations) 
• Set up company accounts (email, HR software, communication tools, etc.) 
• Prepare necessary documents for signatures (contracts, tax forms, NDAs 
• Assign an onboarding buddy or mentor  

New hire checklist: 

• Complete and return any pre-employment paperwork 
• Review the welcome email and company materials 
• Set up any required personal accounts (if applicable) 

Resources & documents to provide: 

• Employee handbook, policies, and benefits overview 
• IT guide for setting up accounts and accessing company systems. 
• Company culture and values document or video  
• Pertinent documents, including offer letter & employment contract, tax forms, non-disclosure agreement (NDA), and direct deposit form 

Phase 2: First day  

The first day is all about making your new hire feel welcome, comfortable, and excited to be part of the team.   

Company checklist: 

• Provide office tour or virtual walkthrough 
• Introduce them to team members and key contacts 
• Ensure workstation, equipment, and software access are ready 
• Schedule a meeting with their manager to set expectations 

New hire checklist:   

• Log into email, HR systems, and communication platforms 
• Complete any remaining onboarding forms 
• Attend first-day orientation and welcome meetings 

Resources & documents to provide:   

• First-week schedule and key meetings calendar 
• Organizational chart with team roles and responsibilities 
• Contact list for HR, IT, and key team members   
• IT & security policy   
• Equipment & software access agreement 
• Workplace safety and emergency procedures 

Phase 3: First week   

Week one is for helping your new hires get settled, start learning, and build confidence in their new role.   

Company checklist: 

• Assign initial tasks or training sessions 
• Schedule check-ins with their manager and team members 
• Provide access to relevant tools, platforms, and software training 

New hire checklist: 

• Complete any required compliance or role-specific training   
• Set up 1:1 meetings with team members to get to know them   
• Start working on introductory tasks  

Resources & documents to provide:   

• Training materials and video tutorials   
• A guide to company workflows and processes 
• FAQs or troubleshooting guide for common issues   
• Role-specific training materials 
• Company workflows & standard operating procedures   
• Compliance training documents   
• A list of performance expectations  

Phase 4: First 30-90 Days   

The first 1-3 months of your new hire's journey are a crucial time to ensure their long-term success by continuing to build engagement and development.   

Company checklist:   

• Conduct 30-, 60-, and 90-day check-ins to gather feedback and address concerns   
• Offer mentorship or career development opportunities   
• Assess onboarding experience and make improvements based on feedback   

New hire checklist:   

• Reflect on the onboarding experience and provide feedback 
• Set short-term goals with their manager   
• Continue skill development and team collaboration  

Resources & documents to provide:   

• Career development resources and growth opportunities   
• Performance expectations and review schedule   
• Ongoing learning materials and company knowledge base   
• Performance review template   
• Goal-setting framework   
• Onboarding feedback form 

4 best practices for successful onboarding  

A strong onboarding process extends far beyond paperwork—it's about setting new hires up for success in the long term rather than confusion, frustration, and consequently higher turnover. Here are 4 best practices to ensure a smooth and effective onboarding experience, along with ways to measure their impact: 

1. Personalize the onboarding experience   

Tailor onboarding to each employee's role, learning style, and background to make the process more engaging.   

How to measure: track new hire satisfaction via surveys and evaluate productivity levels early. 

2. Establish clear milestones   

Break the onboarding process into key phases (i.e., pre-first day, first day, first week, 30/60/90 days), with defined goals for each.   

How to measure: Monitor milestone completion rates and check in with employees regularly to gather feedback.   

3. Foster connection and belonging   

Assign mentors, encourage team introductions, and create opportunities for new hires to integrate into the company culture.   

How to measure: track employee engagement scores and retention rates in the first six months.   

4. Provide continuous support and feedback   

Onboarding shouldn't stop after the first few weeks—regular check-ins and training opportunities help employees grow and thrive.   

How to measure: look at the 1:1 meeting frequency of the manager-employee and monitor new hire performance over time.   

How to integrate feedback into your onboarding process with PurelyHR 

Feedback is a crucial element in any successful onboarding experience—it helps new hires feel supported, clarifies expectations, and allows for ongoing improvement. PurelyHR's Performance module makes it easier to gather 360-degree feedback through customized questions, check-ins, and performance reviews, while the Staff module ensures a structured onboarding process with task tracking and efficient document management. By integrating these tools, businesses can create a feedback-driven onboarding experience where new hires receive timely guidance, managers can address concerns proactively, and the entire process evolves based on employee insights. The result? Higher engagement, long-term retention, and more-better-faster productivity. 

Bottom line: a well-structured, feedback-driven onboarding process boosts retention, productivity, and employee satisfaction. By combining clear checklists, milestone tracking, and real-time feedback through PurelyHR's Staff and Performance modules, your organization can create a seamless, engaging experience that sets new hires up for long-term victory. 

Start your 21-day free trial or book a demo today to see how PurelyHR can positively transform your onboarding experience.