Methods to Implement Worker Onboarding Automation + Examples

What’s worker onboarding automation?

Worker onboarding automation streamlines duties resembling paperwork, coaching assignments, and conferences. That is sometimes achieved by way of onboarding software program programs or normal HR software program platforms. These tech options are additionally an effective way to handle distant onboarding.

For instance, Rippling lets you create custom-made workflows for onboarding to tailor the method to your organization’s wants. You’ll be able to arrange particular triggers in order that when a sure motion is taken, resembling returning the signed provide letter, a follow-up motion or notification is initiated.

Methods to automate onboarding

1. Overview your present worker onboarding course of

It’s useful to start out by itemizing the steps of your worker onboarding course of. If you have already got an worker onboarding guidelines, check with that and double-check that it’s up-to-date and aligned along with your present processes.

2. Determine which onboarding processes you need to automate

Have a look at your onboarding course of and think about the place you could profit from automations. Not each step in your onboarding workflow must be automated, however you could discover that sure areas are significantly time-consuming and burdensome in your group and must be a high precedence for automation.

3. Consider your onboarding software program capabilities

In case you’re utilizing an HR software program system with onboarding capabilities, you could have already got the required technical instruments to construct your automations. Overview your present software program’s capabilities, and make contact with the seller for assist if you happen to’re uncertain the place to search out workflow automations inside the platform or in case your present plan helps this characteristic.

It’s additionally a good suggestion to test if any third-party integrations, resembling Zapier, will work along with your current software program platform. This may be considerably cheaper and extra handy than switching over to a completely new HR platform.

4. Construct your automated workflows

When you’ve received your tech discovered, you can begin constructing your automations. The precise course of will range a bit based mostly on the onboarding platform you’re utilizing, however you’ll usually at all times have to set a set off and an motion.

A set off is the occasion that happens to provoke the automated motion. A standard set off could be an worker signing their provide letter or an worker’s begin date arriving. Then, the motion happens, that is the step that you really want the software program program to carry out when it registers the set off. For instance, a set off could be the worker signing their provide letter, and an motion may very well be sending a notification to IT to arrange their laptop and workstation.

5. Monitor the effectiveness of your onboarding automations

When you’ve created and applied your automated onboarding workflows, you’ll need to constantly monitor their effectiveness and tweak them as wanted. Pay attention to any bumps you or your group encounter, and you’ll want to evaluation and replace your onboarding automations repeatedly as your processes change. It’s additionally a good suggestion to solicit worker suggestions on their onboarding expertise.

Whereas workers gained’t essentially know what automations you may have in place, they will level out what labored effectively or didn’t all through the method, which might uncover some insights into the effectiveness of your automations.

Advantages of onboarding automation

Automating your onboarding course of can profit your group in a number of methods. Listed below are a number of to recollect as you think about implementing onboarding automations.

Streamlines the onboarding course of

A streamlined course of helps new hires full onboarding duties on time. Guide processes may cause delays, lengthen onboarding timelines, or create confusion.

Reduces the executive burden of onboarding

Worker onboarding can include loads of tedious administrative duties that eat up your group’s time, resembling manually sending emails, organising person accounts, filling out the HRIS and payroll profiles, and protecting observe of what paperwork has been returned. With onboarding automation, that point could be higher directed in the direction of the extra hands-on interpersonal facets of onboarding to offer a greater expertise in your new hires.

Improves the brand new rent expertise

Onboarding lets you make a powerful first impression along with your new rent. Offering a seamless onboarding course of is not going to solely assist them be higher ready to leap into their new roles, nevertheless it additionally lays the muse for higher worker engagement and satisfaction. Once you automate your onboarding, the important thing assets and data they should get began will arrive of their inbox in time for his or her first day, letting them begin off on the correct foot.

Reduces the chance of errors

Once you’re dealing with your whole onboarding processes manually, there’s room for errors or inconsistencies. You’ll be able to simply make a sort when manually inputting info from an worker’s onboarding types into one other system. You may additionally neglect a step and by chance depart an worker with out key info or a mandatory login throughout their first week.

Once you automate your processes, there’s a greater degree of consistency throughout each onboarding you carry out and a decrease chance of errors.

Examples of worker onboarding automations

Listed below are some examples of onboarding automations that you could arrange. Observe that automation capabilities can range by platform.

Scheduling orientation conferences

You’ll be able to automate the method of scheduling conferences in your new rent. Relying in your group’s orientation course of, you possibly can create workflows to schedule conferences with the worker’s supervisor, HR consultant, IT division, or their entire group for introductions.

Organising new worker accounts

Your new worker will want loads of new accounts. They’ll have to entry your payroll and time monitoring system, electronic mail, and sure some undertaking administration or inside messaging instruments. Relying in your chosen software program answer and the way it integrates with these different apps, you might be able to arrange an automation to create these accounts earlier than your new worker’s first day. This may be triggered once they return their signed provide letter or a set variety of days earlier than their scheduled begin date.

Sending onboarding job reminders

As a substitute of manually checking in on the completion of onboarding duties like paperwork completion or coverage acknowledgments, you possibly can set a notification electronic mail to exit at any time when a job is overdue. Construct a templated electronic mail or in-platform notification that will likely be triggered to exit at set instances (resembling when a deadline is approaching, when one thing is at some point late, and at ongoing intervals till it’s submitted).

Managing tools mailings

In case you’re hiring distant workers, you possibly can create a workflow automation to assist ship out tools earlier than their begin date. When a begin date is approaching, you possibly can create automations resembling pinging IT to ship tools and routinely producing a cargo label with the worker’s info for them to make use of.

Onboarding coaching assignments

Arrange customized workflows to assign the correct coaching programs based mostly on an worker’s location, function, and division. For instance, sure states have explicit coaching necessities for sexual harassment, meals dealing with, office security, and different areas which will range based mostly on the worker’s job.

Sending check-ins at 30, 60, and 90 days

You’ll be able to automate your suggestions course of by setting your worker onboarding software program to ship out a suggestions survey on the 30, 60, and 90-day mark after an worker has been onboarded. Guarantee that you’ve got the proper begin date recorded in your worker onboarding system or HRIS platform, and arrange a survey to routinely be despatched at any time when a brand new rent hits a type of three milestones.

Onboarding automation FAQs

What steps of the onboarding course of could be automated?

Steps resembling sending and monitoring onboarding paperwork, assigning coaching, organising accounts, and scheduling conferences could be automated. Onboarding automation can also be useful for sending pulse surveys and check-ins throughout and following the onboarding course of to gather suggestions.

What’s worker onboarding software program?

Worker onboarding software program refers to digital instruments designed to assist and streamline the worker onboarding course of. Usually, onboarding software program just isn’t a standalone answer, however is as an alternative a part of a extra well-rounded HR software program system.

Can worker onboarding be totally automated?

Whereas many steps within the worker onboarding course of could be automated with the correct expertise, a number of steps will nonetheless require a human contact. For instance, you possibly can automate the task of a mentor or new rent buddy or the scheduling of an preliminary group welcome assembly, however the conferences or communications that comply with shouldn’t be automated as you need to construct a real connection. Automation helps you save time on the paperwork and administrative steps, to offer you extra time for the extra interpersonal facets of onboarding.