Organizational Wellness

12 Onboarding Software Solutions for 2025

Last Updated Jan 28, 2025
Time to read: 11 minutes
Enhance your HR workflows with digital tools that simplify onboarding tasks, automate compliance tracking, and create a seamless start for every employee.

Imagine boarding a luxury cruise where nothing goes as planned. 

The boarding passes are misplaced, the luggage is scattered, and no one knows where to go. Frustrating, right? Now, picture your new hires feeling the same way on their first day at work — lost in a sea of paperwork and confusing processes.

First impressions matter, especially in the workplace. Employee onboarding sets the tone for an employee’s journey, making it a pivotal moment for engagement and retention. But with so many moving parts, even seasoned HR professionals can feel overwhelmed. That’s where onboarding software steps in, transforming chaos into a streamlined, welcoming experience.

Onboarding software simplifies the process by automating tasks and organizing documentation to ensure a smooth, engaging first day for both employees and managers. These 12 solutions can help you create a welcoming experience that sets new hires up for success.

What Is Onboarding Software? (And Why Do You Need It?)

Onboarding software is a digital solution designed to streamline and enhance the process of integrating new employees into an organization. This type of software automates many aspects of the onboarding journey, such as completing necessary paperwork, facilitating training, and providing access to key resources and tools. The goal is to make the onboarding experience seamless and engaging for new hires while improving efficiency and compliance for employers.

You can of onboarding software as the ultimate co-captain for HR teams. It’s a digital toolkit that helps new hires hit the ground running, transforming an overwhelming process into a structured, stress-free experience.

Onboarding software simplifies the integration of new employees into an organization by automating repetitive tasks and guiding both HR professionals and new hires through a cohesive onboarding plan. Some of the key features of these solutions include: 

  • Automated Task Management: Assign, track, and complete tasks efficiently without manual intervention.
  • Centralized Document Handling: Share and e-sign paperwork on a single platform, reducing clutter and increasing accessibility.
  • Compliance Tracking: Stay ahead of legal and regulatory requirements with built-in compliance tools.
  • Customizable Workflows: Tailor your hiring processes to match the unique needs of different roles, departments, or industries.
  • Training Modules: Provide resources for skill development and role-specific training during onboarding.
  • Feedback Tools: Gather insights from new hires to refine the onboarding experience with each new employee.

HR leaders who embrace onboarding software often find it dramatically reduces time spent on administrative tasks, freeing them to focus on strategic initiatives. By automating repetitive processes, these tools minimize errors and ensure that no detail is overlooked, even during high-volume hiring periods.

Beyond efficiency, onboarding software improves the new hire experience by delivering a polished, professional process that makes employees feel valued from day one. In short, its ability to streamline workflows and improve consistency has made this software an essential asset for organizations aiming to stand out in competitive job markets.

Types of Onboarding Software

Not all onboarding software is created equal. With options tailored to everything from business size and industry to specific needs, HR leaders have plenty of choices to consider. Understanding these categories can help narrow down the right solution for your organization.

By Business Size

Every organization has unique needs, and onboarding software designed for different business sizes reflects this. Whether you’re a small business looking for simplicity or a large enterprise managing complex workflows, there’s a solution to match your scale.

  • Small Businesses: Designed to handle straightforward processes, these platforms often focus on affordability and ease of use. Examples include simple document management tools and automated task lists.
  • Mid-Sized Organizations: Mid-tier platforms often offer more robust features, like integration with existing HR systems and workflow customization. They may even include training modules for core job tasks.
  • Enterprise Solutions: For larger organizations, enterprise-level software supports complex processes and advanced analytics to manage hundreds or thousands of employees across multiple locations.

By Industry Needs

Different industries demand different features in their onboarding tools. From regulatory compliance to mobile-friendly capabilities, industry-specific software makes sure your organization’s requirements are met.

  • Healthcare: Onboarding software tailored to the healthcare industry often emphasizes compliance tracking, credential verification, and HIPAA adherence.
  • Technology: Platforms for tech organizations may prioritize seamless integration with IT systems or security features. 
  • Retail and Hourly Workforces: These solutions often focus on rapid onboarding, mobile access, and tools for scheduling or shift management.

Niche Solutions for Specialized Needs

Sometimes, general-purpose onboarding software doesn’t quite cut it. That’s where niche solutions step in, catering to specific hiring challenges like remote onboarding or high-volume seasonal hiring.

  • Remote Onboarding: Perfect for organizations with distributed teams, these platforms include virtual training tools, e-signatures, and digital communication features.
  • Hourly or Seasonal Worker Onboarding: These options streamline the process for high-volume, short-term hires, with features like bulk onboarding and simple task automation.

By identifying the unique needs of your organization, you can narrow down your search and invest in a platform that fits like a glove.

The Top 12 Onboarding Software for 2025

Choosing the right onboarding software can feel like wading through endless possibilities, but this curated list of the top solutions simplifies the decision-making process. Each option offers specific features to help HR leaders streamline onboarding and enhance the employee experience.

  1. BambooHR

  • How It Makes Your Life Easier: BambooHR turns the onboarding process into a breeze with customizable workflows and automated notifications.
  • Key Features: Tailored new hire packets, e-signatures, and document tracking, automated reminders for task completion.
  • Starting Price: $108 per month for 20 employees, plus $5.40 per additional employee.
  • Free Trial: Yes, available upon request.

  1. ClearCompany

  • How It Makes Your Life Easier: A talent management powerhouse, ClearCompany excels at streamlining paperwork and integrating applicant tracking with onboarding.
  • Key Features: Smart forms with pre-filled data, compliance tools for tax verification and background checks, performance management integration
  • Starting Price: Contact for custom pricing.
  • Free Trial: Yes, includes a demo option.

  1. WorkBright

  • How It Makes Your Life Easier: WorkBright’s mobile-first design makes onboarding accessible and paperless, perfect for busy HR teams and employees on the go.
  • Key Features: Mobile-friendly interface for remote onboarding, digital I-9 completion and fingerprint signatures, workflow automation for high-volume hiring.
  • Starting Price: Starts at $158 per month for up to 100 employees.
  • Free Trial: Demo available upon request.

  1. Deel

  • How It Makes Your Life Easier: Deel simplifies global hiring with features tailored for international compliance, payroll, and contractor management.
  • Key Features: Pre-built contract templates, localized benefits, and payroll options.
  • Starting Price: $599 per month for comprehensive international packages.
  • Free Trial: Yes, includes a 30-minute demo.

  1. GoCo

  • How It Makes Your Life Easier: GoCo offers a customizable and integrative platform to make HR workflows seamless, from onboarding to benefits management.
  • Key Features: Digital offer letters with e-signatures, integrations with benefits brokers, and Zapier integration for access to thousands of apps.
  • Starting Price: $5 per employee per month.
  • Free Trial: Demo available upon request.

  1. Rippling

  • How It Makes Your Life Easier: Perfect for global and remote teams, Rippling combines onboarding tools with secure employee data management.
  • Key Features: Single sign-on and password management, employee device setup and monitoring, background checks, and e-documentation.
  • Starting Price: $8 per employee per month.
  • Free Trial: Demo available, no free trial.

  1. iSpring Learn

  • How It Makes Your Life Easier:learning management system (LMS) tailored for onboarding, iSpring Learn offers interactive courses and training tools to go along with onboarding paperwork.
  • Key Features: Customizable onboarding modules, progress tracking, and assessments, engaging course content for new hire training.
  • Starting Price: $2.83 per employee per month (billed annually).
  • Free Trial: 30-day free trial available.

  1. Workday

  • How It Makes Your Life Easier: Workday is a cloud-based solution with end-to-end talent management and onboarding features for organizations of all sizes.
  • Key Features: Integrated hiring and onboarding workflows, advanced analytics, and reporting tools.
  • Starting Price: Contact for a custom quote (estimates start at $99 per user per month).
  • Free Trial: Request a free trial for Workday Adaptive Planning.

  1. Namely HR

  • How It Makes Your Life Easier: Namely provides customizable templates and task lists for a more tailored, efficient onboarding process.
  • Key Features: Personalized welcome messages, data collection and compliance tracking, and task lists for streamlined workflows.
  • Starting Price: Estimated $12 to $16 per employee per month.
  • Free Trial: No free trial, but a demo is available.

  1. ADP Workforce Now

  • How It Makes Your Life Easier: This cloud-based HR platform allows new hires to complete training and paperwork before their first day.
  • Key Features: Pre-start onboarding workflows, new hire checklists and video introductions, payroll and benefits integration. 
  • Starting Price: Estimated $62 per month.
  • Free Trial: Demo available, no free trial.

  1. UltiPro

  • How It Makes Your Life Easier: UltiPro is a mobile-friendly human capital management, or HCM, platform offering social tools for new hires to connect with team members before starting.
  • Key Features: Goal-setting for new employees, social and team-building features, and paperless documentation.
  • Starting Price: Contact for custom pricing.
  • Free Trial: Demo available, no free trial.

  1. iSolved

  • How It Makes Your Life Easier: iSolved Offers highly customizable HR tools to transition new hires smoothly from recruitment to employment.
  • Key Features:Automated workflows and task assignments, paperless document handling, customizable features tailored to HR needs.
  • Starting Price:Pricing depends on features; typically around $17 to $25 per employee per month.
  • Free Trial: Demo available upon request.

This table offers a quick breakdown of the highlights for these 12 top onboarding software solutions.

Software

Key Features

Starting Price

Free Trial

BambooHR

  • E-signatures
  • Task automation
$108/month for 20 usersYes

ClearCompany

  • Smart forms
  • Compliance tools
Custom pricingYes

WorkBright

  • Mobile-first
  • Digital I-9
$158/month (100 employeesYes (demo)

Deel

  • Global payroll
  • Compliance tools
$599/monthYes (demo)

GoCo

  • Digital offers
  • Zapier integration
$5/employee/monthYes (demo)

Rippling

  • Device management
  • SSO
$8/employee/monthDemo only

iSpring Learn

  • Customizable training courses
$2.83/employee/monthYes (30-day trial)

Workday

  • Advanced analytics
Est. $99/user/monthYes (request trial)

Namely HR

  • Task lists
  • Welcome messages
$12-$16/employee/monthDemo only

ADP Workforce Now

  • Pre-start workflows
  • Compliance tools
Est $62/monthDemo only

UltiPro

  • Social features
  • Goal setting
Custom pricingDemo only

iSolved

  • Customizable workflows
  • Automation
Per employee/monthDemo only

 

How to Choose an Employee Onboarding Software

Selecting the right onboarding software is like finding the perfect pair of shoes — it needs to fit your organization’s needs while offering comfort and reliability. With so many options on the market, narrowing down your choices can feel like a time-consuming task until you break it into smaller steps. By focusing on key features and tailoring the solution to your organization’s requirements, HR leaders can find a platform that works seamlessly.

Key Features to Look For

When evaluating onboarding software, certain features stand out as essential for an efficient and smooth experience. Some of the main features to keep in mind are:

  • Integration Capabilities: Ensure the software connects seamlessly with existing systems, such as payroll and benefits, or talent management platforms.
  • Progress Tracking Tools: Dashboards that let you monitor onboarding tasks and deadlines at a glance can keep your team on track.
  • Ease of Use: Intuitive platforms are easier for both HR professionals and new hires to adopt, reducing frustration and improving efficiency.

Tailoring to Your Organization’s Needs

Every organization is different, and the right onboarding software should reflect your specific goals and challenges.

For smaller businesses, simplicity and affordability are key, with platforms offering straightforward features like automated task lists and basic document management. Mid-sized organizations may require more advanced tools that include training modules and integrations with existing systems. For larger enterprises, scalability and analytics become especially important as they allow you to handle complex workflows and large employee volumes.

The industry also matters. Healthcare organizations might prioritize compliance tools for credential tracking and HIPAA adherence, while tech companies often need platforms that integrate with their IT systems. Remote teams, meanwhile, benefit from features like virtual document signing and video onboarding.

Budget Considerations

Pricing models vary widely, from per-user subscriptions to tiered plans based on the size of your organization. Free trials or demos can be a great way to test the functionality of a platform before committing if they are offered. Of course, platforms that align with your hiring volume and growth trajectory offer the highest long-term value.

Practical Tips for HR Leaders

  • Think Long-Term: Choose a platform that can grow with your organization, adapting to increased employee counts or evolving processes.
  • Gather Feedback: Seek input from colleagues or employees who have used similar tools to uncover practical insights.
  • Test Drive: Take advantage of free trials or demos to see how the software fits with your workflow and employee needs.

With the right onboarding software, HR leaders can streamline processes and reduce stress, which often means a stellar first impression for every new hire.

The way that companies approach onboarding is shifting, and staying ahead of the curve is essential for HR leaders. These trends are shaping the future of employee onboarding in 2025 and beyond.

  1. AI-Powered Onboarding

Artificial intelligence is transforming hiring by personalizing training and providing real-time support through AI-driven chatbots. These tools can answer employee questions and guide them through tasks. They can even recommend training modules tailored to their roles.

  1. Mobile-First Onboarding

As remote and hybrid work becomes the standard, mobile-first solutions are becoming indispensable. Platforms that offer fully mobile-friendly interfaces allow new hires to complete onboarding tasks (like signing documents) and access training materials from their smartphones or tablets — anytime, anywhere.

  1. Personalized Onboarding Experiences

One-size-fits-all onboarding is a thing of the past. Recent software focuses on adapting the onboarding journey to each employee’s role or department, as well as their career goals. Personalized workflows and content can help every new hire feel valued and supported.

  1. Gamification and Interactive Elements

Gamified onboarding makes the process more engaging by incorporating elements like quizzes, badges, and leaderboards. These features may help motivate new hires to complete training and familiarize themselves with company policies in a fun and interactive way.

As these trends gain traction, organizations that embrace them will create onboarding experiences that exceed employee expectations, paving the way for greater engagement and retention.

Support Wellbeing From Day One

A strong onboarding process is about much more than mere compliance or efficiency; it’s an opportunity to prioritize employee wellbeing from day one. With 89% of employees saying they’ll only consider companies that emphasize wellbeing when job hunting, onboarding becomes a critical moment to showcase your commitment to a positive work environment.

Onboarding software streamlines processes, but pairing it with wellness initiatives sets the stage for long-term engagement and retention. By integrating wellbeing into the onboarding experience, organizations create a foundation of trust and care that helps new hires feel valued from their very first day.

Talk to a Wellhub Wellbeing Specialist to discover how you can start building a healthier, happier workplace today.

Company healthcare costs drop by up to 35% with Wellhub*

See how we can help you reduce your healthcare spending.

Talk to a Wellbeing Specialist

[*] Based on proprietary research comparing healthcare costs of active Wellhub users to non-users.

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Wellhub Editorial Team

The Wellhub Editorial Team empowers HR leaders to support worker wellbeing. Our original research, trend analyses, and helpful how-tos provide the tools they need to improve workforce wellness in today's fast-shifting professional landscape.


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