20 of February, 2025

Over the course of the day, the Human Resources department must face multiple tasks. Therefore, it’s increasingly common to automate as many processes as possible. This includes the possibility of implementing automated onboarding.

The onboarding process for companies is of great importance when new workers arrive, especially when they are remote. This helps them feel supported by the company, allowing them to adapt to our corporate culture more easily.

If you’re wondering, how can I implement automated onboarding to improve the effectiveness of your organization? Here we bring you the answer.

What is automated onboarding

The welcoming process for new additions to your organization is essential, especially when it comes to remote workers. Therefore, it is important to appropriately welcome the new team members.

Automated onboarding ensures that the adaptation process to your organization is executed simply and comfortably. This ensures appropriate and suitable adaptation for each person on the team. This way, they can start their tasks easily from the beginning.

Advantages of having automated onboarding

More and more processes are being automated at all levels of society, as this helps to increase performance and reduce costs. The same is also happening in the field of Human Resources where more and more processes are being mechanized.

But why should you have automated onboarding in your company? Here are some of the benefits of using it:

The main advantage is the reduction of costs and time required to carry it out.
It improves availability and provides more confidence, also increasing labor productivity.
It streamlines and simplifies the Human Resources process and hiring.
It ensures an always updated, uninterrupted and reliable service.
It allows large-scale tracking of objectives.

Steps to create automated onboarding

With the evolution of the digital workspace and the growing popularity of telecommuting, the functioning of the onboarding process has changed a lot. Therefore, to create automated onboarding, the following steps should be undertaken which we will explain below.

Establish the checklist for quality onboarding

Many companies have a welcome manual for the employee with all the aspects to deal with. When making the automated onboarding checklist, you must decide each of the welcome steps to follow.

In these cases, business onboarding software can facilitate this task so that none of the points to be made are overlooked. With this checklist, you can know at what point the new worker is.

When you want to achieve digital onboarding, you simply make the list and the worker will check off each of the points as they pass them.

Contact the future employee

The first thing that should be done between the period of personnel selection and the worker’s incorporation is to send the new member all the information about what they will need for an effective incorporation.

Depending on the entity, certain materials may be required for work. Similarly, the company must establish what materials it will provide to the worker. Some of the elements necessary to design an automated onboarding are:

A company computer and/or mobile.
Company manual.
Access to corporate email.
Welcome pack.

In this way, you want to ensure that the new member knows more about the organizational culture, thus facilitating their adaptation.

Automate previous paperwork

Before the incorporation takes place, it is interesting to resolve the Human Resources paperwork. For this, you can automate some processes such as signing the contract or legal documents, scheduling them.

In this context, digital signatures can be a great ally that accelerates procedures to advance in automated onboarding.

Schedule meetings

When someone new arrives, they must get to know both their colleagues and their superiors. Therefore, it is interesting, especially in the case of staff members who telecommute, to have a time to meet.

So, for digital onboarding, you have to establish what the necessary meetings are based on the department and the tasks that person will perform. In the same way, you have to send a calendar with tasks, goals and projects to be carried out.

Schedule a follow-up of the digital onboarding process

From the very beginning, possible encounters with the employee should be arranged to see how they perform. Usually, the first meeting when they have been in the company for about a week or 10 days.

The second can be held when the worker has been on board for a month. In the long term, it is advisable to have one every quarter, to check how they are progressing.

Once a period of adaptation to our organization has passed, the performance evaluation of the employee should be carried out. To carry out all these tasks, it is advisable to use HR software like Sesame HR’s.

Tips for automated onboarding

Getting automated onboarding that works can be tricky. Therefore, here are some keys to ensure success in your company:

Always automate keeping the human touch in mind, especially in remote work situations. Sometimes, new hires need a push to get in touch with their colleagues and know who to address for each topic.
Follow the process and if necessary, adapt it. Each person is a world, so you should follow how learning and adaptation develop, providing each person with the necessary support.
Measure the overall efficiency of your digital onboarding at the end of this process, to see if it’s working or not and change anything that causes problems.
Integrate digital onboarding software into the rest of the existing systems, helping the new employee to start working soon and adapt to the new situation. This means they don’t have to open several applications a day simplifying the task.

What are you waiting for to put into practice your automated onboarding process? If you have more questions about the topic, at Sesame HR we have guides and blog articles that can help you automate your processes with the help of HR software.

Customer-oriented, both internally and externally, specializing in the definition and implementation of HR policies, as well as talent management, recruitment, and retention. Strong leadership, communication, negotiation, organization, and team coordination skills. Over 12 years of experience in Human Resources.

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iriserrador

HR Content Specialist

How to perform automated onboarding for new employees