20 of February, 2025

Being the new one is never easy, that’s why more and more entities want to offer a great welcome to new additions. For this, it is important to know how to create a quality digital onboarding process.

If you don’t know how to conduct a company onboarding, here we provide all the necessary information for it. Do you want to know more? Keep reading!

What is a digital onboarding process

Before explaining how to conduct a digital onboarding, it is worth explaining what it means. The term onboarding refers to the process of initially introducing employees to the company.

This process, which in Spanish would mean something like “getting on board”, refers to the process by which employees get “on board” our corporate ship.

The idea is that the newcomers not only adapt to the company’s processes, but also integrate into the team. That is, they incorporate our corporate culture. In this way, turnover rates are reduced and productivity is improved.

What is the purpose of digital onboarding?

Currently, teleworking has been established as one of the most common forms of work decentralization. The entity may have collaborators in other countries or several freelancers. This makes the welcome to the company more difficult.

To combat this, more and more companies opt for a digital onboarding process. With it the new employee can align themselves with the entity’s values and facilitate their adaptation to the new company.

To achieve this goal, certain key aspects cannot be missing that allow employees to:

Learn internal policies: on the first day of work, it is advisable for the new worker to know the internal regulations that are related to their position.
Integrate the company’s philosophy: it is necessary that those who form the workforce know the corporate culture from the first moment. This makes it easier for them to align more easily.
Learn their functions and responsibilities in a clear way. They should also be shown the tools they have at their disposal and how to use them.
Identify the positions of each worker: each person should know what position they hold in the company’s organization chart and what positions are within it. One way to do this is to attach a diagram of our organization in the welcome manual.

How to create an online onboarding

If you want to know how to create an effective and quality onboarding, you can follow several steps to establish a proper plan for it.

In the online onboarding process several stages can be distinguished:

1. Establish the process

Before incorporating the new employee or collaborator, some necessary aspects must be managed to avoid setbacks. Some of the documents necessary to start the online onboarding process are:

Collect the necessary documentation through email or some platform. These can include the Social Security number or bank details.
Send the company’s employee manual for them to review and sign the confidentiality agreement.
Prepare the workspace or online tools that will be needed. Access to the internal communication tools that users will use is fundamental, providing the new addition with the user.
Repeat the same process with other productivity tools or employee training, in addition to giving them a new business email address.
Another aspect to consider is preparing time control. This must be included in the entity’s welcome manual, as it will allow workers to sign in like any other.
Provide all the necessary reading material for new additions that is required, such as the organizational chart or the company’s corporate culture. Many times it is included in the employee manual.

In the same way, if you have brand material, you can send a kit to the new employee at home, as well as inform the rest of the members of their welcome. Without a doubt, it is one of the latest trends to strengthen this bond from the first day, especially when it is remote.

2. Plan the first day

On the first day of work, you have to explain to the new collaborators during the online onboarding process some of the factors that they probably don’t know and with which they should be familiarised. For this first contact we can opt for:

Give employees all the necessary information, such as the dress code, what time to arrive, or what to bring.
Notify the rest of the team so that they greet the new employee upon arrival.
Hold a lunch or meeting and take a tour of the office, or the online tools to use in case it is digital.
Hold a meeting with management and the new worker, with the aim of explaining what is expected of them, how the department is structured or to resolve some doubts.
Assign a new mentor to guide them and indicate who are the people with whom they will work more closely.
Give the new hire a “30-day plan” with all the necessary information for the first month.

3. Execute the process online

The first week of work provides a lot of information. It also provides us with more knowledge about the employee, allowing us to learn more about their skills.

Once you know how to conduct an online onboarding you can teach new additions and managers to recognize different personalities at work.

Similarly, you can assign the first project so that they feel more comfortable in their role. Another option is to conduct a performance evaluation of the employees and set goals for the same during the first month of work.

To make this efficient, constant follow-up should be given and results evaluated, until it is seen that the employee has integrated.

Tips on how to create an online onboarding

Don’t you know how to conduct an effective onboarding? At Sesame HR, we have a platform for its management that will speed up this process. Some tips when conducting them are:

Have a checklist of all the aspects that our company needs to consider to complete the welcome process. A task list eases the control of each and every one of the issues.
Include follow-up meetings with new workers. This way it is easier for the employee to express their impressions as they would physically. These meetings can provide documentation, permits and access to daily information.
Provide the welcome manual or company welcome manual. A document with which to give the employee a welcome message at the same time they are informed about the history of the organization, schedules, occupational risk prevention, or procedures to perform.

Once you know how to conduct an online onboarding, it’s your turn to implement it in your company. If you need more information about other HR-related topics, in the Sesame HR blog you will find all you need. We are your HR software of choice.

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

Process for conducting digital onboarding from HR