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PortugalOnboarding
What tools does a HR department use for onboarding?
Learn about the necessary tools for successful digital onboarding in any company. Continue reading this article.
Marcos Lopez
HR Consultant
18 of February, 2025
The way a company manages the onboarding process says a lot about it. In the 21st century, digital onboarding takes center stage. Digital onboarding tools will be our best ally.
An onboarding process is not something we can leave to chance or improvisation. The Human Resources team must follow the established path for welcoming new employees.
Types of tools for onboarding
Each company has its own way of managing onboarding. However, the use of digital onboarding tools is common to all of them. The reason? These tools help us speed up and automate the process.
Another reason to use onboarding tools is that they facilitate access to information. In this way, the worker quickly resolves the usual doubts of the first days.
They allow us to access the same information from any device. Even before starting the job, he/she will be able to consult it.
Onboarding planning tools
We can’t emphasize enough the importance of planning the onboarding. For this, we have a series of tools to help us in this task.
The onboarding checklist is one of the most interesting resources. With them, we make sure we don’t overlook any detail.
Another onboarding planning tool are planning and management apps. Among other things, they allow us to assign tasks and supervisors to the onboarding process.
For example, HR can assign a mentor to accompany new workers. They allow us to control the development of the process.
Digital signature tools
The exchange of documents is a classic part of any onboarding. And among the digital onboarding tools that help us with this are digital signature tools.
They speed up the administrative and legal procedures of onboarding. They facilitate the signing of all documents.
Let’s remember that electronic signatures have the same legal validity as a physical signature. And they are completely safe. This way, we ensure that on the first day of work, the new employee has signed the contract.
In addition, we avoid having to make several physical copies as the documents circulate online. We also save on printing, saving on paper and printers. We can eliminate unnecessary expenses.
Digital onboarding tools integrated into an HR software
Our Human Resources software is also an excellent resource to manage the onboarding process.
Solutions like Sesame HR allow us to integrate checklists and the tracking of additions. We can also use them as a document manager and digital signature.
Another advantage of Sesame HR for onboarding are the one to one meetings. This function allows us to track individual meetings.
The one to one tracking allows us to note the needs, doubts or questions of our new employees.
Learning Management Systems
Finally, we have to talk about learning management systems. Often times, the onboarding process comes with a little training.
These tools precisely help us to offer such training. It can be individual or group training when several people join the company at once.
Among the learning tools, we have the employee manual. A document that we should send to workers before they join.
You can also include software guides or the company’s systems. Even some companies opt for training through videos.
Tips for using the tools
One of the keys to a successful onboarding is closeness with the new worker. The first few days are never easy as we give them a lot of information. No matter how many tools we have, they won’t work if we don’t show that closeness. It’s important to have someone next to the new hire.
Another key tip for the use of digital onboarding tools is to adjust them to each type of onboarding. Depending on the modality you choose, you will need different resources. These are the three types of onboarding:
- Digital onboarding. It’s developed exclusively online. It’s ideal for remote workers or for future hires who are still in their previous job.
- On-site or face-to-face onboarding. This is the conventional onboarding. The new worker goes to the company’s facilities to sign the contract and receive the initial training.
- Semi-onboard onboarding. We can offer digital documents to workers. This way, they arrive on the first day with some of the tasks already done.
The use of digital onboarding tools must also follow the principles of the company culture. Keep in mind that onboarding is one of the first contacts our organization has with new employees.
Finally, we have to talk about the importance of integrating onboarding tools. Having HR software like Sesame HR makes things much easier.
This is not just about onboarding, but also about day-to-day matters. For example, time control or vacation management.
The worker will have all the answers in one place. Also, he or she can access the information from anywhere. We also try to make things easy for employees.
Want to know more about digital onboarding tools? In the blog of Sesame HR, myriad contents await to help you better manage the welcome process.
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I'm Isabel, HR consultant at Sesame HR. Book a meeting with my team to help you.