What’s worker onboarding automation?

Worker onboarding automation streamlines duties similar to paperwork, coaching assignments, and conferences. That is usually finished by onboarding software program techniques or basic HR software program platforms. These tech options are additionally an effective way to handle distant onboarding.

For instance, Rippling lets you create personalized workflows for onboarding to tailor the method to your organization’s wants. You possibly can arrange particular triggers in order that when a sure motion is taken, similar to returning the signed supply letter, a follow-up motion or notification is initiated.

Easy methods to automate onboarding

1. Evaluation 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, discuss with that and double-check that it’s up-to-date and aligned along with your present processes.

2. Resolve which onboarding processes you need to automate

Have a look at your onboarding course of and think about the place it’s possible you’ll profit from automations. Not each step in your onboarding workflow must be automated, however it’s possible you’ll discover that sure areas are notably time-consuming and burdensome in your group and needs to be a prime precedence for automation.

3. Consider your onboarding software program capabilities

For those who’re utilizing an HR software program system with onboarding capabilities, it’s possible you’ll have already got the required technical instruments to construct your automations. Evaluation your present software program’s capabilities, and get in touch with the seller for assist in case you’re not sure 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 verify if any third-party integrations, similar to Zapier, will work along with your present software program platform. This may be considerably cheaper and extra handy than switching over to a wholly new HR platform.

4. Construct your automated workflows

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

A set off is the occasion that happens to provoke the automated motion. A typical set off is likely to be an worker signing their supply 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 will be the worker signing their supply letter, and an motion may very well be sending a notification to IT to arrange their pc and workstation.

5. Monitor the effectiveness of your onboarding automations

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

Whereas workers received’t essentially know what automations you’ve got in place, they will level out what labored nicely 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 could cause delays, prolong onboarding timelines, or create confusion.

Reduces the executive burden of onboarding

Worker onboarding can include numerous tedious administrative duties that eat up your group’s time, similar to manually sending emails, establishing consumer accounts, filling out the HRIS and payroll profiles, and preserving monitor of what paperwork has been returned. With onboarding automation, that point might be higher directed in the direction of the extra hands-on interpersonal features 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 won’t solely assist them be higher ready to leap into their new roles, but it surely additionally lays the muse for higher worker engagement and satisfaction. If 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 precise foot.

Reduces the probability of errors

If you’re dealing with all your onboarding processes manually, there’s room for errors or inconsistencies. You possibly can simply make a sort when manually inputting data from an worker’s onboarding types into one other system. You may additionally neglect a step and unintentionally go away an worker with out key data or a mandatory login throughout their first week.

If you automate your processes, there’s a larger stage of consistency throughout each onboarding you carry out and a decrease probability of errors.

Examples of worker onboarding automations

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

Scheduling orientation conferences

You possibly can automate the method of scheduling conferences in your new rent. Relying in your group’s orientation course of, you may 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 numerous new accounts. They’ll must entry your payroll and time monitoring system, electronic mail, and certain some undertaking administration or inside messaging instruments. Relying in your chosen software program answer and the way it integrates with these different apps, you could possibly arrange an automation to create these accounts earlier than your new worker’s first day. This may be triggered once they return their signed supply letter or a set variety of days earlier than their scheduled begin date.

Sending onboarding job reminders

As an alternative of manually checking in on the completion of onboarding duties like paperwork completion or coverage acknowledgments, you may set a notification electronic mail to exit every time a job is overdue. Construct a templated electronic mail or in-platform notification that might be triggered to exit at set instances (similar to when a deadline is approaching, when one thing is someday late, and at ongoing intervals till it’s submitted).

Managing gear mailings

For those who’re hiring distant workers, you may create a workflow automation to assist ship out gear earlier than their begin date. When a begin date is approaching, you may create automations similar to pinging IT to ship gear and robotically producing a cargo label with the worker’s data for them to make use of.

Onboarding coaching assignments

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

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

You possibly can 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 right begin date recorded in your worker onboarding system or HRIS platform, and arrange a survey to robotically be despatched every time a brand new rent hits a kind of three milestones.

Onboarding automation FAQs

What steps of the onboarding course of might be automated?

Steps similar to sending and monitoring onboarding paperwork, assigning coaching, establishing accounts, and scheduling conferences might 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 might be automated with the precise expertise, a number of steps will nonetheless require a human contact. For instance, you may 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 observe 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 features of onboarding.