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10 Simple Steps to Automated Employee Onboarding Process for Efficiency and Productivity

January 2023
10 Simple Steps to Automated Employee Onboarding Process for Efficiency and Productivity

Onboarding new employees can be a tedious process for HR teams. From paperwork and compliance to training and onboarding activities, the process can take weeks or even months to complete. However, with the use of automated onboarding procedures and HR tools, the process can be more efficient. In this guide, we will walk you through 10 steps to setting up an automated onboarding process that will save your HR team time and improve the onboarding experience for your new employees.

Let’s dive into these steps and bring your onboarding to the next level!

Step 1: Define Your Onboarding Goals and Objectives

Before you begin automating your onboarding process, you should define your goals and objectives. It means determining which tasks and activities need to be automated and what can be left as manual processes. For example, you might want to automate paperwork and compliance tasks but leave the training and onboarding activities as manual processes.

If you want to learn more about why automated onboarding is important, here is a blog post for you.

Step 2: Identify Your Onboarding Processes

After determining your goals and objectives, it's essential to pinpoint the processes that require automation. This can encompass paperwork and compliance measures, such as I-9 forms and background screenings. In addition to activities related to training and onboarding, including sending out welcome emails and arranging orientation sessions.

Step 3: Choose the Right HR Tools

There are a variety of HR tools and software available that can help you automate your onboarding process. Some popular options include HR management software like Pipedrive, PandaDoc, and Podio. These tools can help you automate paperwork as well as manage employee information and training.

Step 4: Create Automated Procedures

Once you have chosen the right HR tools, you can start creating automated procedures. Setting up automatic email notifications for paperwork and compliance obligations can help a lot, as well as automated training and onboarding activities.

Step 5: Test Your Automated Procedures

Make sure to test your procedures before you start using them live. Sending out test emails or doing test orientation sessions could help a lot and avoid mistakes.  

Step 6: Train Your HR Team

Don’t forget to train your HR team on how to effectively use the HR tools and automated procedures. Learn how to put in employee information, plan orientation sessions and send automated emails.

Step 7: Roll Out Your Automated Onboarding Process

When your automated procedures have been tested and your HR team has been trained, and everything is fine, you can roll out your automated onboarding process. If any issues arise or if something isn't working correctly, then correct errors accordingly to ensure a smooth transition into their new role at the organization!  

Step 8: Monitor and Measure Your Automated Onboarding Process

It is necessary to assess the performance of the automated onboarding process after its implementation to ensure it is functioning optimally. By regularly evaluating the performance of the automated onboarding process, you can make any necessary adjustments and fine-tune the process to make it even more efficient and effective.

Step 9: Adjust as Needed

If you find that your automated onboarding process is not working as you wanted, you need to adjust. For example, modifying the automated procedures or choosing different HR tools could make a huge improvement.

Step 10: Continuously Improve and Update Your Automated Onboarding Process

Bear in mind, that your automated onboarding process is not a one-time implementation, it's a continuous effort. Such as laws and regulations change, you should ensure that your onboarding process remains compliant. You can guarantee that your new workers have a seamless onboarding experience by constantly enhancing and upgrading your automated onboarding process.

Start working with automated employee onboarding today

In conclusion, automating your employee onboarding process can benefit your HR team and new employees. By following the above 10 steps, you can organize the process and create an efficient and effective onboarding experience. With automated procedures and HR tools, paperwork and compliance tasks can be handled more quickly and efficiently, allowing HR team members to focus on more significant tasks such as training and onboarding activities. Lastly, new employees will have a more positive onboarding experience and will be able to start contributing to your organization more quickly.

Book a call with us for an automated onboarding process!

10 Simple Steps to Automated Employee Onboarding Process for Efficiency and Productivity

10 Simple Steps to Automated Employee Onboarding Process for Efficiency and Productivity

Cloud Integration, iPaaS, SaaS, BPA… Ough, hard to keep track of all these terms. They are currently used frequently (and increasingly) in the context of automation, and it is sometimes difficult to make a clear distinction and distinction. We have already written blog posts on the terms iPaaS, SaaS and BPA, but we’ll take them up again here to make the difference.

But let’s start with cloud integration, because that’s the central umbrella term in which we embed all the other technologies in this blog post.

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What does Cloud Integration mean?

What does Cloud Integration mean?


  • Is available in real time
  • Can be accessed from almost anywhere
  • Reduce potential sources of error by entering the same data multiple times
  • Require less installation and maintenance
  • Can optimize business processes

Arrange a free cloud integration consultation now

To illustrate these advantages, an example is suitable that we know well from our everyday work as an automation agency:

The central data to be used here is the data of a major customer. This can be the simplest information, such as the address. This address is required in numerous but completely different processes in the company: on the one hand, for correct invoicing in accounting. On the other hand, in the CRM system, where all the data of the large customer is also stored. But the address is also important in sales, for example, when employees go to the sales meeting on site.

Now the customer announces that the address of the company has changed after a move. This information will reach you by e-mail. There are now two options:

01. The e-mail is forwarded to all affected departments, accounting, sales, customer service, marketing… All persons open their corresponding program, CRM, accounting software, marketing tools (such as newsletter marketing) and change the data already stored there of the customer. This means that in multiple applications, different people do exactly the same thing: change one address.

02. But there is also an alternative: By connecting your applications, thus by integrizing them, the customer’s e-mail, or rather the information it contains about the address change, is automatically passed on to all affected applications: CRM, accounting, marketing, ERP. This does not require any clicks, because the cloud integration detects a trigger, i.e. address change, and thus automatically starts the process.

What sounds unimpressive in a single process becomes more effective when such a process occurs several times a day or weekly. Because there is a lot of data that is available in different applications and should always be correct. If these applications are cloud applications they are suitable for cloud integration.

But cloud integration doesn’t just happen. There are now a variety of applications that enable and implement this. Such tools usually allow us to link the relevant cloud applications on a central platform and define clear rules on when, how, where, how much data should be passed on and what happens to them.

IPaaS, SaaS, BPA, ABC – who can still see through it?

To realize cloud integration, there are various applications and technologies that are sometimes used interchangeably.

We have made a first distinction between iPaaS and BPA here.

We explain the term SaaS in more detail here.

Here the short version, again:
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Cloud integration cannot be done without SaaS, iPaaS and BPA

Cloud integration is rather an umbrella term that includes numerous technologies, such as SaaS, iPaaS and BPA, and this is also absolutely necessary. Cloud integration is a concept that is made possible by appropriate technologies.

However, all terms share the commonality that they are cloud-based and thus offer enormous potential for growth and scaling. In addition, they are often cheaper to implement and maintain because changed requirements are easy to implement.

As an independent automation agency, we implement cloud integration according to your requirements. We use a variety of SaaS tools and iPaas (strictly speaking BPA) software. Together we find individual solutions that are flexible and scalable.

Arrange a free cloud integration consultation now

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We advise you independently and offer our expertise.
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Automation consulting. Automate. Improve. Succeed.

We advise you independently and offer our expertise.