Best Onboarding Software of 2026

Here's what we'll cover:

What you need to know about onboarding software

What is onboarding software?

Essential features of onboarding software

Benefits and competitive advantages of using onboarding software

How to choose the best onboarding software for your business

Software related to onboarding software

More resources for your onboarding journey

What you need to know about onboarding software

Gartner research shows that 83% of HR leaders say they struggle to find enough talent with the skills they need. [1] Once a new hire is found, it’s crucial to ensure a successful onboarding to help your newly hired associates stay excited and motivated.

To give you an idea of the market, we have over 500 different onboarding vendors on our site, and we’ve published more than 11,000 reviews for onboarding products in the past year alone. Especially for fast-growing companies, it’s not a question of whether or not you should have an onboarding system in place; the question is what kind of onboarding system you need.

Factors like pricing will obviously have a big impact on this answer. Most onboarding solutions on the market are priced on a "per month" subscription basis, and their entry-level pricing plans average around $79 per month. [2] 

First-time buyers should begin evaluating with a budget, number of users, number of associates that need to be onboarded, specific use cases, and necessary integrations in mind. Ensure you’ve consulted with stakeholders on a list of critical questions to help you evaluate systems based on your needs, such as:

• Does the software automate key onboarding tasks, such as sending offer letters, collecting paperwork, and scheduling training?

• Does it offer customizable workflows to match our specific onboarding process?

• Is the software user-friendly for both HR staff and new hires?

• How is employee data protected and encrypted?

• What is the implementation process like, and what level of support is provided?

• Can the software scale to accommodate our future growth and hiring needs?

• Does the vendor offer regular updates and new features?

Because there are so many different vendors, choosing the right option can be a long, daunting process. In this guide, you’ll learn about the essential components of onboarding software, get step-by-step guidance on how to choose the right solution for your practice and tap into the expertise of our experienced HR software advisor Allen Edwin Butt. Reach out to schedule a consultation with them or any of our advisors.

What is onboarding software?

Onboarding software helps HR personnel automate tasks such as filing work eligibility and tax documents for new hires, setting up their payroll accounts, checking for errors in documentation, and storing digital copies of signed forms. It also allows HR personnel to track the entire onboarding process so there are no missed actions.

“When hiring, you often need to verify credentials and other important data. An automated onboarding system can streamline the collection and storage of this information. Furthermore, these systems can significantly accelerate the time it takes for new hires to become productive and contribute meaningfully to their roles,” explains Jenn Tardy, Founder, CEO, and diversity recruitment consultant. [3] 

Common features of onboarding software include document and task management, customizable reports, orientation workflows, and performance management. These features improve the candidate experience while streamlining the onboarding process for hiring managers.

Essential features of onboarding software

When comparing onboarding software systems to choose the best from, it’s important to know what features you can expect to see. All HR onboarding software tools include electronic forms, orientation workflow management, and a self-service portal functionality, and most share various common features, such as an employee database, profiles, and document management.

Core onboarding software features

Common onboarding software features

“Make sure they do not miss important legal steps like record keeping cause it's related to the compliance stuff like they need to have those tax forms and stuff on file readily available and have a checklist basically for the process as well,” recommends onboarding advisor Allen Edwin Butt.

Benefits and competitive advantages of using onboarding software

Our analysis of more than 11,000 user reviews shows that team collaboration, employee onboarding, and HR management are the top-rated benefits of onboarding software. [4] These features directly address the core needs of onboarding management, including communication and coordination across teams. 

• Team collaboration: Onboarding software facilitates team collaboration by introducing new hires to their colleagues. It can automate introductions to key team members and create channels for ongoing communication and mentorship. This fosters a sense of belonging and accelerates team integration.

• Employee onboarding: Onboarding software streamlines the entire onboarding process, from pre-hire paperwork to first-week tasks. It automates document signing, provides structured training plans, and offers clear progress tracking for both the new hire and their manager. This ensures a consistent and comprehensive onboarding experience.

• HR management: Onboarding software centralizes all onboarding-related data and processes, giving HR a comprehensive overview of the entire onboarding lifecycle. It automates administrative tasks, generates reports on onboarding progress, and ensures compliance with legal requirements. This frees up HR's time to focus on strategic initiatives.

How to choose the best onboarding software for your business

"When choosing an onboarding system, consider your company's stage of growth. Rapidly growing companies often benefit from a simple, automated system that's easy to implement.  Think also about your workforce: are employees in a central location, or is it a remote organization? Access will be a key factor. Finally, evaluate the level of support offered by the platform provider, especially during implementation, to ensure you have the assistance you need," explains Jenn Tardy.

1. Define your requirements 

With the growing number of onboarding software solutions available, choosing the right one can feel overwhelming. A misstep can lead to wasted resources and frustration. A clear understanding of your needs is crucial. Start by defining your goals and desired outcomes for your onboarding process. This will guide your software search and provide a benchmark for evaluating potential solutions. Consider these key aspects:

• Budget: Onboarding software pricing models vary. Understand the different pricing structures and determine a realistic budget. Remember to factor in potential implementation, training, and support costs.

• Features needs: What are the key features I’m looking for in a new onboarding tool? Which features do I actually need, and which ones are nice to have? 

• Specific needs: Identify your biggest onboarding challenges. Are you struggling with paperwork management, consistent training delivery, or tracking new hire progress? Prioritize features that address these pain points.

• Integration: How will the onboarding software integrate with your existing HRIS, payroll, and other systems? Seamless integration is essential for smooth data flow and avoiding duplicate data entry.   

• Scalability: How many new hires do you onboard annually? Will your needs change in the near future? Choose software that can scale with your growth.

Know how much onboarding software really costs

While the software license is a significant expense, it's not the only one. Failing to account for other costs can lead to budget overruns. Consider these additional cost factors:

• Implementation and data migration: Migrating existing data to a new system can incur costs. Clarify these costs with vendors upfront.

• Training and support: Factor in the cost of training your team on how to use the new software. Evaluate the level of ongoing support offered by the vendor.

• Customization: Do you require any customizations to the software to fit your specific workflows? Customizations can add to the overall cost.

Separate feature ‘needs’ from feature ‘wants’

It's easy to get caught up in a long list of features. Differentiate between essential features (needs) and desirable features (wants).  Prioritize ‘needs’ to stay within budget and avoid paying for features you won't use. You can always add ‘wants’ later as your needs evolve. Some key "needs" for onboarding software might include document management, automated workflows, and reporting capabilities.   

Get ahead of potential onboarding software challenges

Onboarding software, while beneficial, isn't without its potential challenges. Some common issues include:

• Integration complexities: Integrating with legacy systems can be tricky. Ensure the vendor has experience with integrations similar to yours.

• User adoption: It is crucial to get your team and new hires to adopt and use the software effectively. Look for software with intuitive interfaces and robust training resources.

• Data security: Protecting sensitive employee data is paramount. Verify the vendor's security protocols and compliance certifications.

How will the new onboarding software fit into your existing technology stack? 

It's crucial to assess how the new onboarding system will integrate with your existing technology ecosystem. Consider compatibility with your HRIS, payroll system, performance management tools, and even communication platforms. A seamless integration minimizes data silos and streamlines workflows. For example, if you already use a specific learning management system (LMS), ensure the onboarding software can integrate with it for training purposes.

2. Make a shortlist of onboarding software

With over 500 different onboarding software options to choose from on Software Advice alone, it can be daunting to try and make a shortlist of options that fit your needs and budget. But with the right resources and support, it doesn’t have to be.

Get qualified help from an advisor

At Software Advice, our advisors like Allen Edwin Butt have experience helping organizations identify HR solutions that match their needs and budgets.

If you need help, you can either schedule a phone call with an advisor or chat online with one right now. In just a few minutes, our advisor will help you identify a shortlist of onboarding software options that best align with your requirements.

Explore our list of HR FrontRunners

If you’re not ready to speak to an advisor, or simply want to do the research yourself, we recommend starting with our Onboarding FrontRunners report. Only products that are rated highly by verified users qualify to make this list, so you can use it to learn what the most sought-after onboarding products are on the market.

3. Pick your best option 

Vendor demos are the next step after narrowing down your onboarding software options. These sessions help you explore features, understand pricing, and ultimately make the right investment. Preparation is key to getting the most out of these sessions.

How to prepare for vendor demos

Once you’ve compiled your shortlist of onboarding software systems, you’ll begin to schedule demo sessions with each vendor to learn more about their product. This is your chance to ask questions about the features they offer, pricing, technical support, training tools, and anything else that might be an important factor in choosing the right onboarding system for your organization.

Some questions you should consider asking vendors in each demo include:

What kind of customer support do you offer during implementation and beyond?

One of the major reasons implementations fail is a lack of proper customer support and assistance. Be sure to ask vendors what plan they have to assist your HR team and new hires during the implementation process and for ongoing support. Ask about dedicated account managers, support ticket systems, and available training resources.

How often do you update your onboarding software and what updates are you planning for your next release?

Products that are updated regularly are usually better at addressing customer requests, incorporating new technologies, and offering functionality to meet changing regulatory requirements. Specifically, ask about updates related to compliance and legal requirements for onboarding.

What customization options are currently available?

The ability to customize existing onboarding features can help you get exactly what you want from your new software. Your organization may have specific onboarding workflows or requirements, so the ability to tailor a system to your specific needs will make it more efficient and cost-effective. Ask about customizing workflows, forms, and reporting.

What integrations are available with other HR systems?

Onboarding software rarely exists in isolation. Ask about integrations with your existing HRIS, payroll system, talent management platform, and other relevant software. A seamless integration can significantly reduce manual data entry and improve efficiency.

What security measures are in place to protect sensitive employee data?

Onboarding involves handling a lot of personal information. Inquire about data encryption, access controls, compliance certifications, and data privacy policies. Understanding how the vendor protects sensitive data is crucial.

4. Make the most of your onboarding software

Once you’ve made your selection and finalized your onboarding software purchase, you’ll begin the implementation process. Whether you’re switching from one onboarding system to another or going from manual, paper-based processes to your first digital system, there are some important considerations you’ll want to pay attention to during this process:

• Data migration: Transferring all of your existing employee data and records from an existing system (or from paper files) to a new system is time-consuming, but it’s crucial to get this part of the process right. Communicate with both your old and new onboarding providers (if applicable) to make sure nothing gets missed in this part of the process. Specifically, discuss data mapping to ensure data fields are correctly transferred and formatted.

• Training: Once you have the new system in place, you’ll want to make sure your HR team and hiring managers fully understand how to use it. If possible, you should lean on your new onboarding provider to run training sessions and provide training materials. Don't forget to also train new hires on their part of the process.

• Communication: The implementation process may cause some delays or confusion for your staff and new hires. To head off any potential issues, it’s helpful to communicate proactively about the onboarding transition. For internal communication, explain the benefits of the new system and how it will improve efficiency.

• Go-live and post-implementation review: Plan a "go-live" date and communicate it clearly. After the system is live, conduct a post-implementation review to identify any issues, gather feedback from users, and make necessary adjustments to the system configuration or training materials. This feedback loop is essential for optimizing the onboarding process.

Software related to onboarding software 

Depending on which onboarding tool you choose, you may need to supplement some features with related software systems in order to provide the best onboarding experience for new employees and the most efficient workflow for hiring managers. Some types of software that are closely related to onboarding, but may or may not be included in your system, include:

• Applicant tracking software: ATS helps organizations manage the entire recruitment process, from posting job openings to screening applicants and scheduling interviews.  It streamlines hiring workflows and improves efficiency in finding qualified candidates.

• Client onboarding software: Client onboarding software automates and manages the process of integrating new clients into a business's services or products. It helps ensure a smooth and positive experience for new clients, leading to increased satisfaction and retention.

• Human resources software: HR software manages employee data, payroll, benefits, and other HR-related tasks. It centralizes HR information and automates many administrative processes.

• Recruiting software: Recruiting software focuses specifically on attracting, sourcing, and engaging potential candidates. It often includes tools for social recruiting, candidate relationship management, and employer branding.

• Talent management software: Talent management software helps organizations attract, develop, and retain top talent. It encompasses various functions, such as performance management, succession planning, learning management, and compensation planning.

• Training software: Training software helps organizations create, deliver, and track employee training programs. It can include learning management systems, online course platforms, and tools for creating interactive training content.

It can also be the other way around and you use HR software that includes onboarding features. Our advisor Allen explains: “I definitely run into people who are looking sometimes for best-of-breed onboarding. Going by our partnerships, there's not a ton for that. It's more common to see onboarding as part of an HRIS.” 

More resources for your onboarding journey

• HRIS vs. HRMS vs. HCM: What’s the Difference?

• Employee Offboarding: An 8-Step Checklist

• After Your Advisor Call: 4 Tips To Keep Your Software Purchase on Track

• How To Evaluate New Software in 5 Steps

About our contributors

Author

Ines Bahr is a senior content analyst with nearly 10 years of experience in content marketing. Her research supports companies in driving digitalization and innovation. She is an expert in helping small and medium-sized businesses find the right software for their needs.

Her areas of expertise are human resources, cybersecurity, and digitalization strategies. Her insights are based on more than 30 studies she has conducted, and her software recommendations are based on the analysis of over two million user reviews on Software Advice and are built on precise methodologies.

Major media outlets such as Spiegel, Heise, MSN, IT-daily, and Business Insider have reported on Ines' research, and she has also participated in events as a speaker, produced podcasts, and given interviews.

Editor

Parul Sharma is a content editor at Software Advice with expertise in curating content for various niches, including SaaS, digital marketing, and search engine optimization. With over half a decade of experience in content writing and editing, Parul has the expertise to simplify complex terms into engaging, valuable content for targeted audiences. She completed her graduation and post-graduation in English literature from Delhi University and was awarded the Dr. Asha Sahni Memorial Award for being the highest scorer in her graduating class.

Parul has contributed to the news, lifestyle, education, and health verticle of DNA India, India’s premier media channel. Outside of work, she can be found curating healthy recipes, coloring in mandala books, and spending quality time with her family.

Advisor

Allen Butt is a senior advisor. He joined Software Advice in 2016, and he is based in Austin, TX.

Allen works directly with small business leaders to connect them with the best software providers for their needs. Through one-on-one consultations, Allen assesses the technology requirements of businesses seeking HR and learning management solutions, providing tailored recommendations from a short list of potential matches.

What Allen enjoys most about his role is helping buyers streamline their software search, cutting through the noise to identify the ideal product that aligns with their goals.

Sources 

1. Innovation Insight: Onboarding Tech for Employee Engagement, Gartner

2. Capterra software pricing data: Products evaluated for the pricing calculation were taken from our onboarding software directory. The pricing ranges exclude freemium versions of the products. The features highlighted were identified based on their relevance and the percentage of products in our directory that offer them. Read the complete methodology.

3. Jenn Tardy, LinkedIn

4. Capterra reviews data: Capterra reviews are collected from verified users for individual software products. For this report, we analyzed reviews from the past year as of the production date. Read the complete methodology.