{"id":13534,"date":"2026-11-11T12:56:04","date_gmt":"2026-11-11T11:56:04","guid":{"rendered":"https:\/\/www.hoorayhr.io\/en\/?p=13534"},"modified":"2026-11-11T12:56:04","modified_gmt":"2026-11-11T11:56:04","slug":"onboarding-tools","status":"publish","type":"post","link":"https:\/\/www.hoorayhr.io\/en\/blog\/onboarding-tools\/","title":{"rendered":"Onboarding tools: types, features and how to choose one"},"content":{"rendered":"

Onboarding tools are software solutions that help you plan the onboarding of new employees, assign tasks and keep documents, accounts and appointments in one place. For businesses with 10 to 500 employees there are roughly three types: dedicated onboarding software, HR software with built-in onboarding, and general tools such as spreadsheets or project boards. The best choice is usually a tool that connects directly to your employee records, so everything collected during onboarding ends up in the right file straight away. See how that works in our onboarding tool for new employees<\/a>.<\/p>\n

What are onboarding tools?<\/h2>\n

An onboarding tool is software that structures everything between a signed contract and the end of the induction period. Instead of spreadsheet checklists and email reminders, you define once which tasks come with every new starter, and the tool assigns them to HR, the team lead, IT and the new hire. Everyone knows what to do and by when, even when several people start in the same week.<\/p>\n

Most onboarding tools cover three phases: preboarding before day one, the first day itself and the first weeks of settling in. Which steps belong in which phase is explained in our article on the onboarding process<\/a>.<\/p>\n

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What types of onboarding tools are there?<\/h2>\n

There are three types of onboarding tools, and the main difference is how well they connect to the rest of your HR processes. The right type depends on your company size, how often you hire and the systems you already use.<\/p>\n

Dedicated onboarding software<\/h3>\n

Dedicated onboarding software focuses entirely on onboarding, often with learning modules, quizzes and a separate portal for new hires. It suits companies that hire at volume and have their own training team. The downside: employee data usually has to move to your HR system through an integration or by hand.<\/p>\n

HR software with built-in onboarding<\/h3>\n

HR software with built-in onboarding links the onboarding flow to employee files, contracts, leave and company equipment. Whatever a new hire fills in during onboarding lands directly in their file. For most small and mid-sized businesses this is the most practical option, because HR maintains one system and team leads work with the same account.<\/p>\n

General tools such as spreadsheets or project boards<\/h3>\n

Many companies start with a spreadsheet checklist or a project board. That works for one or two hires a year. As soon as several people start at once, you miss reminders, clear ownership and an overview of which tasks are done.<\/p>\n

Onboarding tools compared: the three types<\/strong><\/p>\n\n\n\n\n\n\n\n\n
Criterion<\/th>\nDedicated onboarding software<\/th>\nHR software with onboarding<\/th>\nSpreadsheet or project board<\/th>\n<\/tr>\n<\/thead>\n
Tasks and reminders<\/td>\nYes, often extensive<\/td>\nYes, through workflows and templates<\/td>\nManual only<\/td>\n<\/tr>\n
Data in the employee file<\/td>\nThrough an integration or retyping<\/td>\nDirectly, no transfer needed<\/td>\nRetyping<\/td>\n<\/tr>\n
Contracts and documents<\/td>\nSometimes<\/td>\nGenerate and sign digitally<\/td>\nEmail and folders<\/td>\n<\/tr>\n
Best fit<\/td>\nHigh-volume hiring, own training team<\/td>\nBusinesses that want HR in one place<\/td>\nVery small teams, few starters<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

Which features should an onboarding tool have?<\/h2>\n

A good onboarding tool takes the recurring organisation off your hands and makes sure every new hire gets the same solid start. These features matter most for small and mid-sized businesses:<\/p>\n<\/p>\n