Onboarding Process for Employees

Improve the onboarding process for new employees with best practices and automation.


onboarding process HR office scene example

The Process for Onboarding Employees Matters

The new employee onboarding process is your company’s first opportunity to give new hires a sense of:

  • What it will be like working for your company
  • How much your company respects individual contributors
  • The importance being placed on their role
  • The long-term prospects for your company
  • Socialization and networking

The numbers associated with an employee's new job experience bear out the importance of good onboarding workflow:

  • 4% of employees quit after a bad first day (Bersin by Deloitte)
  • 90% of employees decide to stay within the first six months. (Aberdeen Group)
  • 22% of turnover occurs in the first 45 days. (The Wynhurst Group)

The hiring process and employee onboarding set a tone for an employee's career with your company. Is the process an afterthought? Is it poorly organized, inconsistent, and disrespectful? You may have had a poor onboarding experience yourself and thought "Did I make the right decision accepting this job?"

We have a template for that! Get a headstart on automating employee onboarding with our process app. Just import the template, customize, and launch your new process.

Check Out the Template

Onboarding Phases

  • Onboarding: The process of hiring, equipping, and orienting new employees.
  • Training: Activities related to adding or sharpening the skills required for the new employee's role.
  • Development: Activities related to the ongoing improvement of an employee in their role or future roles.
  • Retention: Approach to ensuring employee satisfaction throughout their employment.

Building an Onboarding Plan

Some ideas for information to include in an onboarding plan:

  1. How much paperwork can you handle online and have completed before the employee starts their first day?
  2. Quick Reference Guides for systems the employee will be used to supplement the full training on the system.
  3. Maps of the workplace and key locations (copier, printer, cafeteria, departments, restrooms/door codes, etc.)
  4. Key features of the phone system. Probably not surprisingly, most employees don’t know how to transfer a call properly (just ask someone at random).
  5. Proper use and rules around organization-wide tools like email, instant messaging, video conferencing, etc.
  6. Assign a buddy - give them someone who is a peer to ask general questions during their orientation period.
  7. Stay in regular contact during the 2-week "notice" period - this is when people are in doubt about their new choice and need to feel welcome/wanted.
  8. Provide a “Welcome Package” with company gear to help them identify with the company brand.

Onboarding Checklist

Using onboarding tools like Onboarding Checklists are helpful for small companies who don't deal with a lot of hiring and only bring on a few new employees a month. However, larger companies, especially in the enterprise space can find such checklists less helpful when dealing with onboarding tasks for tens or hundreds of employees globally each month. In situations like this, best practices dictate the use of an automated workflow system for effective onboarding and a more effective employee.

onboarding worfklow best practices

Automating Your Onboarding Process

Automating the process for onboarding new employees ensures not only a standardized, consistent and organizationally-sanctioned approach but it provides hiring managers with a much easier experience with their new hires. Customized employee portals house intake forms and automated workflows route information around the organization. The same system is used by the hiring manager, the employee, and HR, which ensures everyone has access to the information they need. Manual onboarding programs may have all the right pieces for effective onboarding but not the automation and process management to bring it all together.

Workflow automation provides a custom onboarding software solution and can be used for the entire Employee Lifecycle from pre-hire to offboarding. Here are some examples:


  • Position request form
  • Recruitment and application process
  • Internal referrals
  • Interview feedback and tracking
  • Offer tracking
  • Background checks
  • Security badge request
  • Business card ordering

During Hire

  • New hire information gathering
  • IT Setup form (hardware, software, network access)
  • Policy/mission review and acknowledgment.


  • A survey of their onboarding
  • Employee information change
  • Personnel action
  • Hardware and software requests
  • Leave requests
  • Expense and travel requests
  • Performance reviews and acknowledgment
  • Goals tracking
  • Peer and team recognitions and awards

Automating Employee Onboarding

Onboarding sets the tone for the employee’s relationship with their new company. If the process is disconnected and poorly organized, the employee’s chances of success are greatly diminished while the chances of turnover increase.

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Example of an Automated Employee Onboarding

onboarding new hire example

Example of a new hire onboarding workflow. (Click for Larger)

How Integrify Can Help

Integrify's workflow automation platform gives you the tools to build an automated process for your new employee. In addition, you can automate a variety of other HR processes like offboarding, performance reviews, travel, and vacation requests, etc. Really, any process that requires a form and workflow.

Plus Integrify gives you a user-friendly portal that everyone can access, whether it's an employee making a request, a manager giving an approval, or an executive checking on the performance of processes. Integrify is one-stop shopping for all things process. We've worked with companies of all sizes to help them get more efficient with automation.

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Interested in Automating Your Onboarding Workflow?

We have a variety of resources to help you on your journey to an automated workflow. 

onboarding best practices

eBook: Automating Employee Onboarding

Find out what to expect and how to organize the project, including:

  • Onboarding Overview
  • Planning the Process
  • Automating the Process
  • Actionable Onboarding Tips
  • Automating Offboarding
  • Using Employee Onboarding Software

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