I recently celebrated my second anniversary at G2, and it got me thinking back to my first few days here. Like most new hires, I felt a mix of excitement and nerves—eager to hit the ground running but overwhelmed by the sheer amount of information coming my way. Thankfully, the onboarding process was seamless, and I felt right at home within no time.
That experience made me realize just how crucial onboarding is, not just for setting up employees for success but for making them feel welcomed and valued from day one. It got me wondering: What tools are out there to help HR teams deliver that kind of experience at scale?
So, I decided to dive in and test some of the best onboarding software available. Over several weeks, I explored 20-plus onboarding solutions designed to simplify everything from paperwork to training to team introductions. In this listicle, I share the nine tools that stood out to me, their unique features, pros and cons, and why they might just transform how your organization approaches onboarding. Let's get into it!
* These onboarding solutions are top-rated in their category, according to G2 Grid Reports. I’ve also added their monthly pricing to make comparisons easier for you.
Onboarding is more than just filling out forms or completing checklists. It’s about creating an experience that makes new employees feel supported and confident from the start. The best HR onboarding software helps HR professionals automate repetitive tasks like sending offer letters, collecting e-signatures, and setting up IT accounts. With the right tool, it’s also easy to set up personalized workflows and ensure that every new hire gets the right resources, training, and introductions at the right time.
To put this list together, I worked closely with our HR and talent management teams, exploring a variety of onboarding platforms and evaluating their features, benefits, challenges, and overall value. I referenced G2’s Grid Report to see how these platforms compare to each other. I also used artificial intelligence to analyze hundreds of product reviews on G2, uncovering what other HR professionals like and dislike about these tools.My goal was to find software that saves you time, ensures compliance, and makes a lasting first impression—and I believe you’ll find that value here.
When I started testing onboarding platforms, I knew I needed clear criteria to separate the best from the rest. Below are the seven key features I considered, which you, too, should look into when choosing onboarding solutions.
I considered all these factors while testing more than 20 onboarding tools. I focused on evaluating how effectively they could save HR teams time by enhancing the onboarding experience and simplifying processes using the abovementioned features.
Beyond these essentials, I prioritized tools with intuitive dashboards for tracking progress, real-time analytics for actionable insights, and interactive pre-boarding portals to engage new hires early. After extensive testing and comparisons, I narrowed the list to the 9 best onboarding software that best met my criteria.
Looking for pricing insights? Check out our detailed HR software pricing guide.
To be included in the onboarding software category, a product must:
*This data was pulled from G2 in 2025. Some reviews may have been edited for clarity.
Rippling helps you automate your HR processes and simplify everything from onboarding new hires to managing payroll and benefits. All in one place!
One thing I appreciated about Rippling's onboarding workflows was how quickly I could configure necessary tasks. Whether it was setting up accounts, allocating equipment, or ensuring compliance checks, everything could be done in minutes. The integration with third-party tools like Slack and Google Workspace keeps everything running smoothly, automating each step without the need for manual intervention.
Another standout feature is the centralized dashboard. It’s fantastic to have everything in one place—managing employee benefits, updating payroll, or even revoking access. This integration is especially valuable for businesses experiencing rapid growth, as it cuts down on the hassle of switching between multiple systems.
When it comes to payroll processing, Rippling proves its worth across different countries. The platform’s compliance tracking for tax regulations is impressive; any discrepancies are flagged instantly, which is crucial for maintaining accuracy in a global workforce.
While the desktop version is quite robust, I found the mobile app somewhat lacking. It doesn't offer the full breadth of features as the desktop version and isn't as responsive, which can be a hassle for those who rely on mobile devices. Additionally, some of the advanced features, such as custom analytics or API integrations, require a bit of exploration before they become intuitive. A more guided experience or additional training resources would definitely enhance usability for newcomers.
And, despite the smooth integration with various tools, there were moments when data syncing experienced delays.
"As a user, what I like best about Rippling is its ease of use on both desktop and mobile. I use it every week, and the platform is well-organized and intuitive, making it simple to find what you need. Setting up an employee account was also quick and easy. It offers a variety of features, such as performance reviews, W-2 forms, time-off requests, pay stubs, and a vacation calendar—all in one place. The reminders for tasks are also very helpful. Plus, the payday GIFs always put me in a great mood!"
- Rippling Review, Olga G.
"The only thing I dislike is that sometimes the notification system can feel a bit overwhelming, especially when reminders for tasks or updates come through frequently. It's not a major issue, but streamlining those notifications or giving more control over them would improve the experience."
- Rippling Review, Christopher C.
Related: Read about why people operations are so important for an organization.
BambooHR presents itself as a good choice for small to mid-sized businesses looking to simplify their HR processes. The platform's interface is clean and user-friendly, making navigation effortless even for non-technical users. Locating key features like time-off tracking and employee management tools is easy. I really liked how this simplicity eliminates confusion, ensuring teams can get started with minimal onboarding effort.
Their electronic signature feature simplifies managing documents such as NDAs and tax forms. Sending, tracking, and storing paperwork took me just a few clicks, significantly reducing any back-and-forth. This feature not only saves time but also offers an eco-friendly and secure alternative to traditional paper methods.
BambooHR's customer support deserves a special mention too. My HR team shared how responsive and knowledgeable their support team was whenever they needed help. Having quick, actionable solutions readily available is invaluable, especially for first-time users rolling out the software.
Of course, no tool is without its quirks. While BambooHR offers useful pre-built reports, customization options are limited. For instance, creating detailed or role-specific onboarding reports requires workarounds, which might not suit teams relying heavily on data insights. Enhancing these features could help HR teams uncover trends and better track new hire progress.
The default dashboard also felt restrictive. I wanted to prioritize metrics like onboarding progress, but the lack of personalization made it harder to track specific tasks efficiently. For teams managing diverse priorities, this limitation could slow down workflows.
Another issue my HR team pointed out was that updates, while often helpful, can disrupt existing workflows. Adapting to these changes during busy periods, like onboarding, can temporarily impact productivity. While these hiccups are short-lived, they still pose a challenge when the timing is critical.
"BambooHR is a highly user-friendly and intuitive HR system. The platform is designed for ease of use, making it simple to update and manage both candidate and employee records efficiently. It is an excellent tool for tracking and organizing HR processes. Additionally, BambooHR is easy to implement and offers great virtual event features, enhancing employee engagement and collaboration."
- BambooHR Review, Aicha B.
"The only drawback we've experienced is with the time clock feature. It can be a bit glitchy at times, failing to properly clock employees in or out, which results in a lot of manual corrections. While the location stamp feature is a great tool, it has been acting up lately, inaccurately stamping employees at locations different from where they actually are. Hopefully, these issues can be resolved soon because the feature itself has so much potential."
- BambooHR Review, Judy R.
Related: Check out 50+ employee onboarding statistics to understand why first impressions matter.
HiBob HRIS takes a refreshing and modern approach to managing workforce needs. Its design is intuitive and tailored for today's businesses, offering an efficient and engaging experience.
One of my favorite features was HiBob's preboarding workflows, which create a welcoming experience even before day one. I explored its capabilities for sending preboarding packets, gathering documents, and notifying managers and IT teams about their roles. For example, I set up a workflow to ensure laptops were shipped ahead of time, and managers were prompted to send personalized welcome emails. This proactive system eliminates last-minute chaos and helps set the tone for a smooth onboarding process.
HiBob also stands out with its organizational chart tool. It's simple yet powerful, making it easy to visualize team structures and adjust them as the company evolves. I found it particularly useful for communicating corporate hierarchies during onboarding or when team changes occur.
The "shoutout" feature was another favorite of mine, which emphasizes team recognition. I experimented with using it to welcome new hires and celebrate milestones by sharing fun facts and photos. The Slack and MS Teams integrations made these shoutouts visible to the entire team, fostering connections and camaraderie. It's a thoughtful touch that makes onboarding feel inclusive and engaging.
That said, HiBob has its challenges. While it handles basic time-off tracking well, its flexibility falls short for businesses with complex leave policies. Customizing leave types or approvals requires some effort, and this might frustrate teams handling diverse time-off scenarios.
Another challenge was the restricted configurability. The system feels locked down in certain areas, making tailoring workflows or features to specific business needs challenging. In one instance, I struggled to implement tenure-based leave policies without resorting to manual workarounds.
The bulk updates functionality could also be improved. Making changes across multiple records involved extra steps that weren't intuitive and slowed me down. A more streamlined approach here would save significant time for larger teams.
"The ticket system is excellent; help is prompt, and issues are consistently resolved. The community is also very supportive—if we can't solve something on our own, there is always assistance available. I have never experienced this level of support with any other software I've used. I also appreciate how Bob operates, including its layout and features, as well as its ease of use. As a software, it's not only very useful but also enjoyable, which encourages frequent usage."
- HiBob HRIS Review, Maria C.
"Leave accrual options are surprisingly rigid and don't cater well to country-specific leave types (Australian Long Service Leave or NZ Leave Act complexities). It would be great to have the country leave legislation built in/pre-loaded as a standard."
- HiBob HRIS Review, Kate G.
Related: Want to evaluate if your hiring efforts are working out? Learn how to calculate recruitment ROI.
Gusto is created to make payroll and HR management as painless as possible, and for the most part, it delivers. The custom onboarding checklists makes it really easy to assign tasks like signing offer letters, submitting tax forms, and enrolling in benefits. Each checklist can be tailored to specific roles, making the onboarding process feel personal and efficient. Tracking task progress gave me peace of mind, especially when managing multiple new hires at once.
Another highlight is the integration between Gusto and the applicant tracking system (ATS). Importing a candidate’s data directly into Gusto ensures a smooth transition from hiring to onboarding. When I tested this, the process worked flawlessly, saving time and reducing errors—a huge plus for managing new hire data seamlessly.
Gusto also impressed me with its software provisioning feature. Assigning roles to new hires automatically granted them access to the tools they needed, while revoking access for departing employees was equally straightforward. This automation is particularly valuable for hybrid and remote teams, where maintaining security and simplifying access is critical.
Gusto isn’t without its challenges though. While it offers several pre-built reports, creating customized ones felt restrictive. Generating detailed payroll metrics required exporting data to external tools, which isn’t ideal for businesses relying heavily on analytics.
I also came across some bugs working with Gusto, like occasional loading page delays or errors when updating employee information. While these issues were rare, they disrupted the workflow and could benefit from further optimization.
Finally, while Gusto excels at handling standard payroll processes, it struggles with more complex scenarios. Managing payroll for contractors alongside full-time employees, for example, required extra steps that felt less intuitive. For teams with diverse workforce structures, this might pose a challenge.
"Gusto provides our small company with a complete/comprehensive HR solution that doesn't break the bank. It seamlessly aids us in handling everything from onboarding new employees to facilitating annual reviews and internal promotions while also acting as a hub for the important daily needs of employees, such as scheduling PTO, managing expense reports, and accessing company data/forms. We love that our people can access their documents from the web or the Gusto app, as that flexibility is clutch in a multi-generational office! The implementation team at Gusto did a great job of educating our account administrators on the ins and outs of the program and continuing to support us after the go-live date. We've been using Gusto for about 2 years now and have found that the software continues to inspire us by being intuitive and easy to use, so much so that none of our employees required training to get up and running. Even better, we have not yet encountered even one issue utilizing this software. It truly is a win for everyone on our team!"
- Gusto Review, Brooke B.
"As amazing as the customer support team is, sometimes it's hard to reach someone quickly. The mobile experience of the website could use some improvements. As a business owner who's often on the go, I do need to be able to complete tasks on a mobile device. "
- Gusto Review, Danielle L.
Related: Just looking for a payroll application? Explore the 7 best payroll software for 2025.
Paylocity integrates a wide range of HR and payroll tools into one platform, making workforce management more manageable for businesses of all sizes.
Managing compliance with Paylocity was surprisingly straightforward. I appreciated its built-in tools for handling federal and state regulations. Collecting and storing essential forms and withholding documents felt seamless. One feature I found incredibly convenient was the ability to initiate background checks directly within the platform, eliminating the need for third-party tools. The automated reminders and task lists kept everything organized and ensured nothing slipped through the cracks, making compliance much less stressful.
Centralized data management is another strength. It makes accessing and organizing employee information incredibly easy. Whether you need to review onboarding progress or pull documents for an audit, having everything in one place saves so much time and minimizes errors.
I loved Paylocity's 30-, 60-, and 90-day surveys. These tools help gather feedback from new hires, offering valuable insights into how well employees are settling into their roles. Reviewing responses is also quite simple, so HR teams can spot and address concerns early to foster a more supportive environment.
Paylocity's tools are robust, but I noticed that getting to the right features sometimes took more clicks than necessary. The HR team mentioned that payroll processing was more time-intensive than expected due to the multiple screens and steps involved. Simplifying this process would make a huge difference.
I often found navigation to be less intuitive than I'd hoped. Settings and features were sometimes hidden in deep menus, leaving me spending more time than I should have just locating them. A more intuitive interface would significantly improve the user experience.
The time and labor module posed its own challenges. HR team noted that tracking timecards for exempt and non-exempt employees wasn't as intuitive as it could be, requiring extra effort to identify missing submissions and slowing down workflows.
"Paylocity has all the features that a complete human resources and timekeeping system should have. It is very useful for tasks such as onboarding, evaluations, timesheet filling, and processing payroll. All these features are self-explanatory, and the tutorials work well."
- Paylocity Review, Eva K.
"Customer support can be tricky. We've had several dedicated account representatives in three years, with widely varying levels of expertise. We often receive different information between sources. When there are bugs/issues, it can take weeks to months to resolve."
- Paylocity Review, Haley T.
I found RUN Powered by ADP to be a well-rounded solution for managing payroll and onboarding. It offers a range of features that simplify these processes without overwhelming the user.
What stood out to me the most was how effortlessly the platform handled payroll setup. It allowed me to generate pay stubs, calculate taxes, and file state-specific returns with minimal input. This level of automation and simplicity can be an invaluable asset for teams that don't have a dedicated payroll specialist.
I appreciated the platform's intuitive design, which made navigation feel natural and user-friendly. Even when managing more complex activities like compliance tracking or diving into detailed reports, the clear layout and step-by-step guidance ensured I could complete these tasks without unnecessary frustration or delays.
RUN also allows new hires to manage much of their own onboarding with self-service tools. Through the platform's easy-to-use interface, employees can input their personal information, complete tax forms, and even set up direct deposits. I liked how this self-service approach reduced the administrative burden on HR teams while giving employees a sense of control.
However, I did notice that while setting up basic workflows was simple, creating more customized onboarding processes for specific departments or unique roles required more effort and time. I found myself frequently consulting tutorials to fully understand the customization process, which could slow down implementation if the team is already stretched thin.
The RUN mobile app while helpful for completing basic tasks, lacks the depth to handle more advanced features. This makes the app feel somewhat restrictive for those who prefer mobile-first tools.
Furthermore, the platform's frequent upselling of additional services felt slightly intrusive. Businesses trying to maintain a tight budget and stick to the essentials might find it frustrating.
"One of my favorite features of RUN is its capability to support a digital onboarding process. This functionality has allowed us to transition to a more streamlined approach for bringing new employees on board. As a result, we have reduced the potential for errors and made the onboarding experience clearer and easier to manage."
- RUN Powered by ADP Review, Kennedy H.
"Sometimes, the cost can be too high, especially for clients that are new to payroll or just getting started."
- RUN Powered by ADP Review, Rania A.
Deel is a robust platform for managing global onboarding, offering excellent compliance and security tools for international teams. One of the features that stood out to me was the employer of record (EOR) tool. It streamlines the onboarding process by managing contracts and compliance, even for countries with complex regulations. If I need to onboard a new hire in Germany, Deel can seamlessly handle all local requirements, significantly lightening the workload.
Another feature I loved was Deel's localized workflows. By automatically accounting for region-specific requirements like documentation and benefits, it ensured compliance without any extra guesswork.
Security was another highlight. Deel's encryption and secure payment systems gave me confidence in handling sensitive employee data. With compliance and data protection at the forefront, it's easier to focus on creating a smooth onboarding experience.
Even with all the benefits, Deel's workflows can feel somewhat rigid. Customizing contract terms or adding unique benefits required extra effort, which could be a hurdle for businesses needing more flexibility in their global hiring strategies.
There are some delays in syncing payroll and onboarding data across different regions. While not a critical issue, it can complicate timelines for cross-border hires, especially when operating across multiple time zones.
I also felt that Deel's reporting tools lack intuitive visual dashboards. For example, tracking onboarding progress across regions required exporting data to external tools. A more comprehensive dashboard would significantly enhance the user experience.
"What I like best about Deel is its seamless user experience and strong focus on global compliance. The platform simplifies hiring and onboarding for remote teams, ensuring adherence to local labor laws in different countries. Its flexible payment options also allow employers to pay team members in multiple currencies, enhancing overall satisfaction. This combination of user-friendly design, compliance assurance, and payment flexibility makes Deel an invaluable tool for managing a global workforce."
- Deel Review, Kelly M.
“I dislike the 3-5 business days it takes to process transactions for an international account. If there's an emergency, I would have to wait 5 days to receive the money from my account to my international bank.”
- Deel Review, Feleecia K.
Tip: Create an onboarding checklist to stay organized and help your new hire settle in easily.
JobDiva is an all-in-one solution for applicant tracking and onboarding management designed for organizations that handle large candidate volumes. It centralizes all recruitment data in one place, making it easy to access and manage.
It seamlessly integrates with job boards and internal systems, making candidate matching incredibly efficient. For example, when I uploaded several job descriptions, JobDiva swiftly identified top candidates based on skills and availability, significantly reducing manual effort.
Another highlight was its reporting tools. Generating reports on candidate pipelines, onboarding progress, and time-to-hire metrics was straightforward, and the customizable options allowed our HR team to focus on critical insights.
JobDiva also offers robust support for managing contract employees, ensuring smooth tracking of contract statuses, renewal deadlines, and compliance documentation. This eliminated much of the usual back-and-forth associated with contract management.
Although, the platform isn't without its drawbacks. I noticed performance lags when handling large-scale data updates, which could slow down workflows for high-volume hiring teams.
The interface can be a challenge for first-time users. Several colleagues mentioned that navigating the platform required training, and a more user-friendly design would greatly improve the onboarding experience.
Finally, while the platform excels at individual record management, updating large candidate pools can be tedious due to limited bulk editing functionality.
"This tool allows us to integrate all job boards in one place, effectively managing the entire lifecycle from recruitment and interviews to onboarding and the contract cycle for candidates. It is a robust and user-friendly ATS that organizes candidate data efficiently. Moreover, it enables recruiters to easily check the onboarding and contract status and maintain connections with candidates. JobDiva utilizes advanced algorithms to match candidates with job requirements efficiently. I have been using this tool for over three years, and it has greatly assisted me in my daily activities. It streamlines time tracking and payroll integration for contractors and employees. Portal integration, email tracking for candidates, and an easy-to-use interface make it one of the best ATS solutions available in the market."
- JobDiva Review, Rohan M.
"JobDiva can be tricky at first because it has many features, and it is confusing and time-consuming to search for anything. New users may have a hard time learning about how to use it. The tool also sometimes slows down when dealing with a lot of candidates or jobs. And when I want to update the status or details of many candidates at once, it doesn't easily facilitate such updates, so I have to do them all individually, which is extremely time-consuming."
- JobDiva Review, Abhishek N.
Paycom seamlessly blends onboarding and employee development tools. From self-service features to integrated learning modules, it simplifies HR processes and empowers employees to take the reins.
The self-service tools are particularly effective, enabling employees to update personal details, access documents, and enroll in benefits independently. This reduces communication bottlenecks and allows HR teams to focus on strategic priorities.
The learning modules were another win for me. I could assign role-specific training directly through the platform, and tracking progress or providing feedback in real-time was a breeze. It’s a great way to set new hires up for success from day one.
Onboarding through Paycom feels cohesive and efficient too. Centralized checklists and automated compliance make managing multiple hires straightforward and organized.
That said, setting up custom training workflows was a bit of a hassle. Creating department-specific courses involved too many steps, and it felt unnecessarily complicated.
Integration with other tools wasn’t as smooth as I’d hoped, either. For example, syncing with a performance management system requires manual tweaks, which could be frustrating if your tech stack is diverse.
Lastly, managing a high volume of hires can be time-consuming. Scaling with this platform requires extra effort for fast-growing teams.
"Paycom's customer support is so good. They actually reach out to me more than I have to reach out to them. When I do need help, I call the support team and get immediate assistance. They are also constantly improving their software, without breaking things that work in the process. I couldn't be happier with my Paycom experience."
- Paycom Review, Kathryn B.
"I feel like the applicant process is a bit clumsy and not as intuitive as I've seen in other programs. I also don't like how difficult it is to find an offer letter once an applicant has been onboarded. It seems like that should be one of the documents in their file, but the only place it can be found is on their application, even once they're a current employee."
- Paycom Review, Kaitlyn L.
Got more questions? Read on for the answers.
There's no one-size-fits-all tool; the best tool depends on your requirements and goals. Rippling and BambooHR are two tools that have been praised for supporting new hires. Rippling helps you simplify workflow and connects easily with other tools, while BambooHR focuses on creating a smooth, engaging experience with personalized onboarding plans. Both are good options for helping employees hit the ground running.
For small businesses, Gusto and HiBob are popular options. Gusto keeps things simple with payroll and HR tools that are easy to set up, while HiBob offers a balance of affordability and features that grow with your team. Both help you make a big impression without a big budget.
Onboarding software can cost anywhere from a few dollars to hundreds of dollars. However, many tools offer flexible pricing, so you can find one that perfectly fits your needs and budget.
Most good onboarding platforms take security seriously. They use encryption and strict access controls and follow regulations like the General Data Protection Regulation (GDPR) to ensure your data is safe.
Follow the steps below to find the best onboarding software for your organization.
Finding the right onboarding software can transform how new hires connect with your company and settle into their roles. As I explored and tested these nine best onboarding tools, one thing stood out: the best onboarding software goes beyond just automating tasks—it creates a meaningful and memorable experience.
From user-friendly interfaces to seamless integrations that ensure smooth workflows, and unique features designed to engage employees, each tool on this list has something special to offer.
Whether you're aiming to reduce paperwork or make your new hires feel genuinely welcomed, the right platform should align with your company's goals and culture. I hope this guide gives you the confidence to choose a tool that checks all the boxes and helps you set the stage for lasting success.
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