What’s worker onboarding automation?

Worker automation streamlines duties akin to paperwork, coaching assignments and conferences. That is sometimes finished by software program programs or frequent HR software program platforms. These technological options are additionally a wonderful option to handle distant onboarding.

For instance, Rippling permits you to create customized onboarding workflows to tailor the method to your organization’s wants. You possibly can arrange particular triggers in order that when a sure motion is taken, akin to returning the signed provide letter, a follow-up motion or notification is initiated.

How you can automate onboarding

1. Overview your present worker onboarding course of

It is useful to begin by itemizing the steps of your worker onboarding course of. If you have already got an worker onboarding guidelines, discuss with it and ensure it is updated and aligned together with your present processes.

2. Determine which onboarding processes you need to automate

Check out your onboarding course of and think about the place you may gain advantage from automation. Not each step in your onboarding workflow must be automated, however chances are you’ll discover that sure areas are significantly time-consuming and burdensome on your workforce and ought to be a prime precedence for automation.

3. Consider your onboarding software program capabilities

In the event you’re utilizing an HR software program system with onboarding capabilities, chances are you’ll have already got the required technical instruments to construct your automation. Examine your present software program’s capabilities, and call the seller for assist should you’re not sure the place to seek out workflow automation throughout the platform or in case your present plan helps this characteristic.

It is also a good suggestion to examine if any third-party integrations, like Zapier, will work together with your current software program platform. This may be considerably cheaper and extra handy than switching to a wholly new HR platform.

4. Construct your automated workflow

After you have your know-how discovered, you can begin constructing your automation. The precise course of will differ a bit primarily based on the onboarding platform you are utilizing, however you may usually at all times have to set a set off and an motion.

A set off is the occasion that happens to begin the automated motion. A typical set off could possibly be an worker signing their provide letter or an worker’s begin date approaching. Then the motion takes place, which is the step you need the software program program to carry out when it registers the set off. For instance, a set off could possibly be the worker signing their provide letter, and an motion could possibly be sending a notification to IT to configure their laptop and workstation.

5. Monitor the effectiveness of your onboarding automation

As soon as you have created and carried out your automated onboarding workflows, you may need to continuously monitor their effectiveness and regulate them as wanted. Pay attention to any bumps you or your workforce run into, and make sure you recurrently evaluation and replace your onboarding automation as your processes change. It is also a good suggestion to ask for suggestions from workers about their onboarding expertise.

Whereas workers will not essentially know what automation you’ve got in place, they will level out what labored effectively or did not all through the method, which might uncover some insights into the effectiveness of your automation.

Advantages of on-board automation

Automating your onboarding course of can profit your group in a number of methods. Listed below are just a few to recollect as you think about implementing onboarding automation.

Streamline the onboarding course of

A streamlined course of helps new hires full onboarding duties in a well timed method. Handbook processes may cause delays, lengthen boarding strains or create confusion.

Cut back the executive burden of onboarding

Worker onboarding can contain loads of tedious administrative duties that eat up your workforce’s time, akin to manually sending emails, establishing person accounts, filling out the HRIS and payroll profiles, and retaining monitor of what paperwork is returned is. With onboarding automation, that point could be higher directed to the extra sensible interpersonal features of onboarding to offer a greater expertise on your new hires.

Improve the brand new rental expertise

Onboarding permits you to make a robust first impression together with your new rent. Offering a seamless onboarding course of is not going to solely assist them be higher ready to leap into their new roles, however it additionally lays the inspiration for higher worker engagement and satisfaction. While you automate your onboarding, the important thing assets and data they should get began will arrive of their inbox in time for his or her first day, getting them began on the precise foot.

Cut back the chance of errors

While you deal with all your onboarding processes manually, there may be room for error or inconsistencies. You possibly can simply create a sort when manually getting into info from an worker’s onboarding kinds into one other system. You may also neglect a step and unintentionally go away an worker with out key info or a mandatory login throughout their first week.

While you automate your processes, there’s a greater degree of consistency throughout each onboarding you carry out and a decrease chance of errors.

Examples of automating worker onboarding

Listed below are some examples of onboarding automation you possibly can arrange. Word that automation capabilities might differ by platform.

Schedule orientation conferences

You possibly can automate the method of scheduling conferences on your new rent. Relying in your group’s orientation course of, you possibly can create workflows to schedule conferences with the worker’s supervisor, HR consultant, IT division, or their whole workforce for inductions.

Organising new worker accounts

Your new worker will want many new accounts. They’ll want entry to your payroll and time monitoring system, e mail and doubtless some mission administration or inner messaging instruments. Relying in your chosen software program answer and the way it integrates with these different packages, you might be able to arrange an automation to create these accounts earlier than your new worker’s first day. It may be activated after they return their signed provide letter or a set variety of days earlier than their scheduled begin date.

Ship onboarding job reminders

As a substitute of manually checking in to finish onboarding duties like paperwork completion or coverage acknowledgments, you possibly can set a notification e mail to exit when a job is overdue. Construct a template e mail or in-platform notification that can be triggered to exit at set occasions (akin to when a deadline approaches, when one thing is someday late, and at steady intervals till submitted) .

Administration of kit jobs

In the event you’re hiring distant workers, you possibly can create a workflow automation to ship out tools earlier than their begin date. When a begin date approaches, you possibly can create automations like pinging IT to ship tools and routinely producing a transport label with the worker’s info for them to make use of.

Coaching assignments on board

Arrange customized workflows to assign the precise coaching programs primarily based on an worker’s location, position and division. For instance, sure states have particular coaching necessities for sexual harassment, meals dealing with, office security, and different areas that will differ primarily based on the worker’s job.

Ship check-in dates at 30, 60 and 90 days

You possibly can automate your suggestions course of by setting your worker onboarding software program to ship out a suggestions survey on the 30-, 60-, and 90-day mark after an worker is onboarded. Be sure you’ve recorded the proper begin date in your worker onboarding system or HRIS platform, and arrange a survey to be despatched routinely when a brand new rent reaches a kind of three milestones.

Onboard Automation FAQs

Which steps of the onboarding course of could be automated?

Steps akin to sending and monitoring onboarding paperwork, assigning coaching, establishing accounts and scheduling conferences could be automated. Onboarding automation can be helpful for sending pulse surveys and logins throughout and after the onboarding course of to collect suggestions.

What’s worker onboarding software program?

Worker onboarding software program refers to digital instruments designed to help and streamline the worker onboarding course of. Typically, onboarding software program shouldn’t be a stand-alone answer, however fairly is a part of a extra well-rounded HR software program system.

Can worker onboarding be totally automated?

Whereas many steps within the worker onboarding course of could be automated with the precise know-how, a number of steps will nonetheless require a human contact. For instance, you possibly can automate the project of a mentor or new rent companion or the scheduling of an preliminary workforce welcome assembly, however the conferences or communications that comply with shouldn’t be automated as you need to construct an actual connection. Automation helps you save time on the paperwork and administrative steps, supplying you with extra time for the extra interpersonal features of onboarding.