Top 8 onboarding software solutions for small businesses

Bringing on new hires is an exciting step for any business. But the onboarding process can be overwhelming, especially for small teams. There’s paperwork to complete, accounts to set up, and training to organize. And you've got to do it all while making sure new employees feel supported from day one. Without a structured onboarding system, things can slip through the cracks easily. This can lead to confusion, delays, and a rocky start for the new hire.

That’s where onboarding software comes in. It simplifies the process by automating onboarding tasks and keeping everything in one place. Essentially, onboarding software can make it easier for both HR teams and employees to stay on track. 

In this guide, we explain exactly what onboarding software is, how it works, and why small businesses can benefit from using it. We cover some of the top onboarding platform options available in 2025, key features to look for, and how to choose the right solution for your company. 

What is onboarding software?

Onboarding software is a digital tool that helps businesses manage bringing in new employees. Instead of handling everything manually, like sending documents, tracking progress, and setting up accounts, companies use onboarding systems to organize and automate things.

These platforms create a structured onboarding process, guiding both HR teams and new hires through each step. They typically include features like the distribution of digital paperwork, e-signatures, task tracking, and automated reminders. Many modern systems also integrate with payroll, benefits, and other HR tools. This can help businesses set up everything correctly for the new employee from the very start.

Why do small businesses need onboarding software tools?

Bringing on a new hire goes beyond just filling a vacant position. It involves setting the new hire up for success from the get-go. Small businesses generally work with limited time and resources, and a disorganized onboarding process only makes things harder. Without the right system in place, mistakes can pile up, HR wastes time, and new hires struggle to get up to speed. 

Here’s why small businesses need onboarding software to keep things running smoothly:

Every hire counts

Small businesses typically run on tight schedules. So, every new hire needs to hit the ground running. A disconnected onboarding process can make things take longer than they need to. It can leave HR buried in paperwork and new employees struggling to find their footing. Without a structured onboarding system, tasks can get missed, communication may break down, and productivity can become far from optimal. 

First impressions matter

Employee onboarding involves more than paperwork. It’s the first real experience someone has with a company. A strong onboarding process sets the tone for new employees and helps them feel welcome. When businesses get onboarding right, employees are likely to feel more confident, engaged, and ready to stay long term.

Mistakes cost time and money

Small teams can’t afford onboarding mistakes. Not getting a payroll setup right, skipping compliance steps, or delaying employee training can create frustration for both HR and new hires. Then there's the fixing of these issues, which wastes time and can slow down operations. A structured onboarding process prevents these problems before they happen.

Employees expect a good experience

People typically want more than just a job. They want to feel valued. A smooth employee onboarding process helps them feel like part of the team from day one. When businesses invest in better onboarding, they can keep employees happy, motivated, and more likely to stay.

5 Benefits of onboarding software platform for small business

By replacing manual processes with automation, onboarding software can help companies save time, reduce errors, and give their new hires a smoother start. Below are some of the major benefits of using onboarding software in a small business:

1. Efficiency 

Manual onboarding eats up valuable time. HR teams juggle emails, forms, and reminders, which often leads to confusion and delays. Manually following an onboarding checklist makes it easy to miss steps and slows everything down. 

An onboarding platform fixes this by centralizing tasks, automating paperwork, and keeping everything in one place. Instead of chasing signatures or tracking tasks manually, businesses can let the software handle it. What might take hours without onboarding software can take just minutes with it.

Example: A small marketing agency hires a new graphic designer. Without onboarding software, HR spends hours emailing forms, collecting signatures, and setting up software accounts one by one. With an onboarding platform, the designer receives a single link that walks them through signing documents, setting up their email, and accessing design tools. And it does it all in under 30 minutes.

2. Compliance

Small businesses can’t afford compliance mistakes. Missing key documents, skipping legal requirements, or mishandling tax forms can lead to penalties. Onboarding software can help keep everything in check by automating compliance steps, ensuring the right forms get signed, and securely storing records for audits.

Example: A local café hires a new barista. The café needs to collect an I-9 form for work eligibility and tax withholding documents for payroll from the new barista. Without an onboarding system, the manager collects these by hand and may forget key forms. With onboarding software, the barista receives automatic prompts to upload their documents before their first shift, helping the café comply with labor laws.

3. Better employee experience

A clunky onboarding process can make new hires feel lost before they even get started. An onboarding platform can do a good job of simplifying the experience. It can make it easy for them to access documents, complete training, and get introduced to the team. A smooth start can help new hires feel confident, engaged, and connected with the company culture from their very first day.

Example: A tech startup hires a remote developer. Without onboarding software, the developer has to email HR for information and wait days to get access to necessary tools. With an onboarding platform, they log in on day one, complete their paperwork online, watch a welcome video from leadership, and instantly access Slack and Jira. This helps them feel like part of the team right away.

4. Automate HR processes

Without automation, HR teams may spend hours on repetitive tasks. For instance, sending welcome emails, collecting forms, and setting up accounts. Onboarding software takes care of these steps automatically. This can free up HR to focus on bigger priorities like employee engagement and business growth.

Example: A boutique law firm hires a legal assistant. Without an onboarding platform, HR manually sends IT setup instructions, tracks down signed NDAs, and adds the assistant to the payroll system. With automation, the assistant follows step-by-step instructions, signs all necessary documents electronically, and completes payroll enrollment, all without HR lifting a finger.

5. Streamline new employee training 

Onboarding doesn’t stop at the initial paperwork. New hires often need training to do their jobs well. With the right onboarding platform, businesses can seamlessly schedule training sessions, track progress, and make sure employees get the information they need to succeed. Instead of relying on scattered emails and informal check-ins, companies can deliver a structured training experience that sets employees up for success from the start.

Example: A family-owned construction company hires a site supervisor. The role requires OSHA safety training, but without onboarding software, training happens through printed manuals and in-person meetings, leading to inconsistent learning. With an onboarding platform, the supervisor watches interactive safety modules, completes quizzes, and receives certification before stepping on site.

The 8 best onboarding software for small business

Choosing the right onboarding software is important for small businesses looking to streamline processes, stay compliant, and provide a smooth experience for new hires. Below, you can find a comparison of eight popular onboarding platforms, highlighting their key features, strengths, weaknesses, and potential use cases:

1. Rippling 

Rippling is an all-in-one workforce management platform and HR software that automates employee onboarding, payroll, IT provisioning, and compliance.

Key features

• 90-second onboarding: Businesses can send offer letters, collect tax forms, enroll employees in payroll, and set up their software and device access fast.
• Automated compliance tracking: Rippling makes sure new hires complete I-9s, W-4s, and other mandatory documents, reducing compliance risks.
• Seamless IT setup: The system automatically creates accounts, assigns permissions, and provisions devices, eliminating manual IT work.
• Global onboarding capabilities: Companies can hire and pay employees or contractors worldwide without needing separate payroll or compliance solutions.
• Integrated benefits administration: Employees can enroll in health insurance, retirement plans, and other benefits during the onboarding process without HR manually managing it.
• Custom workflows and approvals: Businesses can tailor onboarding checklists and automate role-specific training, document sign-offs, and account setups.
• 30-, 60-, and 90-day check-ins: HR teams can set up automated reminders for performance reviews, surveys, and training milestones.
• Centralized employee data: Rippling syncs all employee information across HR, payroll, IT, and finance, eliminating duplicate data entry and reducing administrative work.

Strengths

• Unlike many other onboarding platforms, Rippling connects hiring with payroll, benefits, and device setup in a single workflow.
• Small businesses can easily onboard and pay employees across multiple countries without third-party payroll providers.
• From sending offer letters to activating software accounts, Rippling eliminates manual tasks and streamlines the onboarding process.
• Rippling automatically tracks and stores required documents, helping companies meet legal requirements.

Weaknesses

• A reliable internet access is necessary to use Rippling’s cloud-based platform for onboarding tasks.
• Small businesses must commit to a paid plan, as Rippling doesn't offer a free-tier option.

Use cases

• Tech startups and remote-first companies: Businesses hiring remote employees benefit from Rippling’s automated IT provisioning and onboarding platform integrations.
• Small to mid-sized businesses scaling quickly: Companies that need a scalable onboarding solution can use Rippling to streamline hiring and compliance as they grow.
• Businesses hiring internationally: Rippling simplifies global employee onboarding by integrating international payroll, tax compliance, and local benefits.
• Companies managing multiple tools: Businesses that use Slack, Google Workspace, Zoom, and other apps can onboard employees without manually creating accounts.

2. Gusto

Gusto is a payroll and HR platform that includes basic onboarding features for small businesses.

Key features

• Basic digital onboarding: HR can send offer letters and collect e-signed documents.
• Payroll-integrated onboarding: New hires can input direct deposit details and tax forms within the onboarding flow.
• Built-in benefits enrollment: Employees can sign up for health insurance and retirement plans while completing their onboarding checklist.
• New hire state reporting: Gusto submits necessary paperwork for new employees to the appropriate state agencies.
• Limited integrations: The system connects with some third-party HR tools, but lacks the broad integration capabilities of more advanced onboarding platforms.
• Employee self-service portal: New hires can update their personal information and view payroll details.

Strengths

• Gusto integrates payroll setup into new hire onboarding, which may make things easier for businesses focused primarily on payroll processing.
• Some users mention the platform has a beginner-friendly design. The flip side of this is that it lacks advanced customization or automation features, though.

Weaknesses

• Gusto provides preset workflows with minimal flexibility, making it difficult for businesses to tailor onboarding processes, adjust automation, or modify the platform to fit unique company needs.
• Gusto's Employer of Record (EOR) service currently supports full-time employees only in Canada and India, which may not meet the needs of companies hiring in other countries.
• While the platform allows businesses to organize some onboarding tasks, it doesn’t automate the entire process beyond payroll and benefits enrollment.

Use cases

• Small businesses with simple HR needs: Companies that only require basic employee onboarding for payroll and benefits may find Gusto sufficient.
• Businesses hiring mostly in the US: As Gusto doesn't largely support international payroll or compliance for employees, it may be a potential fit for domestic hiring.

3. Bamboo HR

BambooHR is an HR software platform that includes onboarding features, with a focus on basic HR tasks, such as document collection, task tracking, and integrations.

Key features

• Basic employee self-service onboarding: New hires can log in to complete forms, upload documents, and access necessary company information.
• E-signatures and document storage: HR can send offer letters and collect e-signed documents.
• Preboarding features: The platform enables businesses to engage new hires before their first day, though with limited customization.
• New hire welcome templates: BambooHR provides preset email templates for welcoming employees.
• Limited integration with third-party tools: The platform connects with some HR and payroll software.
• Basic task tracking: HR can assign tasks to new employees and managers.

Strengths

• The platform provides a simple onboarding process without unnecessary complexity.
• BambooHR supports digital signatures for new hire documents.

Weaknesses

• BambooHR doesn't provide full workflow automation for complex onboarding processes like IT provisioning or role-based task assignments. Businesses must still manage and track some steps manually.
• Some tasks, like training sessions and team introductions, require in-person meetings or virtual calls instead of being fully automated within the platform.
• Response times can vary, and users may experience delays when needing assistance with onboarding issues.

Use cases

• Small businesses with basic HR needs: Companies that need simple onboarding tools for collecting documents, assigning tasks, and managing HR basics without advanced automation may consider BambooHR.
• Companies with in-office teams: Businesses that rely on in-person onboarding rather than fully remote, automated processes may find BambooHR sufficient for their needs.

4. Paylocity

Paylocity is a payroll and HR platform that includes basic onboarding features for managing employee documents and compliance.

Key features

• Digital onboarding documents: New hires can complete tax forms, direct deposit setup, and company policies electronically.
• Employee self-service portal: New employees can log in to update personal details and access company documents.
• Task tracking for HR: The system allows HR teams to assign and monitor onboarding tasks.
• Integrated payroll setup: New hires can enter payroll details during onboarding.
• Preboarding capabilities: Businesses can send onboarding documents before an employee's first day.
• HR compliance tracking: The system helps ensure new hires complete the necessary onboarding compliance checklists.

Strengths

• Paylocity connects new hire onboarding directly to its payroll system.
• New hires can access their own onboarding checklist, update personal information, and submit tax documents without requiring constant HR intervention.

Weaknesses

• Paylocity relies on third-party partners for certain features, which can lead to a fragmented user experience and potential inconsistencies across different functions.
• While Paylocity has expanded through Blue Marble, its system remains largely aimed at US-based businesses, limiting its ability to handle global compliance and international workforce needs.
• Large-scale businesses that require more customization and advanced workforce management tools can find Paylocity limiting.

Use cases

• Businesses with a focus on payroll: Businesses that prioritize payroll accuracy and tax compliance over IT automation may find Paylocity suitable. 
• the necessaryCompanies that require digital onboarding documents and task tracking but don't need extensive workflow automation may consider Paylocity.

5. Paycor

Paycor is an HR and payroll software platform that includes onboarding tools with a focus on document management, compliance tracking, and task assignments.

Key features

• Digital document collection: New hires can complete and e-sign forms, including tax documents and company policies.
• Automated onboarding checklists: HR teams can assign tasks, set deadlines, and track onboarding progress within the platform.
• Preboarding capabilities: Employers can send welcome emails and necessary paperwork before an employee's first day.
• Self-service portal: Employees can access their onboarding materials, update personal information, and complete assigned tasks without HR intervention.
• Basic compliance tracking: The system helps businesses ensure employees complete necessary onboarding steps for compliance. 
• Limited integrations: Paycor connects with some payroll and HR tools.

Strengths

• HR teams can assign role-specific tasks, monitor progress, and send reminders to ensure new hires complete the necessary steps.
• New hires can access forms, company documents, and training materials at their own pace without relying on HR for manual updates.

Weaknesses

• Users report having to reload the application due to system crashes, which can slow down the onboarding process.
• Some users find contract setup and adjustments to be less intuitive than expected.
• The platform lacks flexibility for businesses that need to tailor onboarding workflows, forms, and automation to their specific processes.

Use cases

• Small to mid-sized businesses: Companies that need a simple, structured onboarding process with basic task tracking and compliance support may consider Paycor.
• Businesses focused on payroll and HR: Organizations looking for a combined payroll and onboarding system rather than a fully automated IT and onboarding solution might find Paycor sufficient.

6. Deel

Deel is a global payroll and compliance platform that offers onboarding tools for businesses hiring international employees and contractors.

Key features

• Contract generation: Employers can create and send legally compliant contracts for different worker classifications.
• Document management: The platform allows businesses to collect and store important onboarding documents, including tax forms and IDs.
• Automated compliance tracking: Deel helps businesses adhere to international hiring laws by tracking local labor regulations.
• Payment processing: The system facilitates payroll for employees and contractors across multiple countries.
• Employee self-service onboarding: New hires can upload documents, review contracts, and complete necessary forms through a digital portal.
• Customizable onboarding workflows: Businesses can configure steps for new hires, such as preboarding document collection, contract sign-offs, and role-based compliance requirements.

Strengths

• Deel provides hiring support for businesses navigating international labor laws.
• The platform allows companies to pay employees and contractors in multiple currencies without relying on external payroll providers.

Weaknesses

• Deel focuses on compliance and payments rather than providing a structured onboarding experience with training, task tracking, or IT setup. 
• Deel offethe necessaryfits packages may find Deel’s options restrictive, requiring additional effort to set up benefits beyond the platform's predefined offerings.

Use cases

• Companies hiring international employees and contractors: Deel can be a suitable option for businesses that need to onboard and pay a globally distributed workforce.
• Organizations focused on compliance: Businesses that prioritize adherence to international labor laws over a fully automated onboarding workflow may consider Deel.

7. ADP

ADP is a payroll and human capital management (HCM) platform that includes onboarding tools for businesses looking to streamline administrative processes.

Key features

• Digital document management: New hires can complete and submit essential forms, such as tax withholding and direct deposit information, electronically.
• Manager task assignment and tracking: HR teams can assign and monitor onboarding tasks to managers.
• Mobile accessibility: New employees can complete necessary paperwork from any device.
• Introduction to company culture: The system includes features to share organizational values and culture through welcome videos and company information.
• Onboarding buddy system: New hires can connect with existing team members before their first day to ease the transition.
• Preboarding capabilities: New employees can complete onboarding tasks before their official start date to speed up the process.

Strengths

• The onboarding system connects with ADP’s broader suite of HR and payroll tools, keeping all employee data in one platform.
• The system includes standardized workflows that align with common regulatory requirements.

Weaknesses

• Some users report that the UI feels cluttered and difficult to navigate, leading to confusion during onboarding.
• The onboarding process requires users to go through multiple screens, which can feel excessive.
• The platform offers prebuilt templates but lacks flexibility for unique processes.

Use cases

• Companies already using ADP for payroll and HR: Businesses that rely on ADP’s broader suite of HR and payroll tools may consider the onboarding system to keep all employee data within one platform.
• Businesses with standardized onboarding processes: Organizations that prefer prebuilt compliance workflows and structured templates over extensive customization may find ADP a potential option.

8. Paychex

Paychex is a payroll and HR platform that includes basic onboarding tools for businesses looking to manage employee documentation and payroll setup in one system.

Key features

• Electronic document management: New hires can complete and e-sign tax forms, direct deposit details, and other necessary paperwork digitally.
• Task automation: HR teams can assign tasks, set deadlines, and track completion within the platform.
• Preboarding capabilities: Employers can send offer letters, benefits information, and onboarding materials before an employee's first day.
• Employee self-service portal: New hires can access and update their information without needing HR involvement.
• Payroll integration: The system links new hire data directly with Paychex payroll processing.
• Third-party integrations: The platform connects with some external HR and payroll tools.

Strengths

• Paychex provides a step-by-step process that helps standardize onboarding tasks for HR teams.
• The platform provides some built-in compliance tools to help businesses manage tax forms and employee documentation.

Weaknesses

• The platform feels dated, with some users describing the interface as resembling software from decades ago.
• Many features don't have a dedicated menu button, requiring access strictly through notification cards on the dashboard homepage, which can be confusing.
• Finding the right support agent for a specific issue can be difficult, leading to delays in resolving problems.

Use cases

• Businesses already using Paychex payroll: Companies that rely on Paychex for payroll processing may consider the onboarding system to keep all employee data within one platform.
• Small businesses with minimal onboarding needs: Organizations that require basic document collection and payroll setup without advanced automation or customization may find Paychex a potential option.

How to choose the best small business onboarding software

Not all onboarding platforms work the same way, and the wrong choice can cause more problems than it solves. Small businesses need a solution that fits their size, budget, and workflow. Here’s how to pick the best onboarding software for your company:

Step 1. Evaluate your business needs and goals

Start with the basics. What’s slowing down your onboarding process right now? Are new hires getting lost in paperwork? Is HR spending too much time on manual tasks? Do employees struggle with training because there’s no structured system?

Make a list of the biggest pain points. If compliance is an issue, you’ll probably need a platform that automates document collection and tracks deadlines. If remote hiring is part of your business, look for software with digital signatures and virtual training tools. The goal is to find an onboarding system that fixes your specific problems, not just one with fancy features you won’t use.

Step 2. Consider your present (and future) budget

Price matters, but so does value. Some onboarding platforms charge per employee, while others have a flat monthly fee. Some include payroll and benefits, while others charge extra for those features.

Think about what you can afford now, but also plan for the future. If your business is growing, you don’t want to switch software in a year because your current plan becomes too expensive. Compare different pricing models and check if the platform offers a scalable option. It's important that it grows with you.

Step 3. Compare software integrations with current tools 

Your onboarding system should work with the tools you already use. If your payroll software, HR platform, or applicant tracking system (ATS) doesn’t sync with the new software, onboarding could remain a manual nightmare.

Make a list of must-have integrations. If you already have a payroll system in place, ensure the onboarding platform connects seamlessly. If your team relies on a specific communication tool, check if the system can add new hires to the right channels straight away. The fewer manual steps, the better.

Step 4. Check user reviews and customer support quality

A platform can look great on paper but be a headache in real life. Read real user reviews, especially from businesses your size, to see if it actually delivers on its promises. Look for feedback on things like ease of use, setup time, and customer support responsiveness.

Some platforms offer 24/7 chat, while others take days to reply. Try asking a pre-sales question and see how fast they respond. If getting help is already a hassle before you sign up, it probably won’t get any better later.

7 Essential features of onboarding systems for small businesses

The right features can save time, reduce errors, and help new hires feel prepared from day one. Here are some of the must-have features to look for when choosing an onboarding platform for a small business:

1. Electronic documents and forms management

Every new hire needs to complete paperwork. For example, tax forms, contracts, and NDAs. Handling these manually wastes time and increases the risk of errors. A good onboarding system lets employees fill out, sign, and submit documents electronically.

Why it matters: Without digital document management, HR has to chase signatures, scan forms, and file paperwork manually. This slows down onboarding and creates room for lost documents and compliance risks. With an automated system, new hires complete everything online before their first day, keeping everything organized and secure.

2. Compliance

Small businesses can’t afford compliance mistakes. Whether it’s tax forms, work eligibility verification, or industry-specific regulations, missing a step can lead to fines or legal trouble. A strong onboarding platform automates compliance tracking. It helps ensure that employees complete every necessary document on time.

Why it matters: Manual compliance tracking often leads to missing or outdated paperwork. A proper onboarding system not only collects and stores compliance documents but also alerts HR when something needs attention.

3. Integration options

Onboarding doesn’t happen in isolation. A good onboarding system should connect effortlessly with payroll, HR software, applicant tracking systems (ATS), and communication tools. This prevents duplicate data entry and facilitates smooth transitions for new hires.

Why it matters: Without integrations, HR has to manually enter the same information across multiple platforms. This wastes time and increases the chances of mistakes.

4. Customizability

Every business has a different onboarding process. A great onboarding platform lets companies customize workflows, forms, training schedules, and welcome messages to match their unique needs. It should adapt to different roles within the company, ensuring that executives, remote employees, and frontline staff all receive relevant onboarding experiences.

Why it matters: A one-size-fits-all approach doesn’t work. The onboarding experience should reflect company policies, branding, and industry requirements. Without customization, businesses risk delivering a generic process that leaves new hires feeling disconnected or unprepared for their specific roles.

5. Scalability

What works for a five-person company may not work when the team grows to 50. The right onboarding platform should support business growth, allowing for more employees, locations, and processes with no need for an overhaul.

Why it matters: Switching systems every time the business expands is costly and disruptive. Choosing scalable software prevents future headaches.

6. User-friendly

If HR and new hires struggle to use the software, it defeats the purpose. A great onboarding system should have a clean, intuitive interface that makes it easy to complete tasks without unnecessary complexity.

Why it matters: Complicated software leads to frustration, delays, and incomplete onboarding steps. Employees should be able to navigate the system without constant IT support.

7. Mobile access

Not every new employee sits at a desk. A strong onboarding platform should work on mobile devices so employees can complete tasks from anywhere.

Why it matters: Remote workers, field employees, and retail staff often don’t have access to a computer on their first day. Mobile access can make onboarding flexible and convenient.

Streamline your onboarding process with Rippling

Rippling is so much more than just an onboarding platform, offering an all-in-one workforce management platform that connects every system a small business needs to manage HR, IT, and Finance. 

A seamless, automated onboarding experience

Unlike some other onboarding systems that only take care of paperwork, Rippling automates the whole process from A to Z. The moment you hire a new employee, Rippling looks after everything. It sends out offer letters, collects I-9s and W-4s, enrolls them in payroll and benefits, and even sets up their company devices and software access.

With Rippling, businesses don't only get an onboarding system. They get a platform that integrates with over 500+ apps, from Slack to Google Workspace. Instead of manually creating accounts and permissions for every new hire, Rippling puts it on autopilot, making sure employees have everything they need from day one.

Why small businesses choose Rippling

For small businesses, time is money. Rippling eliminates manual work, reduces errors, and takes the heavy lifting out of compliance. Here’s are just a few of the factors that set it apart:

• Onboard employees in 90 seconds: Rippling sends and collects everything at the right time, automates personalized welcome messages, and schedules 30-, 60-, and 90-day check-ins to keep new hires engaged.
• Everything in one place: Instead of juggling separate tools for HR, IT, payroll, and finance, Rippling centralizes everything, making employee onboarding faster and more efficient.
• Seamless integrations: Rippling connects with the tools companies already use, so there’s no need for duplicate data entry or switching between platforms.
• Built-in compliance: Whether you hire employees or contractors, Rippling helps you make sure they complete the right paperwork, tax forms, and compliance steps.
• Global-ready onboarding: You can onboard and pay employees anywhere in the world fast and without needing separate international payroll or compliance tools.

With Rippling, small businesses can onboard employees faster, avoid mistakes, and focus on growing their teams, without getting stuck in a never-ending cycle of admin work.

Onboarding software for small business FAQs

How long does onboarding take?

The onboarding process can take anywhere from a few days to several weeks, depending on how structured it is. With a manual process, it often drags out as HR chases documents, sets up accounts, and answers the same questions over and over. A good onboarding system speeds everything up by automating paperwork, software access, and training schedules. 

Platforms like Rippling enable businesses onboard new hires in 90 seconds, handling everything from employee onboarding documents to payroll enrollment in one seamless workflow.

How do you onboard remote employees?

A strong onboarding platform makes it easy to onboard new employees from anywhere. The key is having a digital process that covers every step, from signing contracts to setting up software access. Businesses should use an onboarding checklist that includes sending equipment, creating logins, scheduling virtual introductions, and assigning training. 

The best onboarding platforms automate these tasks, ensuring remote employees have everything they need from their first day without HR having to manually track each step.

How much does onboarding software cost?

Pricing varies depending on the features and the number of employees. Some onboarding platforms charge a flat monthly fee, while others charge per employee. Basic plans may cost less than more advanced platforms that include payroll, compliance tracking, and IT provisioning.

While cost is important, it’s just one piece of the puzzle. A manual onboarding process wastes time, increases mistakes, and creates a frustrating experience for new hires. A well-designed onboarding platform saves HR hours of work, reduces turnover, and improves employee engagement, all of which directly impact the bottom line. 

The best approach is to weigh the cost against the time saved, the experience provided, and the long-term value for both the company and its employees.

What are 4 C's for onboarding?

The 4 C’s of onboarding are:

• Compliance: Making sure new hires complete necessary paperwork, tax forms, and legal documents.
• Clarification: Ensuring employees understand their role, responsibilities, and expectations.
• Culture: Introducing employees to company culture, including values, mission, and workplace dynamics.
• Connection: Helping employees build relationships with their team, managers, and company leadership.

A strong employee onboarding process incorporates all four to set new hires up for long-term success.

What is the best employee management software for small business?

The best employee management software depends on what a business needs. A strong system should handle applicant tracking, payroll, time tracking, hr analytics, performance management, and onboarding process automation. 

Rippling is a top choice for small businesses because it connects HR, IT, Payroll, and Spend into one platform, making it easy to manage the entire employee lifecycle in a single system.

This blog is based on information available to Rippling as of February 27, 2025.

Disclaimer: Rippling and its affiliates do not provide tax, accounting, or legal advice. This material has been prepared for informational purposes only, and is not intended to provide or be relied on for tax, accounting, or legal advice. You should consult your own tax, accounting, and legal advisors before engaging in any related activities or transactions.