Top Onboarding Software for Small Business and New Hires

Have you ever felt like the onboarding process at your small business is a juggling act?

What if you could onboard new employees without a hitch?

Onboarding software for small businesses is a game changer. It’s not just about paperwork automation; it’s about creating an engaging and efficient first impression that sets the tone for a positive employee journey.

What is employee onboarding software for small business?

Employee onboarding software, also known as an onboarding system, is a tool that automates new hire integration into the organization.

It automates the onboarding process, reduces admin's workload, and makes life easier for HR and new employees.

What are the benefits of using onboarding software for small businesses?

Onboarding software simplifies bringing new hires on board and quickly gets them productive and integrated into the team.

Here are some of its benefits:

1. Efficiency 

Onboarding software automates the onboarding process. It digitizes forms and documents so new employees can complete necessary paperwork before their first day.

2. Consistency

The software ensures all new hires get the same information, experience, company standards, and culture.

3. Compliance

It keeps you compliant with legal and industry-specific regulations by securely storing necessary documentation. It also provides a trail of electronic signatures and records of completed forms for auditing purposes.

4. Better employee experience

It gives new hires access to training materials, welcome videos, team introductions, company policies, company history, and employee handbooks all in one place.

5. Customization

And finally, it allows customization to give the onboarding process a personalized touch.

What is involved in the onboarding process?

The onboarding process typically includes new hire documentation, training, benefits, and other tasks during the hiring process. 

This process includes creating and managing job descriptions, which provide new hires with a clear understanding of their roles and responsibilities. 

Companies can customize the process to fit the needs of the organization and the new employee.

What should you look for in employee onboarding software for small businesses?

There are certain features you should look for in employee onboarding software.

These include the following:

1. User-friendly

The employee onboarding software interface should be easy for admins and new hires to use.

2. Customization

It should be able to customize onboarding workflows, forms, and communications to your company’s brand and needs.

3. Mobile access

Employees should have access to onboarding materials and tasks on mobile devices.

4. Communication tools

The software should have built-in messaging or chat to enable new hires to communicate with their teams.

5. Scalability

It should have the ability to grow with your business and changing onboarding needs.

6. Budget-friendly

The software should fit within your budget with pricing plans for small businesses, sometimes with free tiers or pay-per-user options.

7. Integration

The software should integrate with your existing tools, like payroll systems, email platforms, and calendars to streamline processes for efficiency.

8. Support

The provider should include a professional support team to help with setup and troubleshooting.

9. Security

The software should comply with data protection, regulations, and have robust security to protect employee data.

10. Free trials

You should use free trials or demos to test the software and see how it fits with your business before purchasing.

What are the different cost and pricing structures of onboarding software for small businesses?

The cost and pricing of onboarding software can vary depending on the provider, features, and number of users.

Here are some general pricing models for onboarding software:

1. Per-user pricing

Some onboarding software providers charge a per-user fee ranging from $5 to $20 per user per month. This model is flexible and can scale with your business as it grows.

2. Flat-fee pricing

Some providers charge a flat fee, ranging from $50 to $500 per month, depending on the features and number of users. This model can be cost-effective for businesses with a stable number of new hires.

3. Custom pricing

Some providers offer custom pricing plans based on an organization's specific needs. This can be ideal for businesses with unique requirements or those looking for a tailored solution.

4. Free trials

Many onboarding software providers offer free trials or demos, which can help organizations test the software before committing to a purchase. This allows you to evaluate the software’s features and usability without financial risk.

Understanding the onboarding software cost and choosing the right pricing model can help small businesses manage their budgets effectively while still benefiting from the best onboarding software available.

What are the top onboarding software options for small businesses?

I have found several employee onboarding software options that stand out among its competitors.

These top employee onboarding software options include the following:

1. Adalo - best for businesses looking for a no-code onboarding software option

Adalo is a no-code app development platform where you can build custom web and mobile applications without writing a single line of code. Adalo is known for building apps for businesses, and one of its popular use cases is to create onboarding solutions. 

Adalo is great for small businesses who want to give their employees or customers a custom onboarding experience without the cost of custom software development.

Who it's for

• For small businesses that want to create a customized onboarding experience.
• For non-technical teams who want to build functional apps.
• Businesses needing an affordable solution without compromising functionality.
• Startups and growing companies that need to change their onboarding process as they grow.

Features

1. User-friendly, drag-and-drop

With Adalo, you can design app layouts by dragging and dropping text fields, images, buttons, and forms. Customize every aspect of your onboarding app to match your brand.

2. Onboarding workflows

Create multi-step onboarding with screens that guide users through the process.

3. Database

Use Adalo's built-in Collections database to store user data, onboarding progress, and more—link different data types, e.g., users and their assigned tasks or training modules.

4. User authentication and management

Implement user registration and login to personalize the onboarding experience. Assign users roles (e.g., admin, new hire) to control access to certain app features or content.

5. Multimedia

Embed videos, images, and documents to create onboarding content. Add quizzes to test understanding and reinforce learning.

6. Notifications and communication

Adalo notifies users of pending tasks or upcoming events within the app. It also sends automated emails upon completion of onboarding stages or reminds users of incomplete tasks.

7. Integrations

Connect your app to external HR systems, calendars, or other tools via APIs. Use Zapier to integrate with services you already use, such as Slack, Google Workspace, or Microsoft Office. Add functionality as needed without rebuilding the whole system.

8. Analytics

See onboarding effectiveness with completion rates and user engagement.

9. Responsive design

Build apps on web browsers and mobile devices (iOS and Android). Ensure your onboarding app looks the same on all screen sizes.

10. Template library and community

Get onboarding templates to speed up development.

11. Highly customizable

Build an onboarding app that matches your company's needs and workflows. All onboarding content is branded to your identity.

12. Cost-saving

Adalo is cheaper than hiring developers or buying enterprise onboarding software. Save on development cost and time by using a no-code platform.

13. Fast development and deployment

Build and launch your onboarding app in a fraction of the time it would take to build from scratch. Easily update and improve your app based on user feedback.

15. Support and resources

Get access to a community of users who share solutions, tips, and best practices. Get help from Adalo's support team for technical issues or questions.

Pros

• Streamlines the onboarding process.
• No technical experience needed.
• Enhances new hire engagement and retention.
• Reflects your unique company culture and branding.
• Integrates seamlessly with existing tools and workflows.

Cons

• No coding is required, but mastering the platform's features and functionality requires a small learning curve.

Pricing

• Free: $0/month
• Starter: $45/month
• Professional: $65/month
• Team and Business: Custom

Note: Prices may change. Please check Adalo's website for the latest pricing

Adalo is versatile and easy to use, so it’s an excellent option for small businesses to create a custom onboarding experience. Using Adalo’s features, you can build an app that welcomes new employees and reflects your company’s brand and values.

2. BambooHR - best for businesses looking to consolidate all their HR needs into one platform

BambooHR is cloud-based HR software for small to medium-sized businesses. It offers a full suite of HR tools, including onboarding, applicant tracking, time-off management, performance management, and more. 

BambooHR’s onboarding makes it a great option for small businesses looking to improve onboarding without the complexity of enterprise-level systems.

Who it’s for

• Small to medium-sized businesses (SMBs) of 1 to 1,000 employees looking for an all-in-one HR solution.
• HR teams that want to automate and simplify onboarding.
• Organizations that want to give new hires a positive onboarding experience.
• Businesses that need onboarding workflows tailored to their business.

Features

1. Customizable onboarding workflows

Create and assign tasks to new hires, managers, and HR staff. Use pre-built or custom checklists to track onboarding activities. Save time with templates for offer letters, welcome emails, and other onboarding communications.

2. New hire packet

Send new employees customized packets with all required forms and information. New hires can complete paperwork, enter personal info, and review company materials independently.

3. Employee self-service

Employees can update personal info, emergency contacts, and bank details. New hires can see their onboarding tasks and track progress.

4. Integrations

Connect BambooHR with other tools like applicant tracking systems, payroll services, and learning management systems. BambooHR has API access for custom integrations.

5. Offboarding features

Manage offboarding with exit interview templates and task lists and track company property issued to employees.

6. Mobile app

Employees and managers can access BambooHR features on iOS and Android apps and get alerts for pending tasks or approvals.

Pros

• Easy for HR and employees to use.
• Minimal Training: Reduces time to implement and get up and running.

• Creates custom onboarding workflows to suit your business.
• Customizes onboarding content with your logo and branding.

• Beyond onboarding, BambooHR has time-off tracking, performance management and employee database management.

• See reports on onboarding progress, employee demographics and more.
• Creates customizable reports for your specific metrics and KPIs.

Cons

• Some users report that costs are higher than other small business solutions, especially when adding extra features.

• BambooHR offers payroll services but may not be as full-featured as standalone payroll software.
• Payroll features may cost extra.

• Setting up highly custom workflows takes more time and effort.
• Advanced features require additional training for HR.
• Custom integrations may require technical expertise or extra costs.

Pricing

BambooHR doesn’t list its pricing on its website, as it is custom-based on the number of employees and your business needs.

BambooHR is a full onboarding software that’s user-friendly, customizable, and has all the HR features small to medium businesses need. It automates and simplifies the onboarding process, so it’s perfect for companies looking to improve their new hire experience and reduce the administrative burden on HR.

3. Gusto - best for businesses looking for compliance assistance

Gusto is an all-in-one cloud-based HR platform for small to medium-sized businesses. It simplifies HR by combining many features into one easy-to-use platform. 

Gusto’s onboarding software is most notable for its ease of use, automation, and affordability, so small businesses can onboard without breaking the bank.

Who it’s for

• Small to medium-sized businesses with limited HR resources that need an all-in-one payroll, benefits, and onboarding solution.
• New businesses looking to get HR processes up and running from day one.
• Companies where managers or owners handle HR tasks need a simple, automated system.
• Businesses that need help with federal, state, and local employment laws.

Features

1. Onboarding workflow

Send customizable offer letters to new hires directly from the platform. Employees can complete paperwork online before their first day. This results in legally binding electronic signatures for I-9s and W-4s. New hires can enter personal info, direct deposit, and tax withholding preferences themselves.

2. Automation and document management

Gusto provides checklists to ensure all onboarding steps comply with federal and state laws and automates the collection and storage of tax documents. It stores employee documents with easy access for audits or reference and keeps up with tax law changes so you stay compliant.

3. Payroll

Onboarding info automatically syncs with payroll so no manual data entry. It calculates, files, and pays local, state, and federal payroll taxes. It also offers multiple payment options, including direct deposit and checks.

4. Benefits

It simplifies health benefits enrollment during onboarding and employees can sign up for additional benefits through the platform. Gusto integrates workers’ comp payments with payroll.

5. Employee tools

You can send custom welcome emails or messages to new hires. New employees can view team directories and org charts to get to know the team. It also collects feedback from new hires to improve onboarding.

6. Time tracking and PTO

Employees can log hours and managers can approve timesheets within the platform. Employees can request paid time off and receive a response.

7. Other integrations

Gusto integrates with popular business apps like QuickBooks, Xero, Slack and more.

8. Mobile

Employees can view their profile, pay stubs, and benefits info on their mobile. Managers can approve time-off requests and timesheets on the go.

Pros

• Combines payroll, benefits and onboarding so you don’t need multiple systems.
• Data is consistent across all HR functions so less errors.

• Easy to use for administrators and employees.
• Less learning curve for new users.

• Automates repetitive tasks so HR staff or business owners have more time.

• Helps you stay compliant with employment laws.
• Updates automatically for legal changes without user intervention.
• Employees can manage their info, benefits enrollment, and view pay stubs.

• Clear pricing with no hidden fees.

Cons

• May not accommodate highly customized onboarding processes without workarounds.
• Limited customization options for forms and documents compared to some HR systems.

• Great for small to medium businesses but may not have the features required for larger organizations.
• Advanced integration customization requires technical expertise.

Pricing

Gusto has multiple pricing plans for different business sizes and needs:

• Simple plan: $40 base price per month + $6 per month per employee.

• Plus: $80 base price per month + $12 per month per employee.

• Premium: Custom (quote from Gusto).

• Contractor: $0 base price per month + $6 per month per contractor.

Note: Prices may change. Please visit Gusto's pricing page for the latest.

Gusto is a great onboarding solution for small businesses due to its features, ease of use, and price. By combining payroll, benefits, and HR into one platform, Gusto makes life easier for small business owners and HR. 

The user-friendly interface and automation make the onboarding process smoother for employers and new hires and, overall, a better employee experience.

How do you implement onboarding software for small business?

A smooth onboarding process sets the tone for how the employee views the company. 

A good onboarding process will make new employees feel welcome, informed, and ready to hit the ground running from day one.

Here are the steps to a smooth onboarding process:

1. Pre-onboarding

Before their first day, send employees a welcome pack with information about the company culture, job expectations, and benefits. They’ll feel more prepared and excited for their new role.

2. Day 1

On the first day, provide a full orientation program that includes a tour of the facility, introduction to the team, and review of company policies and procedures. This sets the tone and helps new employees feel at ease.

3. Onboarding tasks

Give the new employee a series of onboarding tasks such as completing paperwork, setting up their workstation, and attending training sessions. Employee onboarding software can automate these tasks and make the process more streamlined.

4. Mentorship

Assign a mentor to the new employee who can provide guidance, support, and feedback throughout the onboarding process. This personal touch can really make the onboarding experience and help new hires settle in quicker.

5. Check-ins

Have regular check-ins with the new employee to make sure they’re settling in to their new role and to address any concerns or questions they may have. This ongoing support is key to employee engagement and retention.

6. Feedback and evaluation

Give feedback and evaluation to the new employee on their performance and progress during onboarding. This will help them know their strengths and areas for improvement, so they can succeed in the long term.

What are some common challenges and solutions?

Here are some of the common problems organizations face when onboarding and some solutions:

1. New employees are overwhelmed with information and tasks

Break the onboarding process into smaller tasks and provide clear instructions and deadlines. Onboarding tools can automate and organize these tasks.

2. New employees can’t adjust to the company culture

Provide a full orientation program that includes information about the company culture, values, and expectations. Engaging multimedia content like welcome videos and team introductions can help new employees feel part of the team.

3. New employees don’t get feedback or support

Assign a mentor to the new employee and schedule regular check-ins to provide feedback and support. This ongoing interaction makes the onboarding process so much better and new hires feel more supported.

4. The onboarding process is manual and time-consuming

Use automated onboarding software to streamline tasks and reduce administrative burden. Automated onboarding saves time and ensures consistency and compliance across the employee onboarding process.

Frequently asked questions

How long does onboarding take?

Onboarding can take anywhere from two weeks to a year. Within the first few weeks, a new employee takes care of the administrative tasks of onboarding, such as setting up payroll and benefits.

How do you onboard remote employees?

Here are the best practices for onboarding remote employees:

• Create a virtual onboarding program that includes video conferencing, online training, and regular check-ins.
• Use collaboration tools to facilitate communication and teamwork.
• Provide clear instructions and expectations for remote work

In conclusion

Employee onboarding software is a valuable tool for small businesses that want to streamline their onboarding process and enhance the experience of new employees. 

Onboarding software is a must-have tool for small businesses to simplify bringing new hires on board and quickly getting them productive and integrated into the team. Using onboarding software saves time and money.

Caryl Ramsey has years of experience assisting in different aspects of bookkeeping, taxes, and customer service. She uses a variety of accounting software for setting up client information, reconciling accounts, coding expenses, running financial reports, and preparing tax returns. She is also experienced in setting up corporations with the State Corporation Commission and the IRS and is a contributing writer to SUCCESS magazine.