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  • Written by Onboarded

Onboarding software is the technology that automates a smooth transition for new hires from before the interview to the first day on the job. High-quality onboarding platforms feature a digital dashboard that allows talent acquisition teams to easily communicate with candidates and track the progress of each hire as they move through the employee onboarding requirements. 

Onboarding is a critical component and it is much more than signing paperwork. By implementing a smooth onboarding process it makes new employees feel welcomed and fully equipped to start work. This is one of the factors that make it easier to do their job and successfully meet the requirements of their new employer. 

The article defines onboarding software and several pointers on why some businesses should have an onboarding software platform.

Users do not complete the sign-up or onboarding requirements

If you make a new hire jump through endless loops before they start their first day, you will lose them. The first step to create efficiency is to have a process and follow it. Every potential employee must complete your documentation requirements. There are legislative requirements from each state and territory and to ensure compliance all this documentation needs to be collected and retained for each person.  Onboarding software ensures reminders are sent out if forms are not submitted and with customised forms your company can ensure that even safety and induction videos have been viewed and the candidate is fully equipped to start work. . No need to print and scan documents; it will be easy to integrate the information and data collected and send it to other platforms.

Single source of data collection

Collecting data from new hires in an inconsistent manner invites document mismanagement and leaves behind a poor audit trail.  Having a single point of data input is preferable for employees, contractors and/or part-time workers. With onboarding software solutions one process can drive multiple categories of workers. Especially if you have different document requirements for each type of worker and cannot remember who has been issued what. Onboarding software comes with a dashboard that tracks the status of documents submitted and the percentage completed.

Real-time data 

Good management depends on accurate facts and figures to measure performance and sometimes you need to access data at a click of a finger. HR software can cope with high volumes of onboarding data and people which is difficult to deal with. It becomes cumbersome to track who has submitted documents and upload them in real-time. If reporting is taking you longer than onboarding that is a sign that processes lack efficiency. Inaccurate reporting results in the company not being able to assess if their new employees are compliant with company requirements and ready to report on their first day of work. 

Hiring trends on-demand   

The recruitment industry is highly competitive. Marketing itself will raise company awareness however it does not guarantee clients. You have to stay ahead of your competitors and work on your unique selling points (USPs). Creating an onboarding process based on self-service frees up time for employees to engage in higher-level hiring trends for clients and are aware of employment based on the type of employment created (permanent, casual, contractor), gender, race disability, nationality and so on. These are very important factors to consider if policies guide employment behaviour either at a company level or government level. These statistics are valued by clients and can give off a strong impression to new and existing clients. 

In addition to this, HR onboarding software enables you to examine the analytics and identify if new hires’ are facing any roadblocks in the onboarding process. This helps you make adjustments and improvements proactively. For instance, are you asking them non-essential questions that are holding back submissions or are the documents requested difficult to access on short notice and holding up the onboarding process? 

Follow Up  

Evidence of eligibility to work in Australia is very specific and they may have to provide other credentials before employment. As a recruiter, you are responsible for collecting this information and saving it in a commonplace so that you have evidence that you have applied due diligence in your processes in the event of an audit. VEVO Checks are essential and can be completed by the automated platform.  Compliance is central to the recruitment process for those industries that require very specific credentials, tickets and documentation. Your client is exposed to risks for non-compliance from governing authorities in the eventuality of a breach in health, safety and security. Onboarding software ensures missing documents are flagged and if they are still outstanding days after sending the initial request then the onboarding system can follow up for you by sending out an automated reminder and reporting on progress. 

One person managing the process.

If processes within your organisation are people dependent this needs to be addressed. So that your company can continue their processes regardless of the people managing them is a good contingency plan. Automating your onboarding procedure creates a self-service system that does not depend on one particular person. The system drives the process and the person working with the system is forced to follow due process, ensuring consistency and standardisation. 

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