How to Automate All Your Employee Onboarding Processes

Ben Plant

Who handwrites employment contracts these days? Nobody!

But if you'd asked that question 50 years ago, a small group of traditionalists would have argued for the purity and integrity of a good old-fashioned, hand-written contract.

Crazy, isn't it? Here's the reality, though: Traditionalists are still slowing down HR.

I'm sure most of you automate your contract creation with templates and digital editing tools, but you’re probably still overlooking a heap of HR processes you could automate.

Offer Creation

If you're using templates to create contracts, you're already on your way to becoming an HR automation pro.

But why spend time on creating offers? Most offers require minor tweaks, not an hour of your expertise.

Organize your offer packs into pre-made folders based on position. That way, you won't be manually deciding which documents are relevant for each new hire on a case-by-case basis.

If you use an onboarding automation tool, you can dynamically create contracts based on the role. You simply input the employee’s details and let the robots take care of the rest.


Sending (And Retrieving) The Offer

How long does it take to send an offer? More importantly, how long does it take for your new hires to send it back with all the correct information included?

If you just let out a big sigh, you know the pain. It can take weeks. Not only does that mean a long time until the new hire is productive and working, you have to keep checking in to make sure your candidate hasn’t had a change of heart.

Instead, send your offers directly to the new hire online with an automated tracking process. That way, you'll be able to tell when your new hire receives their offer and when they've completed it without having to manually check in.

Even if you don't have any onboarding tracking, sending offers online means a faster process for the new hire and less manual work for you.

 Audit Trail Maintenance And Filing

Filing and compliance: two of the most painful words in the HR language.

Manually filing contracts, documents, and signatures wastes your time. Do it all online using electronic acceptance (it's completely legal in the US), then store the files in your HR systems for reference as needed.

One word of warning: Make sure your HR systems have a good data recovery process. Just as filing cabinets can go up in smoke, so too can server rooms. So look for a vendor who has solid backup plans.

Adding Employees To Your Payroll System

This is often more of a payroll process than HR, but why not let HR tech make coworkers lives a little easier?

If you've already captured all the new employee's details in your recruitment/ATS system and passed them into your employee onboarding system, why manually type it all into your payroll system? Use integrations to automatically push this information across without having to lift a finger.

The added bonus to this for HR is that all the details will be correct, as there's no chance for human error that arises when rekeying data. This means no complaints about missed paychecks, misspellings, or incorrect addresses.

The First 90 Days

Once your employee actually starts work, don't leave the onboarding up to the team leader alone. Most team leaders need help with the right things to ask, provide, and do.

You probably don't have time to help them all out individually. Instead, create guides with reminders and guidance to make sure the new hire is settling in well.

This could be as simple as providing a PDF checklist or as advanced as automated reminders asking "Hey, have you taken new hire Roberta out to lunch yet?" or "Has new hire Petra completed her induction course?" This automated bit of coaching will make a huge difference to your first-90-day turnover and the effectiveness of new hires.

Ramping Up To Full Automation

Of course, you don't have to automate all of these processes at once. Choose a few areas to improve, make the change, and spend your newfound free time improving other areas. 

Embrace new technology to make your HR processes cutting edge.


Disclaimer: The resources provided here are for educational purposes only and do not constitute legal advice. We advise you to consult your own counsel if you have legal questions related to your specific practices and compliance with applicable laws.

Ben Plant

Ben Plant


Ben Plant is Marketing Manager for HROnboard, cloud-based employee onboarding software that helps organizations manage the job offer and new hire process. To see a demo of HROnboard in action, check out

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