What is Onboarding? A Complete Guide to Onboarding Process

Muthiah Aulia is a professional SEO specialist and writer with a keen focus on digital marketing. Her writing provides insightful guidance and tailored advice designed to help companies and businesses enhance their digital presence and refine strategies for attracting top talent.

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Onboarding is not just about filling out forms and getting a quick tour of the office. It's a strategic process that sets the foundation for a successful employment journey and can impact an employee's engagement, retention, and productivity. With the right onboarding approach, new hires can feel empowered, informed, and ready to hit the ground running in their new role.

But what if there was a secret ingredient to onboarding that could turn those star employees into shining superstars? Yes, it's true - a top-notch onboarding process can ignite their passion and drive, making them invaluable assets to the company, driving productivity and success to new heights. So don't settle for just an average onboarding process, unleash the full potential of your new hires and watch your company soar!

What Is Onboarding?

Embark on a journey of discovery and learning as you join your new company! Onboarding is an exciting time, where you'll get to know the ins and outs of your new workplace and meet your new colleagues. It's a process that is crucial in helping you understand your role and responsibilities, so that you can hit the ground running and make a great first impression.

Think of onboarding as a comprehensive initiation into the heart and soul of the company. From your interview session to the training you'll receive, each step is designed to help you feel comfortable and confident in your new role. You'll get hands-on experience with the tools and equipment that you'll use daily, and get to know the company culture, values, and objectives.

Don't miss out on this exciting opportunity to start your new career off on the right foot! Read on to find out more about the onboarding process and learn how to make the most of your first few weeks on the job.

What is the Onboarding Process?

onboarding timeline

Picture this: you're about to embark on a new journey as a part of a new organization. The excitement is palpable, but the road ahead may seem uncertain. That's where onboarding comes in - it's like a roadmap to success! With a comprehensive onboarding process, you'll be smoothly transitioned from newcomer to top-performing employee in no time. Get ready to hit the ground running!

Transform your onboarding from ordinary to extraordinary with a comprehensive, start-to-finish approach! From attracting top talent in the recruitment process to fostering ongoing employee engagement, elevate your onboarding game with a seamless and dynamic system. Get the inside scoop on what it takes to create a truly optimal onboarding experience:


Attracting top talent starts with presenting a comprehensive, attractive picture of the role and company to potential candidates. Make sure your recruitment process sets the stage for a smooth, informative experience by providing clear and accurate information about the job and company.

From the company website to the interview process, ensure that every touchpoint is aligned and ready to provide meaningful insights into what it's like to work at the company. Anticipate questions that may come up and be ready with thoughtful, well-prepared answers that showcase the company's employment processes, procedures, and policies. By making a great first impression, you'll be well on your way to attracting top talent to your organization.


Say hello to a smooth onboarding experience! With a well-crafted offer letter, you can set the stage for a successful integration of your newest team member.

Don't leave anything to chance. Take the time to thoughtfully detail the new hire's roles, responsibilities, and the company's expectations, and make sure everyone involved gives the letter a thorough review.

But don't stop there! Show your excitement for the new hire by reaching out personally to extend a warm welcome. Let them know how thrilled you are that they've chosen to join the team and express your eagerness to get started. It's a small touch that can go a long way in making them feel valued and appreciated.

Golden Week

During the golden week between offer letter acceptance and start date, the company has a precious opportunity to build anticipation and create a lasting impression on their soon-to-be new hire. Seize this moment and make the most of it to set the tone for a successful and smooth onboarding journey!

Unlock the full potential of this "golden week" by igniting the passion and enthusiasm of your soon-to-be-new-hire. Show them a sneak peek of what's to come and make sure they feel valued and appreciated before they even step foot in the office. This is your chance to set the tone and make a lasting first impression!

Make the most of this limited time and unleash your company's unique charm! Impress your new hire with personalized gestures, virtual tours, and interactive onboarding sessions. Show them that they are valued, and their transition into the team will be a smooth and memorable one! Here are some things the company can do during those golden weeks:

1. Send A Warm Welcome

Make the new employee feel like a rockstar by rolling out the red carpet for their first day at the company. Start by giving them their company email and credentials, then go above and beyond with a warm welcome from their immediate team and direct supervisor. These familiar faces can send a heartening email filled with reasons why they love working at the company and how thrilled they are to now work alongside the new hire.

To make the transition even smoother, open up the lines of communication and encourage the new employee to ask any questions or express any concerns they may have. Show them that they're part of the team from day one and that their success is the company's success.

2. Share Critical Information

Empower your new hire for success by giving them a sneak peek into their exciting future at the company. Share key information and role-specific documents with their direct supervisor, painting a vivid picture of the tasks and projects they'll tackle on day one.

Not only will this provide a clear understanding of their role, but it will also calm any nerves and ease their transition into the company. By giving your new employee a head start, you set them up for a smooth and successful onboarding experience.

3. Provide A Welcome Kit

Send the new hire a fantastic welcome package that will arrive at their doorstep and get them pumped for day one! This package will be jam-packed with top-notch company swag and all the essentials they'll need to hit the ground running.

Think of it like a "New Hire Survival Kit". You can include a company branded mug or tumbler, stylish headphones, a notebook for jotting down ideas, colorful post-its, a sweet treat, a bag of freshly roasted coffee, and a state-of-the-art webcam that'll make virtual meetings a breeze. It doesn't have to break the bank, but the thoughtfulness will make a lasting impression.

Day One

Embrace the new arrival with open arms on their first day! Kick off with an exciting welcome meeting between the new employee and their immediate team.

Get the party started with a fun icebreaker that allows everyone to get to know each other better. Then, take the opportunity to bond over a delicious team lunch or virtual lunch, where light-hearted conversation can flow freely. After taking care of all the paperwork, HR can give the new hire a guided tour of the office, showing them where they'll be working and introducing them to all the necessary tools and equipment they'll be using.

Show them around the office, pointing out all the important spots like the kitchen, restrooms, and supply rooms, and make sure to introduce them to everyone they meet. End the day with a 30-minute check-in, where the new hire can ask any questions they have and get a feel for how their first day is going. Offer your support and help in any way you can, and make sure they feel comfortable and confident in their new surroundings.


Introducing a new hire to the rest of the company is an exciting and critical step in their onboarding journey. Start the orientation week off strong by spreading the news of their arrival with a company-wide announcement, complete with a brief bio and fun fact about the new hire.

Schedule meet-and-greets with key teams and departments, and give the new hire a chance to rub elbows with the executives and top performers of the company. These opportunities will provide valuable insights into company culture, success stories, and room for growth.

Design a personalized learning experience by sharing the new hire’s growth potential within the company, including their upward mobility upon promotion and the success stories of their predecessors.

End the orientation week with a one-on-one meeting with their direct supervisor to dive into the specifics of their new role. This includes a breakdown of daily tasks, short and long-term goals, and KPIs. The objective of this meeting is to provide the new hire with a clear understanding of their responsibilities and set them up for success from day one.


Bring the new hire into the fold and help them build connections with their new team and colleagues by providing opportunities for relationship-building and networking. Start by pairing the new employee with different people across the company for a virtual or in-person coffee chat. These 15-minute conversations can be a chance to discuss anything related to the company and the work they'll be doing.

Take team building to the next level by organizing company-wide events that the new hire can attend with their team. For example, celebrate their achievements with a team dinner or after-hours event to boost morale and engagement.

Check-in with the new hire regularly to see how they're doing, both professionally and personally. Schedule regular check-ins with both the new hire and their direct supervisor to encourage open communication and provide support and guidance when needed. And don't forget to give recognition and praise when they're performing well, as well as offer help when they're struggling.

How Long Do Onboarding Takes?

onboarding process

Although the length of an onboarding process can vary, with some lasting just a few days and others stretching over the course of a year, the consensus among HR professionals is that a comprehensive onboarding should last a minimum of 90 days. This extended period allows for a thorough and effective integration of the new hire into the company culture and ensures that they have the necessary tools and support to excel in their role.

Maximizing employee engagement and minimizing turnover are the ultimate goals of a well-planned and executed onboarding process. And the key to success? A 90-day onboarding experience that slowly eases new hires into their roles, avoiding any feelings of overwhelm and providing ample time to acclimate to their new responsibilities.

With a comprehensive onboarding process lasting at least 90 days, the new hire will have ample time to acclimate to their role and responsibilities, establish meaningful connections with the resources they need, fully internalize their training, and ultimately feel confident in their abilities to perform their job with ease.

Roles and Responsibilities of Onboarding

So, it's a team effort where every member plays an important role in making the new hire feel welcomed and valued, and in turn, increasing their likelihood of becoming a valuable, long-term member of the company. Whether it's through introducing them to others, sharing knowledge, or simply being a friendly face, everyone has the power to make a difference in the new hire's experience and success.

Get ready to meet the power trio behind every successful onboarding experience at any company! From HR to the department head, these three entities hold the key to ensuring a seamless integration for every new hire. But who are they, you ask? Well, that depends on the company's policies. However, one thing's for sure - they each have unique roles and responsibilities that pave the way for a smooth and memorable onboarding journey.

1. Human Resources

But let's not forget, the ultimate success of onboarding lies in the hands of everyone in the company, not just HR. Every interaction and experience the new hire has during their first days, weeks, and months sets the tone for their future with the company.

The HR department plays a pivotal role in the onboarding process, kickstarting everything from distributing responsibilities to finalizing the new hire's paperwork with every detail accounted for, from essential forms to in-depth information about the company's background, benefits, working hours policy, and even a grand tour of the facilities!

2. Direct Supervisor

In the exciting process of onboarding, the new hire joins forces with their direct supervisor or manager to embark on a journey of discovery, delving into the intricacies of their future work responsibilities. Together, they explore the nitty-gritty details of the tasks and duties the new employee will proudly tackle in their role, paving the way for a successful and fulfilling tenure.

During onboarding, the new hire and their supervisor or manager have the opportunity to delve into the heart of the company's expectations. They can unpack the company's standards and examine the behavioural policies that shape the workplace culture. Additionally, they can take a closer look at the new hire's roles and relationships within the department, mapping out a clear and exciting path for success.

The onboarding experience is elevated to new heights with the direct supervisor stepping up to the plate as the ultimate tour guide. They eagerly introduce the new employee to the team, opening the doors to valuable connections and building bridges for a smooth integration. With a warm welcome from the immediate team members and a preview of those who will likely play a prominent role in the future, the new hire is set on a path towards success and meaningful relationships.

The direct supervisor takes the reins and transforms the mundane into an enlightening experience, leading the new hire on a thrilling tour of their department. They unravel the mysteries and intricacies of the company, shining a light on the ins and outs of the new hire's role and responsibilities. This optional but highly recommended tour is a memorable and engaging way to kick off the journey towards a successful and fulfilling tenure.

3. Co-Workers

As the new hire navigates their new surroundings, they are joined by a cast of co-workers, each ready to offer their unique support and insights. Direct teammates, assigned mentors/buddies, and even the company's executive team all play their part, ensuring the new employee feels welcomed and valued. The direct teammates step up as expert guides, sharing the secrets of how things get done and which tools and equipment are essential to succeed. They offer a steady hand of support, always ready to lend an ear and boost morale when the going gets tough. With this all-star team by their side, the new hire is poised for a successful and fulfilling tenure.

The new hire's journey to success is buoyed by the presence of a trusted mentor or buddy. These seasoned professionals rise to the occasion, acting as the new hire's personal concierge to the inner workings of the company. They generously share the informal rules and policies that shape the workplace, ready and willing to answer the new hire's day-to-day questions. When the need arises, they happily serve as ambassadors, introducing the new hire to other departments and expanding their network within the company. With a mentor or buddy in their corner, the new hire is set on a sure path towards success.

The new hire is in for a treat as they are personally guided by the company's executive team, who take their responsibilities seriously. These leaders lead the charge, helping the new employee to understand the company's greater purpose and its driving forces. They paint a vivid picture of the company's mission, vision, values, and strategic goals, and lay out the company's culture with clarity and detail. They then offer a bird's eye view of other high-level roles and responsibilities, providing valuable context and insight into the company's inner workings. With the executive team as guides, the new hire is set on a path towards a fulfilling and impactful tenure.

The Covid era has sparked a revolution in the way companies onboard new hires, with many companies embracing the power of remote onboarding. Studies show that remote jobs are a magnet for top talent, regardless of distance or geographical boundaries. It's a win-win situation for both the employee and employer, allowing them to collaborate effectively from anywhere in the world. If you're considering conducting remote onboarding, let's take a moment to explore this innovative approach and its potential benefits for your company.

Read more: How to Improve Employee Engagement Without Spending a Dime!

What is Remote Onboarding?

Remote onboarding is your virtual trip to join the company, where technology acts as your personal steward. With the help of video chats and tech tools, you'll be smoothly integrated into the company culture and be introduced to the company standards that will set you up for success.

Just like boarding a plane, you'll be greeted by a friendly face who is excited to have you on board. They'll guide you to your virtual seat, ensuring that you're comfortable and fully equipped for your journey to become a productive part of the team.

The beauty of remote onboarding is that, even though it takes place from a distance, the experience is no different from an in-person one. Get ready for an exciting ride!

Remote onboarding programs should assist new hires in the following ways:

  • Recognize their roles and duties.
  • Learn about the web platform they will be using and the company culture, policies, and protocols.
  • Meet their team members.
  • Feel welcome.

What Are Some Tips for Remote Onboarding?

Get ready to take your remote onboarding game to the next level! With these best practices in mind, you'll be able to ensure a smooth and successful integration for every new hire, no matter their role or how they enter your organization. So, let's dive in and explore the key ingredients for a top-notch remote onboarding experience! Here are some pointers to aid the process along:

1. Communicate, Communicate, Communicate

Starting a new job is always a mix of excitement and nerves, but starting from the comfort of your own home brings a whole new level of challenges. New hires are eager to impress, but they also crave a sense of connection with their team and the organization. The good news is, with the right approach and tools, remote onboarding can provide a supportive and engaging experience that eases the stress and sets the new hire on the path to success. So, let's embrace the remote onboarding journey and make the most of this exciting opportunity!

Say hello to seamless remote onboarding! When HR and new employees work together hand-in-hand, there's nothing that can stand in the way of a successful integration. And one tip for HR to ace the process? A warm and well-crafted introductory email to new coworkers can go a long way in helping them feel welcomed and connected from the get-go. So, let's set the tone for an unforgettable remote onboarding experience with this simple yet powerful step!

2. Equipment Must Be Prepared

No more tech headaches during remote onboarding! By making sure all necessary software and tools, like VPN access, are pre-installed on new hires' laptops, you're eliminating the need for any on-site visits to the IT department. This way, they can hit the ground running and get straight to work, even if they're located in the comfort of their own home. So, let's streamline the remote onboarding process and ensure new hires have everything they need to succeed!

Make certain sure you send the necessary hardware, such as:

  • Laptop
  • Mouse
  • Keyboards
  • Headsets (essential for online meetings)

Deliver these items as soon as possible so that new staff can get a good start.

3. Recall Training Sessions

Say goodbye to remote work confusion! By proactively asking new hires about their comfort level with virtual communication tools, you're setting them up for success before they even start. From Google Hangouts to Slack, these platforms can be a lifesaver when working remotely. But let's face it, not everyone is a tech wizard. By finding out where your new employee stands, you'll have the opportunity to provide additional training and support before their first day on the job. So, let's bridge the digital divide and make remote work a breeze for everyone!

Get new hires up to speed before they hit the ground running by setting up comprehensive training sessions. Ensure they can attend all virtual orientations or provide them with easy-to-follow guidelines that cover the crucial aspects of the various platforms they'll be utilizing.

4. Customize Onboarding (Even via Online)

Empower your team to be the welcoming committee and ignite a warm, friendly atmosphere for your new hires right from the start! Encourage team members to connect with the new employee, offer their support and insights, and help them feel like a valuable part of the team before they even begin their first day on the job.

Why not elevate their virtual welcome experience by setting up a virtual coffee break with their team members or department head? This way, new hires can enjoy a warm "cuppa" and connect with their colleagues over a casual chat, breaking the ice and forging a personal connection from the comfort of their own homes!

Elevate your virtual onboarding experience by turning it into a party! Organize virtual coffee breaks, lunches, or after-work cocktails for the team to get to know each other. Get creative and have new staff lead the charge in hosting meet-and-greet sessions. These personal connections can go a long way in making new hires feel welcome and a part of the team.

5. Create Remote Onboarding Partners

Imagine being welcomed to your new job by a seasoned colleague who becomes your personal guide, mentor, and friend. That's what the HR's onboarding buddy program can offer to new hires - a human touch to the otherwise remote and impersonal onboarding process! With a trusted "buddy" by their side, new employees can feel supported, connected, and empowered as they navigate their way through the company culture and expectations, and set themselves up for long-term success.

A friendly face can be the ray of sunshine a new employee needs in the otherwise overwhelming and unfamiliar world of remote work. A designated onboarding buddy can not only make them feel welcomed, but also be their personal tour guide to the company's unique quirks and customs, imparting insider knowledge and tricks of the trade that can only be learned through experience.

Imagine having a personal tour guide to navigate your way through a foreign land. That's exactly what having a buddy from the same level in an organization can feel like! They can give you the inside scoop on the company's unique culture, values, and work style, making your transition smoother and more enjoyable.

6. Long Term Engagement

Bringing a new employee on board can be like navigating uncharted waters, but with the right tools and support, the journey can be smooth sailing. Communication is the anchor that keeps everyone on course during remote onboarding, ensuring that new hires have a clear path forward as they navigate their new role and the company's seas of information. With you as their guide, answering questions and providing swift responses, they'll be well on their way to a successful journey.

Why settle for dull and monotonous check-ins when you can add a touch of excitement to your new employee's experience? Schedule lively, power-packed 15-minute update meetings and turn the mundane into memorable! Not only will you be able to address any questions and concerns in a timely manner, but you'll also inject a dose of energy into your new hires' first few days.

It's amazing how something as simple as scheduling regular check-ins can have a powerful impact on a new employee's experience. By demonstrating your availability and genuine interest in their success, you not only boost their confidence and motivation, but you also establish a strong foundation for a productive and long-lasting working relationship.

7. Use Appreciation to Motivate

correlation between onboarding experience and employee satisfaction

Striking a spark of inspiration in your new employees can be a challenge during remote onboarding, as the screens of their laptops often seem to lack the kindling for casual encounters that ignite motivation.

Make an unforgettable impression on new hires with a memorable gesture of appreciation! Consider sending them a welcome package filled with exciting treats and essentials to kickstart their journey. Regular check-ins, virtual team meetings, and a structured onboarding plan can also boost motivation and make the remote experience a positive one.

Bring some extra excitement to the onboarding experience by going above and beyond in making new employees feel valued and appreciated. Surprise them with a personalized welcome package, set up virtual meet-and-greets with their new team, or simply check in on them regularly to show that their presence is noticed and appreciated. By fostering a warm and supportive environment from the get-go, you'll set new hires on the path to success and help them hit the ground running.

Turn that boring onboarding process into a thrilling journey with cutting-edge tools and software! Imagine streamlining the overwhelming process and unlocking a world of benefits with just a few clicks. From making your life easier to boosting employee morale, the possibilities are endless. So why settle for a bland onboarding experience when you can ignite the fire with some exciting tech?

What is Employee Onboarding Software?

With employee onboarding software, you can revolutionize the way you welcome new hires to your company. These cutting-edge apps streamline the process, allowing new employees to breeze through all the important tasks, like completing necessary paperwork, getting to know their new team, and gearing up for training - all from the comfort of their own device. Get ready to simplify your HR department's workload and make a lasting first impression with the power of employee onboarding software.

Here are the top 15 employee onboarding software solutions in 2023.

  • Whatfix
  • Eduflow
  • Microsoft Teams
  • Bamboo HR  
  • Clickboarding 
  • I Done This 
  • HR Partner
  • Talmundo
  • ClearCompany
  • MentorCliq 
  • Lessonly
  • Basecamp
  • Zenefits
  • Work Bright 

Some of the most popular features of new employee onboarding software include:

1. An Easy-to-Use Interface

Transform your new hire's experience by opting for employee onboarding software that's simple, intuitive, and streamlines the process from start to finish. No more cumbersome tech support, confusing navigation, or tedious document requirements, just a smooth and stress-free transition for your new employees. Make the first impression a lasting one with the right onboarding software!

Unleash the full potential of your employee onboarding process by choosing software that delivers an outstanding user experience! A seamless and visually appealing interface, paired with customization options to match your company's unique culture, can make a world of difference in how new hires perceive the onboarding process and get up to speed with ease.

2. Automated Processes and Workflows

Automated onboarding software will not only streamline the process and save time, but also guarantee a smooth and positive experience for your new hires from day one. With automated workflows, repetitive tasks are a thing of the past and new hires will have their application smoothly gliding to the next step. Keeping everyone on track has never been easier, with automated reminders and emails that ensure every step of the onboarding journey is completed with accuracy and consistency.

3. Cloud Computing Technologies

Upgrade to the ultimate solution for a seamless remote experience - a cloud-based employee onboarding platform. With its centralized document storage, cutting-edge security, and effortless integration options, your new hires will bask in the comfort of a streamlined and secure onboarding process. Plus, they'll never have to worry about being tethered to an office computer again.

4. Analytics and Reporting

Unleash the power of data and take your onboarding program to the next level with built-in analytics and reporting tools! With the ability to track, measure and analyze the performance of your onboarding process, you'll be able to pinpoint the most crucial areas for improvement, making your program more efficient and effective. Say goodbye to guesswork and hello to data-driven decision making for a more successful onboarding experience for all.

5. Setting Objectives

With the right employee onboarding software, new hires can hit the ground running and track their progress along the way. Imagine being able to set and achieve daily and weekly goals with ease, while managers have the tools they need to monitor your success. That's the power of a software solution that enables both growth and accomplishment, making the transition into a new job a seamless and fulfilling experience.

If you're looking for a skillful employee to join your company, find them at Talentport today and grow your team with us!

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