Onboarding Software for Small Businesses in 2025

What is onboarding software?

Onboarding software enables the automation and management of integrating new employees into their respective companies. This may include everything from paperwork and training to establishing access to company systems. In small businesses, onboarding software is especially important because it sets a standardized and organized means of introducing employees and making them feel more integrated and participative right from the start. In fact, a Society for Human Resource Management study found that 69% of employees are likely to stay with the company longer than three years if they have a great onboarding process.

Software Benefits for Small Businesses

• Improved Employee Experience: Companies can create a more seamless onboarding process that engages employees from day one by using onboarding software. According to research by Sapling HR, automated onboarding processes can enhance productivity in new hires by up to 50%.
• Increased Productivity: Onboarding software automates time-consuming tasks and enables HR and management teams to focus on more strategic tasks that will add value to the company. In fact, according to G2’s HR Software Report, small businesses using automation can reduce up to 30% of their manual workload.
• Labor Laws Compliance and Accuracy: Small businesses often struggle to maintain compliance with labor laws. Onboarding software ensures accurate documentation, allowing for the avoidance of 60% of errors due to manual processes, according to a study by the Aberdeen Group.

Critical Features of Onboarding Software

• Employee Information Management: Onboarding software provides a central hub for storing and updating employee data, making it easily accessible to HR teams. A report by BambooHR suggests that companies that manage employee data well can reduce HR administrative workload by up to 40%.
• Automation of Tasks and Workflows: According to the Harvard Business Review, automating repetitive onboarding tasks—such as sending welcome emails or setting up IT access—can improve process efficiency by as much as 30%, allowing HR teams to focus on more strategic efforts.
• Document and E-Signatures: Onboarding software typically includes tools for document management and capturing e-signatures, reducing paperwork errors by up to 80% and speeding up the hiring process, according to DocuSign.
• Communication and Collaboration: Communication tools built into onboarding software help new recruits ask questions, collaborate with their teams, and receive feedback seamlessly, improving their overall onboarding experience. Gallup reports that effective communication during onboarding increases engagement by 25%.
• Performance Tracking and Onboarding Analytics: Tracking new-hire performance ensures that the onboarding process is working effectively. Analytics allow managers to monitor progress and make necessary adjustments, improving retention rates by 23%, according to LinkedIn’s Talent Solutions report.

How to Choose the Right Onboarding Software

There are several factors to consider when selecting onboarding software suitable for a small business:

• Assess Your Business Needs: Understand your business’s specific needs—whether it’s automating paperwork or improving employee training—so you can select the right software. According to research from the Wynhurst Group, businesses with effective onboarding processes report 50% higher productivity in the first six months of a new hire’s tenure.
• Consider Budget, Scalability, and Speed: Choose onboarding software that fits within your current budget but is also scalable as your business grows. Capterra reports that 81% of small businesses prefer flexible and scalable software to meet the demands of a growing workforce.
• Research and Compare Software Options: Many onboarding platforms offer free trials, which you can use to evaluate factors like usability, customer support, and pricing. According to G2’s HR Software Review, 74% of small businesses reported a positive ROI within the first year of implementing HR and onboarding software.

Implementing Onboarding Software

Implementing onboarding software thoughtfully can maximize its effectiveness:

• Comprehensive Onboarding Plan: A well-planned onboarding process with timelines and goals helps new employees follow a structured path, leading to a 50% reduction in time-to-productivity, according to Glassdoor.
• Train Your Team: Proper training for your HR team and managers on the software’s features is key to success. Studies by TalentLMS show that well-trained HR teams improve onboarding success rates by 30%.
• Integrate the Software with Existing Systems: Ensure that the onboarding software integrates smoothly with payroll, HR, and communication tools. Proper integration reduces onboarding-related errors by 60%, according to a report from Aberdeen.

Best Practices for Effective Onboarding

• Personalize the Experience: Tailor the onboarding process to each employee’s specific needs. According to the Brandon Hall Group, companies that personalize onboarding programs see a 58% increase in retention.
• Provide Clear Expectations and Set Goals: Clear expectations during onboarding help build confidence in new hires. In a study conducted by SilkRoad Technology, 82% of employees who received guidance during onboarding were more productive in their first 90 days.
• Offer Ongoing Support and Mentorship: Continuous support beyond onboarding helps new hires integrate smoothly into the company. A report by Deloitte states that 87% of employees with mentors feel more connected to the company, leading to higher retention rates.
• Track and Measure Success: Tracking metrics like time-to-productivity and new hire engagement ensures that the onboarding process is effective. According to LinkedIn’s Talent Solutions, companies that track onboarding performance report a 23% increase in employee satisfaction.

Onboarding software can greatly enhance small businesses’ ability to manage administrative tasks, improve employee experience, and boost productivity. By choosing the right software and implementing it effectively, small businesses can create an efficient onboarding process that sets new hires up for long-term success. Businesses that invest in onboarding software see significant improvements in retention, engagement, and employee satisfaction. Explore different software options to find the best fit for your small business and realize the long-term benefits of a robust onboarding process.

19 best employee onboarding software

Below is a list of the 19 best employee onboarding software

1. Workbright

G2 Rating: 4.8/5

Capterra Rating: 4.8/5

Free Trial: Not available

Pricing: Available on request

Workbright simplifies the onboarding process for businesses that frequently hire employees. Whether due to rapid growth, seasonal fluctuations, or ongoing recruitment needs. WorkBright eliminates the hassle and streamlines the entire onboarding experience. They offer a convenient solution for new employees to complete their paperwork before their first day on the job. Their standout services are digital form collection, remote I-9 forms, and automated e-verify. On their website, you can request a free demo.

2. Gusto

G2 Rating: 4.2/5

Capterra Rating: 4.6/5 

Free Trial: Not Available

Pricing: The simple plan starts from $40 per month

Gusto’s is a cloud-based HR software that offers a comprehensive suite of HR tools to manage HR processes effectively. Its Hiring and Onboarding module provides a streamlined process for hiring new employees and managing their onboarding. Some of the standout features are electronic offer letters, compliance management, and employee self-boarding. 

3. Hireology

G2 Rating: 4.5/5

Capterra Rating: 4.1/5

Free Trial: Not available

Pricing: Packages start at $199/month

One of the highest-rated HR software on  G2, Hireology, as the name suggests, is a highly organized software designed to hire the right people. It doesn’t just onboard new hires; it aids the entire hiring process. It holds your hand right from when your staffing agency posts the job. And it works with you to compare candidates, match criteria, and make the correct choice. 

4. Click Boarding

G2 Rating: 4.1/5

Capterra Rating: 3.5/5

Free Trial: Not available

Pricing: Available on request

One of the best online boarding programs can be found at Click Boarding. You can set up personalized training experiences for your new hires using the app. This will help you keep your employees. Some of the silent features of this intuitive platform are integration with over 250+ platforms and access to the e-signature facility.

5. Whatfix

G2 Rating: 4.6/5

Capterra Rating: 4.6/5

Free Trial: Not available

Pricing: Available on request

Whatfix’s platform presents a comprehensive solution for onboarding and training new personnel on organization programs. Its overlay, interactive guidance, drift-primarily based getting-to-know method, and in-app help allow faster improvement and adopt changes for overall user enjoyment.

6. Freshteam

G2 rating: 4.4/5

Capterra Rating: 4.4/5

Free Trial: Available

Pricing: Plans start from $1 Per Employee + $59.99 Platform Fee Per Month

An all-in-one employee onboarding software that streamlines the whole purpose in just a few clicks. The robust software allows you to create and send an onboarding kit – documents to sign, forms to fill, and security policies or handbooks to be shared, all in a few clicks. With their open APIs, you can integrate their onboarding software with any other application needed in seconds. The robust software is also known for its incredible support team, which provides instant solutions to your problems. The platform also has a free version that offers basic services for trial. 

7. Deel

G2 Rating: 4.5/5

Capterra Rating: 4.7/5

Free Trial: Available

Pricing: Starts from $49/month for contractors

Deel is a global HR platform that enables organizations to hire, onboard, and manage payroll for its international workforce. The platform eliminates “hiring borders” that limit businesses from hiring qualified workers from outside their geography.

Deel offers EOR (Employer of Record) facilities in over 100 countries, and helps drafts contracts that are locally compliant, along with automated invoicing, tax, and bonus calculation, time-off management, payroll management, workflow automation, and more.

• Deel features
• Employer of record
• Locally compliant contracts
• Local tax management
• Automated invoicing and expense management
• Centralized payroll management
• Workflow automation

8. HiBob

G2 rating: 4.4/5

Capterra Rating: 4.6/5

Free Trial: Not available

Pricing: Not mentioned on the website

Bob offers an automated onboarding flow that is tailor-made to meet global demand. With Bob, you can easily streamline the onboarding process for new employees. Using Bob’s onboarding checklists, you can ensure that every task and touchpoint is covered at exactly the right time and that no detail is overlooked. With that, you can also set up pre-boarding for the new hires just in a few clicks. 

9. Eddy

G2 rating: 4.8/5

Capterra Rating: 4.6/5

Free Trial: Available

Pricing:  Eddy starts at $6 a month per person

Eddy’s onboarding product offers a comprehensive solution for businesses looking to streamline and optimize their employee onboarding experience. By leveraging automation, customization, and engagement features, Eddy empowers HR teams to create a seamless onboarding process that sets the stage for long-term success and employee retention. Eddy also offers a free trial!

10. Zavvy

G2 rating: 4.8/5

Capterra Rating: No rating available

Free Trial: Not available

Pricing: Starting at $4/employee/month

Zavvy stands on the words of “Deliver unique onboarding experiences without drowning in manual work.” The platforms automate repetitive tasks along with being easily integrated with other platforms. The platform also offers a 14-day free trial where you can experince their services.