How to Automate Employee Onboarding and Go Paperless

How to Automate Employee Onboarding and Go Paperless

Learn How to Automate Employee Onboarding and Go Paperless


  • Bringing a new team member on board means tackling a mountain of paperwork, which may result in a less-than-ideal experience.
  • By automating the tedious aspects of the onboarding process, you can save your company time and money, while creating a smooth experience for your new employees.
  • With CertiPay’s onboarding solution, you can streamline, centralize, and standardize your new hire’s paperwork online. Contact us to get started!

A smooth onboarding process is crucial for setting new hires up for success. It shapes their first impression of your company culture and lays the groundwork for their engagement and productivity. Unfortunately, excessive paperwork and disorganized information can create a frustrating experience for new hires. The solution? Automate employee onboarding!

Read on to find out how onboarding automation can simplify and standardize the onboarding process, and how you can get started.

Let’s dive in!

Use Onboarding Software to Create a Smooth, Efficient Experience for New Hires

What Is Employee Onboarding Automation?

Automating employee onboarding involves using technology and digital tools to simplify various aspects of the onboarding process. By automating repetitive tasks, HR teams can minimize manual efforts, reduce paper trash, and create a more efficient experience for new hires.

The onboarding process has many steps that could be easily automated, such as:

  • Sending and collecting paperwork: E-signature tools can replace paper forms, making the entire process much faster and secure, thanks to electronic signatures.
  • Data entry: You can automatically transfer onboarding data to an HRIS (Human Resource Information System), eliminating manual work and reducing errors.
  • Scheduling meetings and reminders: Automated tools can handle scheduling initial meetings, training sessions, and follow-ups, freeing up HR and new hires’ time.
  • Providing mandatory training and sharing resources: An online onboarding portal can provide new hires with easy access to company policies, benefits information, and training materials. Plus, you can track their progress, ensuring they complete all the necessary steps.

Benefits of Automating Onboarding

Let’s explore the main advantages of automating employee onboarding and going paperless:

Increased Efficiency and Time Savings

42% of HR managers who don’t capture onboarding information electronically spend three hours or more per employee manually collecting and processing onboarding information

Career Builder

By automating the repetitive tasks of the onboarding process — like sending forms and chasing signatures — you can free HR professionals to focus on more strategic initiatives such as mentoring or training new hires.

With automated onboarding software, new employees can complete tasks at their own pace and gain access to all the information they need, leading to a faster start and a smoother transition into their role.

Improved Accuracy and Reduced Errors in Paperwork

Eliminating manual data entry reduces the risk of typos or inconsistencies in your employee data.

By using automated workflows, you can rest assured that all required onboarding steps are being completed and approved, minimizing the risk of missing paperwork that could cause delays or compliance issues.

Enhanced Employee Experience with a Streamlined and Organized Process

Only 12% of employees strongly agree their organization does a great job of onboarding new employees.


With an organized onboarding plan, your new hires will have a clear roadmap with all the steps and resources they need to get up and running. This reduces confusion and frustration during the initial stages.

Creating a smooth and efficient onboarding experience makes new hires feel valued and welcome and creates a positive first experience, leading to higher engagement. In fact, Gallup research found that “employees who strongly agree their onboarding process was exceptional are nearly three times as likely to say they have the best possible job”.

Environmental Benefits of Reducing Paper Usage

By reducing paper usage for documents, forms, and printed materials, companies can contribute to a more sustainable environment. Digital documents are much easier to access and store, eliminating the need for physical filling systems.

How to Automate Onboarding and Go Paperless

Ready to enhance your onboarding process? Follow these steps to streamline the most time-consuming parts of this process:

  • Create a detailed onboarding plan. Outline the main steps involved in your onboarding process, including what needs to be done, by whom, and when. Identify which of these processes might be automated.
  • Identify and digitize onboarding documents. This includes all the necessary paperwork, such as:
    • Offer letters
    • Employment contracts
    • Legal forms
    • Tax forms
    • Benefit enrollment forms
  • Choose the right technology based on your needs. There are many onboarding software options to consider and each of them offers specific features, such as e-signature tools or workflow automation.
  • Create automated workflows. From collecting signatures to sending documents, you need to create specific workflows for each onboarding step and set up the corresponding reminders.
  • Implement the new paperless onboarding system. Train your HR team and do some tests to ensure everything works out as planned.
  • Collect feedback and improve. Use surveys to gather feedback from new hires about the onboarding process and the overall experience.
Outline Your Onboarding Process and Identify which Processes to Automate

Automate Your Onboarding Process with CertiPay

The onboarding process sets the tone for your employees’ experience in your company. By automating the most routine and time-consuming aspects of your onboarding process, you can save valuable time from your HR team and make a positive and long-lasting impact on your new employees’ engagement.

However, setting up an automated onboarding process can be challenging, especially for smaller businesses with a tight budget and limited resources.

At CertiPay, we offer onboarding solutions for companies seeking to consolidate and streamline their new hires’ paperwork. Our robust onboarding software helps new employees complete all the requirements online and notifies your HR team as they progress through each onboarding step.

Ready to create a smooth and efficient onboarding experience? Contact us to get started!

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Posted Apr 18, 2024
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