What did you expect on your first day at work? You were excited to meet new people, and also to get to work and be part of a new team. It goes the same way when the table is turned where you are about to welcome your new hires. You want to give them the best experience, but small errors always happen and it might cause a significant inconvenience to their most critical days. No worries, now you know how to make the process more convenient: employee onboarding automation.

Why Employee Onboarding Automation?

Onboarding is a key human resource management process that involves recruiting new employees to a specific company or workplace. It includes the general exchange of information about the company, its values, team, events, and schedules.

Performing this process manually over and over again can lead to many errors that can cause employee frustration or increase friction. Here are some of the challenges that many HR professionals face in the process.

Countless paperwork

Many organizations rely on a new employee onboarding process, which involves a paper-based approach to filling out hiring questionnaires where documents are emailed to a new employee, filled out, and then faxed or emailed to the organization. Unfortunately, the HR department has to manually enter all-new details in HRIS. Agree, such an adaptation system is, to put it mildly, cumbersome. However, performance, speed, and accuracy can be compromised when this data needs to be transferred to more than one system.

Inconsistencies within the company departments

Hiring or firing can be coordinated centrally by the HR department, but also involve many other departments such as IT support, security, operations, premises, finance, and sometimes other business units.

This forces HR managers to act as project managers, such as coordinating the procurement of functional computers synchronized with office Wi-Fi, ID, and other resources that must be ready within the first day of a new lease.

Any misunderstanding between departments can delay the onboarding process and reduce employee satisfaction, as they wonder why the organization was not ready for them on the first day. Therefore, an urgent task is the automation of adaptation.

How Does Employee Onboarding Automation Work?

In fact, a company cannot implement a fully automated onboarding workflow as there are some key onboarding procedures that require the presence of a member of the HR team to manage and improve the onboarding process for new hires.

Automate employee data processing

A great option is to automate your data by creating a personal secure workflow system that minimizes paperwork.

For example, by collecting employee data in a system, it is easy to make full use of their hard and soft skills, skills, experience, certification, and education. In addition, you can use data visualization tools to conveniently use information.

Save to Your Reading List: What Is Intelligent Document Processing (IDP)?

Automate employee assignment

No mailing lists, no paper documents on the desk, and no need to check to see if you’ve provided all the required paperwork for employees. Just create a schedule for transferring files to a new employee.

Automate account set up

Setting up multiple accounts across different applications and software is painfully repetitive for the IT department and the newest employee. Through an automated onboarding process, an HR team member can save IT time so they can focus on more important tasks.

The HR team only has to enter the employee information once, and the tool automatically creates multiple accounts on different platforms.

Automate progress tracking

It usually takes HR team members a long time to test new employees’ understanding of business processes and some difficult cases. Instead, they can submit a survey and automatically receive the results of each member. The HR team only needs to invest time in creating a reusable test for a specific group of employees.

Automate employee feedback

Statistics show that 20% of new hires leave the company to get better opportunities within the first 45 days of work. Therefore, collecting employee feedback on their satisfaction with the onboarding process and new jobs can help identify potential problems.

Artificial intelligence (AI) makes this process much easier and more efficient. Cognitive Automation software may send out surveys after the first week, first month, or first quarter of a job. In addition, Machine Learning (ML) can reveal latent dissatisfaction with survey results to prevent employee attrition. Here’s an example of how it works:

This allows the company to calculate turnover before it happens. If a risk of escape is detected, the AI ​​sends alerts to the hiring manager or staff to help them solve the problem.

Track Employee’s KPI

This option involves providing an automated checklist of all the tasks and goals that a new employee needs to complete upon onboarding, such as reading and signing certain documents, taking tests, or creating collaboration projects.

You can also set deadlines on the system and send a notification when the date is approaching. You can also get some important indicators of the work done.


Employee onboarding is the key HR process that implies the engagement of new employees to a certain company or workplace. However, retaining an employee is a continuous process. Companies and HR professionals need to invest more in ‘human-work’ instead of doing ‘paper-work’. There are many more HR processes that Gleematic can automate. With Gleematic, you save time and money. Your employees will be freed from repetitive tasks, relieve stress, and allow them to focus on activities with greater added value. 

By: Elsa Ajarwati

Attribution: Business card photo created by katemangostar – www.freepik.com