Training and Onboarding Software

Corporate training plays a major role in helping employees adapt to today’s fast-moving business environment. Employee training software helps provide training online and makes training management easier and more cost effective for organizations. These products usually feature the ability to create a custom course for employees, conduct interactive training sessions and also allow attendees to take notes, ask questions, upload videos and access training materials online. More advanced features include the ability to assign a course to specific users and to deliver training across different geographies. On the other hand, onboarding software helps onboard new employees online. Key features include the ability to create and use onboarding forms and e-signatures and to automatically send greetings, assign tasks and send reminders to new employees.  Read the full software guide...

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What is Training and Onboarding Software?

Training and onboarding software is technology designed for HR teams and departments to help create a smooth transition and onboarding process for newly hired personnel. In addition, it is also used to guide and help new hires learn and understand how the company or organization’s sales process works.

This type of software is often used by HR teams, managers and leaders, newly hired personnel and new sales employees.

The transition or onboarding process refers to the orientation phase that happens when a new employee is integrated into the company. The onboarding process is an essential part of ensuring that new hires are able to easily fit into the team and familiarize themselves with the system quickly.

This type of software is intended to help make the transition simpler and easier for the employer, manager and the newly hired personnel. It helps reduce unnecessary actions and streamlines the onboarding process by putting everything in one place so HR team members can easily communicate and collaborate with one another throughout the process.

Additionally, this HR software helps ensure the employee onboarding process is not only fast but also efficient. All the necessary training and information newly hired personnel need is within reach, which makes the learning process much easier for new employees.

Likewise, for employers and managers, the software eliminates the need to manually supervise and track the progress of newly hired personnel. The training and onboarding tool centralizes the entire process. Some employee onboarding software solutions have a digital dashboard feature, which makes it easier for teams to work together smoothly.

Types of Training and Onboarding Software

Training and onboarding software can be part of an integrated suite or businesses can choose to go for best-of-breed software

An integrated suite often has many tools and functionalities. For example, training and onboarding software can also have an HR or human resource component, an applicant tracking functionality and employee management systems. As such, the software covers three basic areas: recruitment, human resources and onboarding.

Best-of-breed software, on the other hand, is considered the best in its category. It is important to remember, however, that there are best-of-breed tools that can also integrate with other solutions that are essential for a smooth, efficient and seamless process.

Businesses can choose from many options to help them with their training and onboarding needs:

Open-source software

These solutions are some of the most popular because they are free. They come with a variety of functionalities and features that can help businesses efficiently organize and streamline their training and onboarding processes. Likewise, open-source solutions are ideal for those that prefer flexible solutions.

Onboarding checklists

This is one of the simplest training and onboarding solutions businesses can choose. It doesn’t require any complex procedures or prerequisites; users only have to download a template—a checklist for employee onboarding.

Again, there are no complicated setup procedures and as soon as the checklist is downloaded, the setup can be completed in a few minutes’ time. This option is ideal for newly hired personnel. Most onboarding checklists are free of charge.

Specialized onboarding software for employees

This tool is specifically made for tracking, organizing and managing employee onboarding tasks. This is an employee management solution that helps automate and streamline several tasks of the onboarding process.

Onboarding chatbots for employees

Chatbots can be both a learning solution and a guide for newly hired personnel. There’s usually a question-and-answer sequence here where the HR team member uses a conversational form for facilitating the streamlined hiring process.

Comprehensive software

This all-in-one comprehensive training and onboarding solution comes with many human resource management functions, features and tools. It is the complete solution because it integrates with tools like scheduling software and payroll software, among many others. All these features, functionalities and integrated tools can be accessed easily through a central dashboard.

Another way of categorizing software is by determining their major features. Not all onboarding tools come with the same features and functionalities. The most essential features include:

Paperwork management for new hires

Most training and onboarding software come with a feature that allows users to manage paperwork for newly hired personnel.

This type of solution is automated and is where all the paperwork is kept in one central location.

Automated background checks

Background checks are a guarantee that the company’s newly hired personnel can be trusted and are safe to work with. The background check updates are normally forwarded to the team.

Compliance with employee documentation

All users have access to all the essential employee documentation forms. As such, team members can help and guide the employees when they fill out the form.


Good training and onboarding software allow users and team leaders to get valuable updates on the progress of new hires. Aside from helping them keep track of new hires, teams can also use the reporting feature to gauge their onboarding team performance, as well as the overall performance of the training and onboarding program.

How to Choose Training and Onboarding Software

Choosing the right training and onboarding software is important and it is essential to keep in mind many factors before making any final decisions.

The features to consider when choosing this type of software include:

Major features and functions

A good training and onboarding platform should include all major features and functionalities that can help automate and streamline the process. The most valuable functions among these are online storage for documents, electronic/digital forms like w-4s and I-9s and automated, customized workflows.

Online storage of documents helps secure all the forms, especially the completed ones. With one repository for all documents, managing them will be easier than before. In addition to this, users know exactly where to extract the document or information they need when needed.

The setting up of customized automated workflows is another essential function of training and onboarding software. This allows users to use an automated workflow where no manual work is needed.

Practice tools

Training and onboarding software should also have tools for practice. These are interactive tools, specifically sales-related ones. Team leaders or HR managers can ask new hires to come up with activities that demonstrate the knowledge and skills they have learned as well as their existing knowledge on important issues.

Some examples of these activities include email writing, virtual roleplay and video recording. This is an opportunity for new hires to prove that they have the knowledge and acumen to challenge themselves.

Performance tracking

It is also important to regularly assess the performance of new hires and team members. The training assessment tool is ideal for this. Whatever the assessment reveals, leaders and managers should then decide on the next step to take for the new hire. On the part of the new hire, the assessment should serve as a motivational factor to make changes and seek improvement.

Mobile and third-party integration

It is also important for training and onboarding software to be mobile-friendly. It should be able to work seamlessly when accessed via smartphones, tablets and other mobile devices. This means features like forms, progress tracking and even document uploading and downloading should be readily available even when on mobile mode.

Employee onboarding software systems should also support integration with existing solutions. The platform should be able to integrate seamlessly with the organization’s existing technology. It should provide out-of-the-box integrations with third-party systems that are already a staple in the company’s infrastructure. These solutions include CRMs, employee management systems and video conferencing tools.

Other features to consider in a training and onboarding software include electronic signature, mentoring (team members to mentor new hires), a handbook for employees, electronic or digital forms and an employee portal where HR teams and new hires can enjoy self-service features.

Generally, the training and onboarding software should be able to minimize or even eliminate the need for manual work. Management and HR teams should not have to spend a lot of time working on just a single task.

Benefits of Training and Onboarding Software

With the help of training and onboarding software, the entire process can become significantly simpler and easier for businesses to conduct. This type of software provides businesses with many benefits, including:

Streamlined onboarding process

Streamlining and automating the onboarding process saves a lot of time, effort and expenses. The sooner a new employee is settled into the business, the quicker they can look towards starting their work and providing real value to daily operations.

Provide all necessary information and learning

With all the information provided in one centralized location, new hires have easy access to the information and knowledge they need to make their learning process easier, more comprehensive and more cost-efficient.

Additionally, it is easy for new hires to master internal processes and procedures because of the comprehensive learning and knowledge features of the onboarding software.

Cut on costs and improve on employee performance

As a training software solution, it helps minimize training costs because of the automated and centralized process. Likewise, employee turnover decreases as employee engagement increases. New hires contribute a lot to this as they complete their training and move through the process on their own.

As costs are reduced from new onboarding ventures, the excess funds can be funneled into better recruitment processes or wherever the resources are needed.

Helps facilitate compliance

Human resource teams are able to seamlessly and comfortably work on important documents, specifically those that are targeted towards compliance. With all the documents and information in a central location, this becomes an easier task and efficiency is greatly improved. Likewise, work is streamlined and management is simpler because there is no physical storage involved or no manual work needed to complete compliance duties.

In this market, the value of training and onboarding software to businesses should be seriously considered. No matter what type of industry your business belongs to, a good onboarding tool is a necessity. It will help your business increase employee retention and productivity.

This type of software is an investment in your new hires and their continued success in your business. A well-managed onboarding program can bring many benefits to your operations and help new employees settle in and get started on their work as soon as possible.

Common Features of Training and Onboarding

360 Degree Feedback Gather and manage anonymous feedback for employees from co-workers and managers.
API Application Programming Interfaces (APIs) are programmatic intersections with external products or platforms that allow for custom integrations with your own solutions or other solutions you are using.
Application Tracking Assists with managing applications, interviewing, hiring and onboarding new applicants to help streamline recruiting processes.
Attendance Tracking Track employee attendance and absence to keep on top of sick days and hours worked for payroll purposes.
Batch Permissions & Access Control user or group access and permission settings for software or other systems.
Calendar Management Manage and update calendars for scheduling or consolidation of events across teams, departments or business functions.
Data Export Exporting functionality can be used to streamline the migration of data sets and information across systems, platforms or applications.
Data Import Importing functionality allows you to use data sets from other systems or platforms to cut down on data entry requirements or to more easily migrate records from similar applications you have used in the past.
Email Integration Integration with email clients or providers to create and send emails as well as view received emails within an application.
Employee Database Manage and update employee records in a centralised database. Used to keep information about work entry, age, past roles and other employee details.
Employee Engagement Collect feedback from employees to recognize achievements, gather feedback and improve employee participation processes in the workplace.
Employee Incentive Management Manage and track incentive schemes for your employees to improve performance and loyalty / retention rate.
Employee Onboarding Streamlines the onboarding process for new employees in form of checklists, password and access management features, as well as other induction elements.
Employee Training Manage ongoing training processes for new and existing employees. This is often used for professional certifications and regular safety or quality training management.
External Integrations Integrations with other software products or platforms to improve efficiency and compatibility across systems.
Feedback Management Manage feedback through the use of surveys and similar elements issued to employees and/or customers to consolidate new ideas or track employee performance.
Gamification The application of game principles to products or services to incentivize certain types of behaviour, retention and engagement.
Google Apps Integration Integration with the G Suite, including Gmail, Google Docs, Google Sheets, Google Calendar, etc.
Multi-User Supports more than just one user account and generally allows for collaboration with colleagues.
Notifications Includes notification support and sends you alerts with information on important events and other time sensitive instances. For example through push notifications on mobile phones or email notifications.
Onboarding Helps onboard new employees or customers.
Password & Access Management Manage passwords or access to systems for yourself or your organisation.
Scheduling Schedule tasks, resources, appointments, payments, communications, etc.
Time Management Monitor and optimize how you're spending your time.
Timesheets Track employee attendance, sick days and hours worked for payroll purposes or billable hours for professional services.
Travel Management Manage travel plans and expenses for employees, prospects or potential recruits through a central environment.
Vacation Calendar Track employee holiday requests and absences for payroll, reporting or shift-planning purposes.
Video Courses Educational courses using web video as the primary medium.

Latest User Reviews of Training and Onboarding Products

ProProfs Training Maker
Anupam Verma
05 Nov 2020
"Tremendously helpful tool"

Training Maker provides me just what I need for my business training. It is sleek, quick, and impactful. The ready courses are parti...

ProProfs Training Maker
Yogita Mansukhani
09 Nov 2020
"by the far best too we've ever used"

proprofs is real saviour for us. it removed all the roadblock in corporate trAining by providing the bsdly needed support at every s...

ProProfs Training Maker
searchjournal engine
17 Nov 2020
"ProProfs accelerated student assessment"

I find it cool. As a teacher, it is very important for me to know my students’ comprehension of what I teach them. The quizzes help ...

Karina Machado Peley (MBA)
20 Nov 2020
"Simbound as a Smart Marketing tool"

I exceed the expectations I had for the tool.. What I liked the most about the application is how simple and friendly it is for inte...

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