Employee onboarding automation

employee onboarding automation

When it comes to starting a new job, the onboarding process can be overwhelming. Not only do companies need to process paperwork and provide new employees with the necessary information to get started, but they also need to ensure that each employee understands their responsibilities and is equipped with the tools to succeed. Here is where employee onboarding automation makes sense to be existing.

Automating employee onboarding can help streamline this process, making it more efficient and cost-effective. In this article, we’ll discuss why automating employee onboarding is beneficial and how to do it with the help of HubSpot software using Workflows. 

What is employee onboarding? 

Employee onboarding is the process of introducing new employees to a company and helping them transition into the role. This includes providing key information, assigning tasks, and helping the new hire learn the basics of the job. Automating this process can help ensure that every new hire is given the same standard of information, as well as ensure that no important details are missed.

Automating employee onboarding can include tasks such as collecting personal information, scheduling training, providing benefits information, and setting up IT access. The process can also include onboarding activities such as assigning tasks and providing orientation materials.

Benefits of employee onboarding automation 

Automating employee onboarding can save companies time and money, as well as increase employee engagement and productivity. It also helps to ensure that the onboarding process is consistent and efficient for each new hire, and can be customized to meet the needs of each company. 

By automating the process, companies can save time, reduce costs, and make sure that new employees have all the information they need to succeed. 

So, the main benefits of automating employee onboarding are below:

1. Allows businesses to streamline the process of welcoming new employees.

2. Automation can help reduce the administrative burden of onboarding, freeing up time for HR teams to focus on more strategic tasks.

3. Automated onboarding also helps ensure consistency across new hires, ensuring everyone receives the same information in the same way. 

4. It can make onboarding more efficient, with new hires able to access vital information and resources immediately.

5. Automating onboarding helps ensure that new employees are up and running quickly, reducing the amount of time it takes to become fully productive in their roles.

6. Automated onboarding systems can be customized to fit the unique needs of individual businesses, allowing for an easy and tailored onboarding experience.

Employee onboarding automation with HubSpot

HubSpot software provides an efficient way to automate employee onboarding with Workflows. Workflows can be used to set up tasks and activities that need to be completed during the onboarding process. This includes collecting the personal information of new employees, sharing the necessary company documentation such as duties and goals, providing education materials, and more. Workflows can also be used to ensure that all new hires receive the same standard of information.

In conclusion, automating the employee onboarding process can help companies save time and money, as well as ensure that new hires have the information they need to succeed. By utilizing HubSpot software, companies can easily and efficiently automate the onboarding process with Workflows.

HubSpot Workflow creation guide – employee onboarding automation

With the help of HubSpot workflow, you can automate onboarding. Check this example to know more.

Go to Automations – Workflows.

Click on Create Workflow – From Scratch – Contact Based – Next

Workflow creation steps

Then you should choose a trigger by which your Workflow is started. As the Workflows at HubSpot are not directed to User creation, we can find other ways to automate the onboarding process. 

In this example, I recommend adding Employee (User) as a Contact to your CRM. Then after this task is created, the Workflow will be starting.

For indicating that it’s an Employee, you can create a new Contact Property called Employee or using another Name.

To create a New Property go to SettingsPropertiesContactCreate Property.

I created a Property Employee as a Dropdown Select with Yes/No Options.

Creating a New Property Employee

You may consider creating a Separate Active List of all Employees. Create a Trigger based on ContactEmployeesIs any of “Yes”.

In our example, after Employee Onboarding Workflow is started, a Task will be automatically created and sent to a Company Admin asking to provide all necessary permissions to a new employee.

Automating Employee Onboarding Workflow Trigger

After that you may think of adding a Marketing Email including all your brand materials, company rules, personal duties and objectives, and more.

Create the Email first and then add it to the Employee Onboarding Workflow in HubSpot.

If you have general documentations that can be delivered to a new employee for a signature, you can use some great apps like DocuSign and use a Doc template in the automation.

You should have an active account in DocuSign and integrate in into HubSpot from the App Marketplace.

Employee onboarding - sign docs and email

That’s all in this example, though you can be creative and think what other actions you can include in your employee onboarding automation.

I hope you find this article useful, you an always contact us at Velainn to know more.

You might also be interested in reading an article about How to create a B2B Sales Funnel

Best Regards,

Anton Tverdokhlib