Starting a new job has always been a mix of excitement and nerves. In the past, first days often meant tours of the office, meeting colleagues over coffee and soaking in the culture through casual interactions.
For many employees today, the reality is different: onboarding begins with a video call, a login screen and a series of digital forms.
Remote and hybrid work have changed the way we welcome people. The challenge is no longer just about logistics; it is about creating inclusion at a distance.
Making a new hire feel part of the team requires a blend of thoughtful culture-building, practical tools, and the right use of artificial intelligence.
Done well, virtual onboarding becomes less about technology and more about building confidence and connection.
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We often think onboarding starts on day one, but in reality it begins the moment a candidate says “yes.”
That in-between stage, preboarding, is one of the most overlooked parts of the employee journey.
Get it right and you set the tone for everything that follows. Get it wrong and you risk losing momentum before a new hire even logs in.
In today’s digital workplace, preboarding looks different. Instead of an employee arriving at a desk with equipment and a welcome card, the experience often starts with a courier delivery and a login link.
Organizations are turning to digital portals to guide new hires through set up, giving them a place to find checklists, forms and resources before their first day. Some companies add micro-learning modules, virtual office tours, or even gamified tasks that reward people for completing key steps like activating accounts or setting up devices.
It is also a chance to introduce culture in a way that fits the digital world. Teams record short welcome videos, host casual ‘pre-start’ coffee chats on Zoom, or create buddy introductions over Slack.
These digital touchpoints help bridge the gap between offer acceptance and day one, making new hires feel included before they even log in for the first time.
Handled well, preboarding in a digital-first world blends logistics with connection. It transforms nervous anticipation into genuine excitement and ensures that new hires start with confidence rather than uncertainty.
Orientation has long carried a reputation for being administrative, full of forms, compliance modules and policy documents. For virtual hires, that approach can quickly feel isolating. The compliance side of onboarding will always be necessary, but it can also be delivered in a way that feels more engaging and more personal.
This is why many organizations are rethinking how orientation works in a digital setting. Centralized portals now bring everything into one place, combining tasks with cultural touchpoints that show people what it is really like to work there.
Adaptive workflows can tailor the process to each role, while learning platforms filter out irrelevant modules and surface resources at the right time. The result is that employees feel guided through their first days rather than overwhelmed by information.
The momentum behind this shift is growing quickly. In the United States, research from Appical shows that 68% of organizations already use AI in their hiring and onboarding processes and nearly one in three HR leaders say they are automating onboarding tasks to create more personalized journeys (TeamOut).
The trend is clear in the UK too, where surveys reveal that more than half of HR leaders want stronger AI features built into their onboarding platforms and almost half are seeking greater automation.
What this means is that orientation is starting to move beyond ticking boxes. It is becoming an opportunity to introduce new hires not just to the rules of the organization but to its culture and ways of working and it matters, because SHRM reports that 69% of employees are more likely to stay for three years if they experience a great onboarding program.
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Culture is not defined by posters on the wall but by everyday interactions that make people feel they belong.
For remote hires, the lack of hallway chats or informal coffees can make that sense of connection harder to build.
The good news is that digital tools are starting to fill the gap and make those first weeks feel less isolating.
Some platforms now recommend affinity groups and communities of interest so employees quickly meet colleagues with shared passions. Others use natural language processing to prompt recognition, encouraging teams to celebrate contributions in real time.
Buddy-matching algorithms are also emerging, pairing new hires with mentors based on goals, skills, or communication styles.
The appetite for this kind of support is clear. In the UK, People Management reports that 81% of HR professionals are open to integrating AI into workplace processes. What that shows is a recognition that culture-building can no longer be left to chance.
When organizations use technology to surface opportunities for connection, remote hires are less likely to feel like outsiders and more likely to feel part of the community from the start.
No technology can replace the impact of a supportive manager, but AI can make their involvement easier and more intentional.
One of the common frustrations for new hires is limited contact with their manager in the first weeks, often because managers are consumed by admin.
This is where technology can step in.
Workflow tools can automate routine tasks and send reminders, nudging managers to schedule a welcome call, check in during the first week and share key resources. Some platforms even suggest conversation prompts or highlight important milestones, helping managers stay visible without adding to their workload.
These systems are also starting to provide valuable insights. Dashboards can track a new hire’s progress through training modules, note their participation in introductions and even flag engagement levels.
When this data is paired with performance information, managers and HR teams can quickly spot where extra support is needed or where there are opportunities to upskill and cross-skill.
Because the data is aggregated, it also helps HR teams see wider trends across departments and refine onboarding programs as they go.
With the right guardrails in place, particularly around privacy and transparency, these technologies can transform onboarding from a series of admin tasks into a coordinated process that sets employees up for long-term success.
This type of real-time visibility can be combined with wider organizational data, helping HR teams detect trends across departments and refine onboarding programs continuously.
The impact is significant. Gallup found that employees who said their manager was actively involved in their onboarding were 3.4 times more likely to feel it was successful. When technology takes care of the noise and surfaces the right insights, managers are free to focus on what matters most; listening, guiding and building trust.
In smaller organizations it is often possible to shape onboarding around each individual. In larger or global companies, that kind of customization quickly becomes unmanageable without the help of technology. This is where AI is starting to bridge the gap, making personalization possible at scale.
Modern learning platforms can adapt training based on a new hires role, location or prior experience. A finance analyst in London might see compliance modules and European regulations first, while a product designer in New York is guided toward creative tools and collaboration platforms. HR systems can also surface different cultural resources depending on where someone is based, ensuring relevance from day one.
Personalization also ensures consistency across borders. For global teams, AI can adapt onboarding for local regulations and cultural nuances while still reinforcing a shared company identity. This means every new hire experiences a journey that feels relevant to their location but also connected to the wider organization.
The success of onboarding shouldn’t just be measured only by whether forms were signed or modules completed.
What really matters is how quickly new hires feel confident, connected and productive. Many organizations now track engagement at 30, 60 and 90 days using data-driven onboarding strategies and see a 23% higher new-hire retention rate.
These numbers show that measuring success and engagement is no longer optional and rather a core part of making onboarding inclusive and effective.
The future of onboarding will be more immersive and predictive. Generative AI is being tested to create personalized welcome videos, interactive mentors, and virtual office tours.
Translation tools are helping companies deliver consistent onboarding across different languages and predictive analytics can spot when a new hire might be at risk of disengaging before the problem shows up in performance.
Put together, these developments point to a very different kind of onboarding experience compared to the static slide decks of the past.
Technology can take care of logistics and personalization, surfacing insights that give managers more time to focus on empathy, culture and connection.
Companies that strike this balance will not only make onboarding more efficient, they will also build inclusive and engaging experiences that improve retention and strengthen a sense of belonging.
Whether it’s a new hire finding their feet or an employee navigating a complex, sensitive issue, the right Human Resources support system provides clarity, confidence, and a sense of culture — delivering a process your people are happy to engage with.
At Applaud, we help organizations do just that — bringing together intelligent self-service, people-first case management, and adaptable tools in one seamless experience that supports every success factor outlined above.
Because when every interaction feels effortless, fair, and personal, your most important customers — your employees — feel seen, supported, and ready to thrive.
Annabel Joseph is the Director of People at Applaud. She is a member of the Senior Leadership Team and contributes to shaping the company's direction. Her professional journey, marked by diverse sectors and international experience has led to her role in HR Technology, a true passion of hers given the relatable field. Annabel is CIPD level 7 qualified and holds a bachelor's law degree.