Onboarding Automation: Human-Centered Strategies for Remote & Hybrid Teams

The new reality of automated onboarding

The way we work has changed in recent years. In the past, the office was the central work hub for many organizations, where teams collaborated, shared ideas, and built relationships face-to-face. While some industries, such as retail, and other hands-on sectors continued with in-person operations, the pandemic quickly shifted us to remote work, forcing HR professionals to rethink traditional onboarding approaches. This adjustment was difficult but also revealed new opportunities to create flexible, efficient, and engaging employee experiences. 

Many organizations are now using remote and hybrid working approaches, combining the benefits of remote work with the energy of in-person collaboration, offering employees the flexibility to work where they are most productive. This shift brings undeniable benefits, such as access to a wider talent pool and greater work-life balance. However, it also raises a significant challenge: How can we ensure that new hires feel integrated, supported, and excited about their future at the company, especially if they rarely set foot in an office?

Whether they work remotely, in person, or a combination of both, new hires need more than a list of tasks; they need a smooth and meaningful onboarding experience that helps them feel connected and supported while they adjust to their work environment. 

Poor onboarding leads to high turnover; 20% of new hires leave within 45 days (HCI). In contrast, a people-first onboarding automation strategy can improve retention by up to 82% (Glassdoor). Yet many existing onboarding processes focus heavily on administrative tasks such as form-filling, offer letters, and background checks. While these steps are necessary, they are the tip of the iceberg of what an engaging onboarding experience could and should be.

At Applaud, we view automated onboarding differently. We don’t mean rigid workflows that robotically assign tasks to new hires. Instead, we’re talking about thoughtfully designed touchpoints that we can build into automation software to help managers deliver a more engaging experience. Rather than replacing human interaction, automation facilitates it, prompting managers to send personalized welcome emails, organize team introductions, and create meaningful first and lasting impressions. It’s about using technology to streamline the process while keeping people at the heart of the experience.

Why manager nudges matter so much

Managers are the gatekeepers of everyday employee experiences. Yet, managers are often juggling multiple priorities. Inconsistent manager engagement is one of the major factors in poor onboarding experiences. This is where automated employee onboarding can truly shine:

• Nudging at the right times: Timely reminders (e.g. ‘It’s time to schedule your first 1:1 with your new hire!’) ensure your managers don’t miss these critical interactions.
• Hyper-personalization: A best-in-class automation solution for onboarding should offer features to make the experience unique. For example, a nudge to the manager two days before the new employee’s start date might include location-specific details, details of the new hire’s interests, or team-specific tasks.
• Buddy system assignments: Automation can seamlessly prompt managers to pick the right person to buddy up with your new hire and notify that buddy with guidance on how to engage.
• Localized best practices: For global organizations, onboarding automation software should differentiate tasks by country and culture, ensuring every new hire’s experience is consistent and relevant.

By automating these essential manager tasks, you reduce the likelihood of ‘pockets of excellence’ and instead, you ensure every employee receives the same outstanding experience across your entire organization.

Why traditional onboarding falls short (especially in remote/hybrid work)

Most of us will have experienced poor beginnings in a new job at some point in our careers. That feeling sticks around if it doesn't get off to a good start. Think about your own experiences; they might look something like your new manager not being prepared, not giving you any guidance or work to do, or the polar opposite; maybe you felt suffocated by micromanagement. You may have felt like your face didn't fit, or the job sounded more exciting than it panned out to be, etc. Relating to your own experiences and understanding why onboarding can fail will set you up with a good foundation to build the best onboarding journey it can be. 

HR professionals work hard to create positive experiences, but traditional methods often fall short. Here are some common onboarding pitfalls:

• Information overload: Bombarding new hires with an overload of information too quickly, making it overwhelming and challenging to retain anything useful.

• A one-size-fits-all approach: Generic processes that don’t consider role, location, or team dynamics, making onboarding feel impersonal and irrelevant. 

• Lack of human connection: “No man is an island” (Donne); we thrive on connection. Many onboarding processes focus more on paperwork and compliance, missing opportunities to build meaningful relationships with colleagues.

• A lack of motivation without goals and direction: New employees like to feel valued and they're going places. Many onboarding processes often lack clear expectations, milestones, and role-specific learning opportunities.

• Compliance-heavy onboarding: While policies and procedures are important, nothing quite kills the new job buzz like a heavy focus on rules without balancing engagement and excitement.

• Limited ongoing support: Onboarding is often treated as a day trip rather than an ongoing journey. It can take new employees anywhere from three to six months to feel settled in their new role (LinkedIn).

• Inefficient manual processes: Too many manual, disconnected processes (e.g., paper forms and scattered knowledge resources) slow everything down and create inconsistencies. 

• Ignoring remote and hybrid needs: With remote and hybrid work becoming the norm, many onboarding processes still assume an in-office experience. A lack of virtual engagement can make remote employees feel baffled and disconnected. (Harvard Business Review)

• Lack of interactive and engaging learning: Reading endless documents or sitting through long presentations or lectures is ineffective and doesn't create an engaging or memorable learning experience (ScienceInsider).
  

• No measurable impact: Without measuring onboarding effectiveness, organizations miss insights into whether new hires genuinely engage with their new role or have checked out early on.

Moving Beyond Paperwork: What Best-in-Class Onboarding Automation Looks Like

Put yourself in your new recruit's shoes: you landed the job; now you're the newbie, full of excitement and nerves, hoping for a warm welcome. Meanwhile, over in HR, you're juggling all kinds of competing priorities: hiring, compliance, benefits, employee relations, you name it! How do you balance a smooth and meaningful onboarding on top of it all?

Enter onboarding automation! A well-designed automated onboarding process doesn’t remove the human element; it enhances it. Thoughtfully designed workflows ensure that key touchpoints, like manager check-ins, team introductions, and personalized messages, happen seamlessly, making new hires feel valued and included from day one.

A People-First, Six-Stage Journey

If we take the reasons onboarding fails and flip those on their head, we have a pretty good starting point in mapping out an effective employee onboarding journey.

A great onboarding experience is structured, engaging, and tailored to set new hires up for success. It blends automation with a human touch, ensuring employees feel welcome, informed, and empowered from day one.

Below is a best-practice timeline that goes beyond the basics of form-filling. It shows how thoughtful planning can enhance automated onboarding and offer meaningful touchpoints from pre-start to week 12 and beyond. Note the intentional blend of tasks and moments of connection, both for the new hire and the manager.

A People-First Automated Onboarding Experience
Make onboarding a meaningful experience for remote and hybrid employees. With tasks, notifications and content ideas.
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The Six-Stage Onboarding Journey:

• Pre-start: Build excitement before day one
• Day 1: Create a memorable first day
• Week 1: Creating space to adjust
• Week 2: Building confidence and connection
• Weeks 3-4: Feeling established
• Weeks 5-12: Growing, contributing, and looking ahead

Pre-start: Build excitement before day one (Day -14 to Day 0)

Preboarding is your chance to make the best first impression and to ensure new hires are ready to hit the ground running on day one. Since they may not be in the office, this phase is critical for making the employees feel like they fit in, providing equipment, access rights, and key information.

Manager content sample

Employee content sample

Day 1: Create a memorable first day 

In a traditional office setting, new employees naturally connect with teammates, build relationships, and absorb workplace culture through casual interactions. Virtual onboarding requires thoughtful planning to replace these organic exchanges. Kick off your new joiner's first day with an engaging team introduction. Schedule a morning call or in-person meeting where the entire team is ready to greet them. This small effort sets a positive tone and makes your new hire feel valued and connected from the start.

REMEMBER!
4% of new hires leave after a bad first day, making is crucial to get this right (LinkedIn).

Manager content sample

Employee content sample

Week 1: Creating space to adjust

The first week at a new job can be overwhelming, so it's important to give new hires time to absorb information and ask questions. Balance structured activities with open periods to ensure they feel supported without feeling overloaded. A thoughtful approach helps them settle in comfortably and gain confidence in their new role.

Manager content sample

Employee content sample

Week 2: Building confidence and connection

With the first-week jitters behind them, week two is about deepening engagement and reinforcing key relationships. New hires should start applying what they’ve learned, gaining hands-on experience, and feeling more integrated into the team. Encouraging collaboration, providing meaningful feedback, and offering continued support will help them build confidence and momentum in their new role.

Manager content sample

Employee content sample

Weeks 3-4: Feeling established

By the third week, new hires should feel more comfortable navigating their role and workplace. This is the time to encourage independence while still offering support. Providing opportunities for them to contribute to projects, seek feedback, and refine their skills will help build confidence and a sense of ownership in their work.

Manager content sample

Employee content sample

Weeks 5-12: Growing, Contributing, and Looking Ahead

With the foundations in place, weeks 5-12 are about deepening connections, building confidence, and preparing for long-term success. New hires should feel more independent, actively contributing to projects, and strengthening their relationships with colleagues. This is the time to introduce skill development opportunities, provide constructive feedback, and encourage them to take on more responsibility.

Manager content sample

Employee content sample

Going beyond ‘One and Done’ compliance

Traditional onboarding often ends once the forms are complete, the credentials are set, and the new hire has some basic knowledge of processes.

However, the true test of employee engagement comes weeks and months later.

How do they feel about their role and team?

Are they aligned with the company’s mission and vision? Do they see a future in the organization?

An automated onboarding process that extends beyond day one into the first quarter (and even beyond) dramatically boosts long-term engagement and retention. The key is providing ongoing enablement:

• Regular pulse checks: Automated check-ins to gather feedback and measure engagement.
• Development planning: Nudges and resources to set career goals, schedule training, and prepare for performance reviews.
• Social integration: Encouragement to join employee resource groups, attend social events, or network with peers from other departments.

Why a best-in-class onboarding automation solution matters

Most ATS or HCM platforms have basic onboarding features, but these often focus on transactional tasks like contract generation, background checks or form completion. While necessary, they’re not sufficient to create a truly employee-centric, manager-empowered onboarding ecosystem.

A best-in-class journey tool like the HR tech from Applaud, takes a more holistic, ‘people first, tech second’ approach.

Here’s how:

No-code, out-of-the-box capabilities

Vendor-agnostic integration

Seamlessly connect with existing tools (e.g., Workday, SAP SuccessFactors, Oracle, or smaller point solutions) so your onboarding automation runs smoothly alongside the tools you already have in place.

Robust manager and buddy support

Set up dynamic reminders, notifications, and tasks that automatically adjust based on a new hire’s location, role, or even start date changes.

Data-driven insights

Access real-time dashboards and analytics to see exactly where your new hires are in their journey and where managers need extra support.

More human, intuitive experience

Instead of bombarding new hires with endless text, leverage interactive content, quick polls, or ‘fun fact’ prompts that spark real conversations and connections, even in a fully remote setting.

When your onboarding automation software is designed from an employee point of view, the difference in experience is night and day. Rather than ticking boxes, you’re creating a cohesive, memorable journey.

A Final Word on the ‘people-first, technology second’ factor

Don’t let the word ‘automation’ trick you into thinking the experience becomes robotic and impersonal. The best automated onboarding process is precisely what frees up valuable time and headspace for those moments that build genuine human connection, like a personalized note from a manager or a quick video chat with a buddy.

Download our guide to see a breakdown of a people-first automated onboarding experience - from preboarding to the first three months - providing clear actions, notifications, and resources.

Ready to give employees the HR tech they deserve?

Onboarding is the first big impression new hires have of your organization. Make it count. With the right blend of onboarding automation, personalized communication, and manager enablement, you’ll see stronger engagement, reduced turnover, and a culture of belonging that resonates from day one.

Looking for a best-in-class journey tool that’s HR-focused and employee-led?

At Applaud, we believe in creating HR tech built entirely around the employee. This starts with an onboarding journey that supports managers, nurtures new hires, and seamlessly integrates with your existing systems.

Give your most important customers the experience they deserve

Request a demo to see how our platform can help you deliver an automated onboarding process that feels truly human.

We’ll show you how to nudge managers at exactly the right moment, empower new hires to self-serve, and free HR teams from the manual tasks that slow them down.

Let’s help HR do more for their people—starting with an exceptional first impression.

About the Author

Michelle Donnelly is a technical writing manager with nearly twenty years of experience in design, communication, training, and enablement. She brings a unique blend of creativity and clarity to technical writing, product enablement, and customer education, ensuring that complex information is both accessible and engaging.