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.
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:
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.
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:
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.
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.
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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.
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.
4% of new hires leave after a bad first day, making is crucial to get this right (LinkedIn).
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.
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.
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.
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.
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:
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:
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.
Set up dynamic reminders, notifications, and tasks that automatically adjust based on a new hire’s location, role, or even start date changes.
Access real-time dashboards and analytics to see exactly where your new hires are in their journey and where managers need extra support.
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.
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.
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.
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.