An HR professional using onboarding automation

Discovering Onboarding Efficiencies Through AI and Onboarding Automation

Technological advancements in artificial intelligence (AI) and automation are rapidly changing different organizational processes. They play a critical role in enhanced workplace efficiency, productivity, optimal utilization of resources, less time wastage, and more. Today, HR managers are banking on automation and artificial intelligence to attract the best job candidates for their company-specific needs and welcome them into the organization. We’ll discuss how to enhance onboarding automation and increasing efficiency through AI, plus how it benefits both the HR and the new hires. 

But first…

What is onboarding automation?

Onboarding is a multiplex system that encompasses several individuals, departments, and procedures within an organization. Usually, new hires have a lot of documentation to process, and it’s not uncommon to include incorrect information during the manual onboarding process. 

However, automating the process using machine learning and AI-enabled systems grants new employees clear-cut goals and instructions to follow. What’s more, it minimizes paperwork by interconnecting the system with all the related departments while keenly following the provided information and communication. 

Overall, automating the systems for an onboarding process enables companies to attract the best candidates for a position according to the set criteria. Onboarding automation also allows the system to narrow down the list of potential candidates by sending out quizzes touching on the skills required for the job. 

AI simplifies the onboarding process by automating mundane yet vital tasks such as account setups and providing real-time feedback. The technology can track tasks, generate responses, and answer questions brought about by new hires. Below are a few use cases of how companies can leverage onboarding automation to streamline the process and exceed employee expectations in today’s workplace

Documents generation.

Thanks to natural language processing (NLP), organizations can automatically generate offer letters, contracts, and other critical documents for employees. Your only responsibility as an HR professional would be to ensure the documents are correctly signed, validate the output, and keep track to confirm whether the files are opened. 

Accounts generation.

We can all agree that setting up several accounts on different software or apps is a tiring, mundane task for a new hire, right? Instead of bothering the IT department with such responsibilities, the HR team can save time and resources by simplifying accounts generation through automated onboarding. An HR professional only needs to feed a new hire’s information into the system and let it create several accounts on different platforms in one go. 

FAQ chatbots.

Most newly hired employees will feel the urge to get up-to-date with everything in their company quickly, from setting up a corporate email account to connecting to the office WiFi. The only way to find solutions for these fundamental issues is by asking questions. When handled manually, the questions can become overwhelming and tedious, considering that they’re repetitive. An organization can avoid this by using an AI-powered chatbot to handle the FAQs. The best part is that you can continuously adjust or tweak the FAQ chatbot as new queries emerge. 


For new hires, building meaningful relationships with team members and peers goes a long way in enhancing productivity, job satisfaction, and employee engagement. Thankfully, by automating onboarding, HR managers can leverage organizational network analysis (ONA) to evaluate and understand the kinds of relationships new hires need to cultivate to enhance productivity. Also, ONA introduces new employees to new contact points within their teams, as well as the entire organization. 

Benefits enrollment.

Automating benefits enrollment is one of the ways to make the onboarding process more efficient. The finance department only needs to send out automated emails to new hires giving an in-depth explanation of the employer-provided benefits and clear instructions on how to complete the electronic enrollment. Even though different benefits like retirement, commuter, and health plans have distinct portals, automated onboarding software interconnects all of them to ease the enrollment and management process. 

Feedback collection and analysis.

Did you know that 20% of new hires usually leave the company for greener pastures within the first 45 days into their role? Therefore, collecting a new hire’s feedback about their satisfaction with the onboarding process and their new position is overly helpful in identifying potential challenges. Doing so manually can be quite tiring—luckily, AI simplifies the whole process and makes it more efficient. HR professionals can leverage the automated onboarding software to send out surveys periodically, say, a week, month, or quarter into the position. 

Advantages of onboarding automation:

Besides enhancing efficiency, as you’ve seen above, onboarding automation also results in other merits such as better employee retention, costs savings, and improved returns. Let’s dig deeper into each of the benefits:

Better employee retention.

As we mentioned above, new employees are more likely to leave a company and pursue better opportunities within the first 45 days of hire. The only way to change that is by practicing A-level onboarding, i.e., automating the process. Doing so increases the employee retention rate by as much as 82 percent. Therefore, enhancing the employee onboarding process is critical in developing a team that can help your company thrive. 

Saving on costs.

Onboarding can take a huge toll on a company’s yearly expenses. Did you know that an average US employer spends a cool $4,000 and around five weeks to onboard a single employee? Worst of all, if the employee decides to quit to search for better opportunities, it means the onboarding cost doubles. The good news is that you can avoid all these inconveniences by investing in an automated onboarding system that can attract the right talents for your company and save a lot on the hiring costs. 

Improved productivity and returns.

Effective onboarding extends beyond just the first few days or weeks into the company. New hires usually transition from the learning curve to the ramp up time. Within this period, you can tell whether they’ll add value to the company or not. With an above-par onboarding process, where everything is streamlined and organized, new hires will feel appreciated and valued in the company. This automatically increases their performance and boosts employee experience and satisfaction. 

Final thoughts on onboarding automation:

The onboarding process is fundamental in building meaningful relationships between new hires, their teams, and the employer. Creating the right approach ensures that the new hire feels valued, which comes a long way in increasing employee retention, cutting costs, and enhancing performance. Onboarding automation helps:

  • Eliminate paperwork
  • Address employee concerns promptly
  • Protect sensitive information
  • Streamline mundane tasks like accounts creation, benefits enrollment, and document generation

Interested in learning how Capacity can enhance your employee experience through automated processes? Click the button below!