Benefits of Automating the Applicant Onboarding Process

Is your “Candidate Onboarding Process” too time-consuming and complicated?

Onboarding a candidate can be a long and tedious process for both the hiring manager and the applicant. The old/manual methods of onboarding a new candidate are too time-consuming and increase the chances of human error while tremendously decreasing employee satisfaction even before the job begins.

Most onboarding steps are identical regardless of the new hire’s position. So why can’t these initial steps of employee onboarding be automated?

Research by the Aberdeen Group indicates that implementing a standardized onboarding process can enhance new hire retention by 50%. This statistic underscores organizations’ need to create a consistent onboarding framework that prioritizes automation.

By automating the applicant onboarding process, companies can deliver a streamlined and cohesive experience, allowing new employees to complete necessary tasks from a single interface.

This approach accelerates the onboarding timeline and demonstrates to new hires that their time and contributions are valued.

In this guide, we will discuss the key benefits of automated employee onboarding.

Key Benefits Of Automated Onboarding Process

Here are some key benefits of automating your applicant onboarding process:

Automated Onboarding Increases Engagement

AI-powered personalized onboarding can boost employee engagement by up to 54%. By providing new hires with content and experiences customized to their individual needs, automated onboarding helps them quickly feel part of the company culture and motivated to contribute positively to growth.

Automated Onboarding Saves Time

Automated employment verification, document submission, and data collection can free up as much as 40% of the time HR teams spend onboarding new employees.

By eliminating manual paperwork and data entry, automation makes these processes faster and more accurate, reducing the risk of human errors.

43% of Employees Say Their Onboarding Lasts Just 1 Day

Despite the importance of onboarding, many companies still provide a very limited experience. 43% of employees reported their onboarding process lasted only a single day. Automated onboarding allows companies to provide a more comprehensive and engaging experience over a longer period of time.

Onboarding Influences Employee Engagement

Research shows that onboarding is a crucial aspect of the employee experience, influencing 54% of employee engagement, job satisfaction, and long-term retention. Automating and personalizing this process can, therefore, significantly impact key organizational outcomes.

Key Features of an Automated Onboarding Portal

An automated onboarding portal is a crucial tool for organizations looking to streamline their onboarding processes and enhance the experience for new hires.

Personalized onboarding driven by AI and automation has increased employee retention rates by up to 82%. When new hires receive a tailored onboarding experience aligned with their skills, goals, and learning style, they are more likely to feel valued and engaged, leading to higher loyalty and commitment to the company’s success.

Here are the key features that make an automated onboarding portal/ digital onboarding solutions effective and beneficial:

1. Submit personal information with complete control:

Did you know that over 30% of U.S. employees go through a career transition each year? This clearly shows the amount of data transfer that happens every year and the level of security required for this task. Juntrax allows applicants to submit their information and managers to store and retrieve information through its robust roles and permissions modules, keeping information secure at all times.

Once the manager sends an automated email to the applicant to sign up, the candidate can create his own login password, securely sign into the portal, and enter all the information at his discretion.

The portal allows the applicant to submit the following details:

Personal information
Education, Work Experience, License and Certifications and References
Contact Information and Dependent Beneficiary Information
Direct Deposit Information
Forms that are needed for his employment onboarding like I-9 etc.

The applicant remains in complete control of his personal information that he is sharing with his employer at all times, and the manager can gather employee information without any security breach in accordance with general data protection regulations (GDPR).

2. Keep Track of Applicant Activity at all times

Manual processes of gathering information lengthen the time of onboarding with managers and employees going back and forth on forms and documents. While Juntrax gives a secure access to applicants to fill out their information, it allows managers to simultaneously log into the system and track applicant activity.

Managers can notify applicants if there are errors and provide guidance on how to fill out forms if they are stuck. Imagine the time saved at both ends by streamlining the tasks and automating communication between HR personnel and employees.

3. Verify The Checklist

Typically, an onboarding process involves multiple steps or levels of information. Once the applicant provides all the details through the portal, the manager receives a notification to check the data. The HR manager reviews the information using his checklist, which is only visible to him and updates the status of each step.

Once the checklist is complete and all information provided by the applicant has been verified, the manager can officially hire him in the organization.

With Juntrax, you can create a custom checklist for your onboarding process and ensure all parts of the employee onboarding process are complete before his start date.

4. Seamless Integration with Other Systems

An automated employee onboarding portal should effortlessly integrate with other HR and business systems to enhance the onboarding process’s efficiency. This integration ensures data consistency and reduces manual data entry, which can be time-consuming and prone to errors.

For example, Juntrax’s digital onboarding solutions can help you generate payrolls within its interface, ensuring that all employee financial information is accurately stored in one place. This seamless flow of information saves time and reduces administrative burdens, allowing HR professionals to focus on more strategic tasks.

5. Employee Feedback and Analytics

Feedback from new hires during the onboarding process is invaluable for continuous improvement.

An automated onboarding portal can incorporate feedback mechanisms, such as surveys or polls, to capture insights about the onboarding experience. This feedback can then be analyzed to identify trends and areas for enhancement.

For example, if a significant number of new employees rate a particular training module as ineffective, the HR team can investigate and make necessary adjustments. Furthermore, analytics can provide HR with data on onboarding completion rates, time-to-productivity metrics, and other key performance indicators, enabling data-driven decision-making.

6. Employee is ready to start from the first day

Through an automated solution, the HR personnel can ensure that the employee has all the information he needs before he walks into the door on his first day. Using Juntrax, the manager can provide details on security access, timesheet access, computer passwords and email account set up.

For a new employee, knowing exactly what to expect and being prepared to get started right from the first day will set him up for success.

Some may worry that automation may decrease face-to-face time between employees and employers. But it’s actually the reverse. Automating onboarding tasks and ensuring the process is complete before the employee joins builds a level of trust and confidence in the new employee and can help him acclimate with the organization.

Making the ‘onboarding process’ paperless does not have to be complicated or difficult. Let us help you find more time for your core business activity by automating tasks through our secured platform!

Visit our Solutions section for more information, or contact us to schedule a demo today.