Your new hires expect more than a stack of paperwork and a quick tour of the office. They want clear guidance, accessible resources, and a smooth path to productivity.

In fact, studies show that well-structured onboarding programs for new employees increase their likelihood of staying with their organization by 58% (even 3 years later). The right employee onboarding software can deliver exactly that while saving your HR team countless hours.

Explore the top 7 employee onboarding software solutions for 2025. Find out what makes each software unique, and choose the best tool for your team's needs.

TL;DR:

In a hurry? Go directly to the list of the 7 best employee onboarding software in 2025.

What is employee onboarding software?

Employee onboarding software is a digital platform that guides new hires through their first days and weeks at your company. These tools automate paperwork, deliver training materials, track progress, and ensure nothing is missed during the critical early period.

For example, an employee onboarding software can automatically send welcome emails, assign mandatory employee training videos, and remind managers to schedule check-ins.

This differs from broader Human Resource Information Systems (HRIS) that manage ongoing employee data. Onboarding software focuses specifically on that transition period when someone joins your team.

Why use employee onboarding software?

Manual onboarding creates bottlenecks, missed steps, and inconsistent experiences that frustrate new hires and overwhelm HR teams. Here's why dedicated software makes the difference:

• Consistency across all hires: Every new employee gets the same high-quality experience regardless of who manages their onboarding or when they start.
• Time savings for HR teams: Automated onboarding processes handle routine tasks like document collection and training assignments, freeing up time for relationship-building and strategic work.
• Faster time-to-productivity: Structured workflows and clear expectations help new hires understand their role and start contributing sooner. In fact, studies show that new hire productivity increases by 50% with proper employee training programs.
• Improved retention rates: Well-onboarded employees are more likely to stay with the company, reducing costly turnover and recruitment efforts.
• Better compliance tracking: Digital records and automated workflows ensure you meet compliance requirements and company policies without manual oversight.

Top 7 employee onboarding software in 2025

Here's our detailed analysis of each platform and why they made our list.

1. Supademo

Best for: SaaS companies, customer success teams, product-led organizations needing interactive walkthroughs

Supademo creates interactive demos and product walkthroughs that turn static onboarding into engaging, hands-on experiences. Instead of overwhelming new hires with lengthy documentation, you can build clickable demos that guide them through your tools, processes, and workflows step-by-step.

In fact, using Supademo, you can create an entire employee onboarding kit like this example:

What are Supademo's key features?

• Interactive demo creation: Record HTML workflows, screenshots, or videos to create engaging product walkthroughs that new hires can click through at their own pace.
• Personalization and branching: Create customized onboarding paths based on role, department, or experience level using dynamic variables and conditional branching.
• Analytics and engagement tracking: Monitor how new hires interact with onboarding content, identify where they get stuck, and optimize the experience based on real data.
• AI-powered enhancements: Generate voiceovers, translations, and annotations automatically to create polished onboarding content without extensive design resources.

What is Supademo's pricing?

• Free: $0/creator/month with 5 demos, unlimited screenshots, basic editing, and link sharing with watermark.
• Pro: $27/creator/month with unlimited demos, custom branding, demo analytics, and AI features for enhanced content creation.
• Scale: $38/creator/month, adding dynamic variables, conditional branching, password protection, and advanced viewer insights.
• Growth: $350/month for 5 creators with unlimited HTML demos, sandbox environments, and white-glove onboarding support.
• Enterprise: Custom pricing with multiple workspaces, SSO, custom data retention, and dedicated support.

What are Supademo's pros & cons?

✅ Intuitive creation process: Non-technical users can build professional interactive demos quickly without coding or design skills.

✅ Scalable content reuse: Create once and deploy across multiple onboarding scenarios, teams, and departments with easy updates.

✅ Engagement-driven approach: Interactive content keeps new hires engaged longer than traditional documentation or video tutorials.

❌ Recording limitations on free plan: The free plan only allows up to 5 demo creation capabilities.

❌ Some features in higher-tier plans only: Some advanced features, like HTML-based demo creation or in-app product tours, are only available in the higher-tier plans.

❌ Learning curve for advanced features: Branching logic and dynamic variables require some setup time to master effectively.

Should you use Supademo for employee onboarding?

Supademo works best for SaaS companies, product-led organizations, and teams that need to explain complex software workflows through step-by-step guides. It's particularly valuable when you want to reduce the burden on managers to personally walk through every tool and process. Supademo excels when your priority is creating engaging, interactive experiences that help new hires learn your products and processes faster than traditional documentation.

Learn more about how Supademo can help you with employee onboarding:

2. BambooHR

Best for: Growing companies, HR teams needing comprehensive onboarding workflows, organizations wanting all-in-one HR management

BambooHR  is an employee training software that provides a complete HR platform with strong onboarding capabilities built into a broader employee management system. It handles everything from offer letters and digital paperwork to task assignments and progress tracking, all within a clean, user-friendly interface.

What are BambooHR's key features?

• Automated task management: Create customizable checklists for new hires, managers, and HR teams with automatic reminders and deadline tracking to ensure nothing gets missed.
• Digital document collection: Handle offer letters, contracts, tax forms, and policy acknowledgments through e-signatures and secure document storage.
• Performance management integration: Connect onboarding goals directly to performance tracking and review cycles for seamless transition to ongoing development.
• Reporting and analytics: Track onboarding completion rates, time-to-productivity metrics, and identify bottlenecks in your process with built-in reporting tools.

What is BambooHR's pricing?

• Customized pricing: Based on employee count, with different rates for companies above and below 25 employees.
• Small business rates: Monthly flat rate for companies with 25 or fewer employees.
• Volume discounts: Automatically applied pricing reductions for larger organizations.
• Add-on modules: Additional costs for payroll, benefits administration, and time tracking features.
• Bundle savings: 15% discount when combining payroll and benefits administration with core HR platform.

What are BambooHR's pros & cons?

✅ All-in-one HR integration: Onboarding flows directly into ongoing employee management, performance tracking, and reporting without switching platforms.

✅ User-friendly design: Clean interface requires minimal training for HR teams, managers, and new employees to navigate effectively.

✅ Automation capabilities: Reduces manual work through automated task assignments, email triggers, and workflow approvals.

❌ Customization limitations: Limited flexibility in report creation, file organization, and workflow modification compared to specialized tools.

❌ Mobile functionality gaps: Some features are not available in the mobile app, which can impact remote or field-based employees.

❌ Integration scope: May require additional tools for complex payroll scenarios or specialized regional compliance needs.

Should you use BambooHR for employee onboarding?

BambooHR works best for growing companies that want to centralize their entire HR operation, not just onboarding. It's ideal when you need a platform that will grow with you and handle both new hire processes and ongoing employee management using a standard HR onboarding checklist approach. If you need highly interactive product demonstrations, Supademo offers better features. BambooHR fits companies that prioritize straightforward, reliable HR workflows over specialized onboarding features.

3. Gusto

Best for: Small to mid-sized businesses, teams needing integrated payroll and onboarding, companies with remote or multi-state employees

Gusto combines onboarding with full-service payroll and benefits administration, making it particularly valuable for businesses that want to handle hiring through compensation in one integrated platform. It excels at automating the administrative side of bringing new people onto your team.

What are Gusto's key features?

• Integrated payroll setup: Automatically collect tax forms, set up direct deposit, and configure payroll information as part of the onboarding process.
• Benefits enrollment automation: Guide new employees through health insurance, retirement plans, and other benefits with decision support tools.
• Compliance management: Handle state tax registration, new hire reporting, and regulatory requirements automatically across all states.
• Employee self-service: New hires can complete paperwork, access pay stubs, and manage personal information through a mobile-friendly portal.

What is Gusto's pricing?

• Simple: $49/month + $6 per person for basic payroll, tax filing, and employee self-service.
• Plus: $80/month + $12 per person, adding multi-state payroll, time tracking, and onboarding tools.
• Premium: $180/month + $22 per person with dedicated support, performance management, and advanced analytics.
• Contractor Only: $35/month + $6 per person for businesses paying only contractors.
• Add-on services: Additional fees for global payments, R&D tax credits, and specialized HR resources.

What are Gusto's pros & cons?

✅ Payroll integration: Connects onboarding data directly to payroll setup, eliminating duplicate data entry and setup delays.

✅ Compliance automation: Handles complex multi-state tax registration and regulatory requirements without manual HR intervention.

✅ User experience design: Clean, intuitive interface that makes complex processes simple for both HR teams and employees.

❌ Support limitations: No built-in live chat option, and response times can vary during busy periods.

❌ Pricing for small teams: Higher cost compared to standalone onboarding tools, especially for teams not utilizing all features.

❌ Time tracking limitations: Web-based time trackingis  not available natively, requiring a mobile app or third-party integrations.

Should you use Gusto for employee onboarding?

Gusto works best for small to mid-sized businesses that want to connect both onboarding and ongoing payroll management in one platform. It's particularly valuable for businesses with remote employees across multiple states or those who want to minimize the complexity of managing separate systems. If you already have established payroll systems or need specialized onboarding features beyond basic task management, BambooHR or Supademo might better serve your needs. Gusto fits teams that prioritize payroll integration and want simple, reliable onboarding workflows.

4. Jira

Best for: Software development teams, project-based onboarding, technical organizations with complex workflows

Jira turns onboarding into a structured project management process, making it ideal for technical teams that already use Jira for their daily work. It provides detailed tracking, customizable workflows, and integration with development tools that technical new hires will need to learn anyway.

What are Jira's key features?

• Customizable onboarding workflows: Create detailed, multi-step processes with dependencies, approvals, and automated transitions based on completion criteria.
• Task assignment and tracking: Assign specific onboarding tasks to managers, mentors, and new hires with clear deadlines and progress visibility.
• Integration ecosystem: Connect with Slack, Confluence, development tools, and other platforms that new hires will use daily.
• Reporting and analytics: Track onboarding completion rates, identify bottlenecks, and measure time-to-productivity with detailed dashboards.

What is Jira's pricing?

• Free: $0 for up to 10 users with unlimited projects, basic views, and 100 automation rules per month.
• Standard: $7.53/user/month, adding user permissions, external collaboration, and 1,700 automation rules.
• Premium: $13.53/user/month with advanced planning, AI features, unlimited storage, and 24/7 support.
• Enterprise: Custom pricing with advanced analytics, multiple sites, enterprise security, and 99.95% SLA.

What are Jira's pros & cons?

✅ Detailed project tracking: Provides comprehensive visibility into onboarding progress with customizable reporting and dashboard views.

✅ Workflow flexibility: Supports complex, multi-step processes with dependencies, approvals, and conditional logic for different roles.

✅ Team collaboration: Centralizes communication, updates, and documentation in one place where technical teams already work.

❌ Learning curve complexity: New users may find the interface overwhelming and require training to use it effectively.

❌ Overkill for simple needs: Extensive features can feel excessive for straightforward onboarding processes.

❌ Performance issues: Large projects or high volumes of tasks can cause slowdowns and impact user experience.

Should you use Jira for employee onboarding?

Jira works best for technical teams, software companies, and organizations that already use it for project management and need detailed tracking with complex workflows. It's valuable when onboarding involves multi-step processes with dependencies and you need detailed reporting. If your team isn't already familiar with Jira or you need straightforward task management without complexity, BambooHR or Notion would be simpler alternatives. Jira fits engineering teams that want to manage onboarding using the same tools they use for development work.

5. Notion

Best for: Knowledge-heavy onboarding, flexible workspace creation, teams wanting customizable documentation and task management

Notion provides an all-in-one workspace where you can build custom onboarding experiences combining documentation, task lists, databases, and collaboration tools. It excels when you need flexibility to create exactly the onboarding experience that fits your company culture and processes.

What are Notion's key features?

• Flexible workspace creation: Build custom onboarding hubs combining documents, checklists, databases, and multimedia content in one organized space.
• Template and database system: Create reusable onboarding templates for different roles while tracking progress through customizable database views.
• AI-powered content creation: Generate onboarding materials, summaries, and personalized content automatically using built-in AI assistance.
• Collaboration and commenting: Enable real-time collaboration between new hires, managers, and team members with version history and commenting.

What is Notion's pricing?

• Free: $0 for individual use with basic features, forms, and limited file uploads.
• Plus: $12/user/month with unlimited collaborative content, file uploads, and custom forms and sites.
• Business: $24/user/month, adding SAML SSO, private teamspaces, premium integrations, and AI features.
• Enterprise: Custom pricing with advanced security, compliance features, audit logs, and premium support.

What are Notion's pros & cons?

✅ Ultimate flexibility: Create exactly the onboarding experience you want with complete control over structure, content, and workflow.

✅ Knowledge centralization: Store all company information, processes, and resources in one searchable, organized location.

✅ Template efficiency: Build once and reuse across different roles, departments, and onboarding scenarios with easy customization.

❌ Setup complexity: Requires significant time investment to configure properly and may overwhelm users without a clear structure.

❌ Performance limitations: Can slow down with large amounts of content or complex page structures.

❌ Learning curve steepness: New users need training to navigate and contribute effectively, especially for advanced features.

Should you use Notion for employee onboarding?

Notion works best for knowledge workers, creative teams, and organizations that want maximum flexibility to create a custom onboarding experience that matches their unique culture and processes. It's ideal when you want to centralize all company information in one collaborative workspace. If you need quick setup, structured workflows, or tools designed specifically for HR processes, BambooHR or Gusto would be better fits. Notion excels for teams that have the time to invest in setup and want complete control over their onboarding content and structure.

6. Greenhouse

Best for: Medium to large companies, teams with an organized hiring process, companies that want hiring and onboarding in one place

Greenhouse connects recruiting directly to onboarding, ensuring a smooth transition from candidate to productive team member. It excels at structured processes, detailed reporting, and maintaining consistency across all new hires.

What are Greenhouse's key features?

• Hiring pipeline integration: Seamlessly transition candidates from the interview process to onboarding without data loss or manual handoffs.
• Structured onboarding workflows: Create consistent, role-specific processes with automated task assignment and progress tracking.
• E-signature and document management: Handle offer letters, contracts, and onboarding paperwork with secure digital signatures and storage.
• Analytics and reporting: Track onboarding effectiveness, completion rates, and time-to-productivity with detailed metrics and insights.

What is Greenhouse's pricing?

• Essential: Core structured hiring, basic onboarding, automated workflows, GDPR compliance, and standard reporting.
• Advanced: All Essential features plus advanced onboarding customization, single sign-on, candidate self-scheduling, and custom reports.
• Expert: All Advanced features plus enhanced security, sandbox environments, advanced permissions, and specialized diversity reporting.
• Add-on modules: Additional pricing for expanded onboarding features, sourcing automation, and advanced integrations.

What are Greenhouse's pros & cons?

✅ Hiring integration: Creates a connected experience from application through productive employment without disconnected systems.

✅ Process standardization: Ensures consistent, fair onboarding experiences across all hires with structured workflows and evaluation criteria.

✅ Diversity focus: Built-in tools and reporting specifically designed to support inclusive hiring and onboarding practices.

❌ Reporting limitations: Analytics lack depth and flexibility compared to specialized reporting tools.

❌ Onboarding separation: The onboarding module feels less integrated with core recruiting features than expected.

❌ Customization complexity: Advanced features may require dedicated admin time to configure and maintain effectively.

Should you use Greenhouse for employee onboarding?

Greenhouse works best for organizations that want to connect their entire talent pipeline from sourcing through onboarding in one platform. It's particularly valuable for companies prioritizing structured processes, in-depth candidate evaluation, and thorough reporting capabilities. If you already have established recruiting systems or need more flexible, customizable onboarding workflows, Notion or Supademo might better serve your needs. Greenhouse fits mid-sized to enterprise teams that want a unified hiring and onboarding platform with strong evaluation and tracking features.

7. Deel

Best for: Global teams, remote-first companies, organizations hiring internationally with complex compliance needs

Deel specializes in global hiring and onboarding, handling the complex legal, tax, and compliance requirements of bringing team members on board across different countries. It's essential for companies building distributed teams or expanding internationally.

What are Deel's key features?

• Global compliance management: Handle legal requirements, tax obligations, and regulatory compliance automatically across 150+ countries.
• Localized contract templates: Provide legally vetted, country-specific employment agreements and onboarding documents.
• IT asset management: Coordinate device procurement, shipping, and setup for remote employees globally.
• Benefits administration: Manage country-specific health insurance, retirement plans, and other benefits through local providers.

What is Deel's pricing?

• EOR (Employer of Record): $599/employee/month for full legal employment in countries where you don't have entities.
• Contractor Management: $49/contractor/month for managing independent contractors globally.
• Global Payroll: From $29/employee/month for payroll processing across multiple countries.
• PEO (Professional Employer Organization): From $95/employee/month for US-based co-employment services.
• Add-on services: Custom pricing for HR modules, IT management, immigration support, and benefits administration.

What are Deel's pros & cons?

✅ Global expertise: Handles complex international compliance, legal requirements, and tax obligations without needing internal legal teams.

✅ Complete platform: Combines onboarding, payroll, benefits, and IT management in one globally-focused system.

✅ Fast international setup: Enables hiring in new countries quickly without establishing local legal entities.

❌ Cost for small teams: High pricing can be prohibitive for startups or small businesses with limited international hiring needs.

❌ Customization limits: Limited flexibility in contract templates, reporting formats, and workflow modification.

❌ Complexity for simple needs: Feature depth may be overwhelming for companies with straightforward domestic hiring requirements.

Should you use Deel for employee onboarding?

Deel works best for companies hiring internationally or managing global remote teams. It provides expertise in international compliance, multi-currency operations, and global benefits administration that no other platform in our list can match. If your hiring is primarily domestic or if the cost doesn't justify your international hiring volume, Gusto or BambooHR would be more cost-effective options. Deel fits companies that need to onboard employees across multiple countries legally and efficiently while handling complex global compliance requirements.

How did I evaluate the top 7 employee onboarding software in 2025?

Rather than overwhelming you with every available tool, I focused on finding the most effective solutions through detailed research and hands-on evaluation.

The goal of the evaluation process was to identify platforms that actually solve real onboarding challenges. I prioritized the actual value of each software and focused on metrics like:

• Ease of implementation: How quickly can your team get up and running without extensive training or technical support?
• Feature depth: Whether the platform handles your specific onboarding needs without requiring multiple additional tools.
• User experience quality: How intuitive and engaging is the interface for both administrators and new hires?
• Integration capabilities: How well does the software connect with your existing HR, productivity, and communication tools?
• Scalability and flexibility: Whether the platform can grow with your team and adapt to changing processes.
• Value for investment: The relationship between features, ease of use, and total cost of ownership.
• Support and reliability: Quality of customer service, documentation, and platform uptime.

Each tool was also rated on a five-star scale across key criteria like features, pricing, and ease of use, with ratings reflecting real-world performance so that you can pick the best tool for your needs.

Move from static to interactive onboarding with Supademo

Whether your priority is HR management, compliance, or onboarding, the right platform should help new employees ramp up quickly. Static documents and long PDFs no longer work. New hires expect onboarding that is engaging, hands-on, and tailored to their role.

Supademo makes this possible by turning your workflows into interactive training. New employees can follow step-by-step demos, access resources whenever they need them, and learn at their own pace.

Ready to create onboarding experiences that actually engage your new hires? Start building interactive onboarding guides with Supademo today.

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