19 Best Employee Onboarding Software for Staffing Agencies in 2023

Staffing agencies juggle unique challenges, from managing diverse clients to ensuring new hires hit the ground running. A lackluster onboarding process can lead to high turnover, increased costs, and a damaged reputation. Investing in employee onboarding software can help staffing agencies mitigate these challenges. 

Onboarding software helps agencies streamline the onboarding process, automates repetitive tasks, and personalizes the new hire experience. Which in turn leads to increased employee engagement, reduced time-to-productivity, and ultimately, happier clients and candidates. 

In this blog, we’ll explore the top employee onboarding software solutions designed for staffing agencies. We’ll cover standout features, ease of use, and integration capabilities of each HR onboarding software. 

Let’s dive in! 

What is an employee onboarding software?

Employee onboarding software streamlines the integration of new hires placed by agencies into their assigned organizations. It automates onboarding tasks like paperwork, employee training and development materials, training materials, employee profile setup, and employee benefits, addressing staffing agencies’ unique challenges and requirements.

These software solutions often include progress tracking and task assignment features. They provide a centralized platform for communication and collaboration among agencies, new hires, and clients. Staffing agencies use employee onboarding software to ensure a seamless, efficient, and engaging onboarding experience. This leads to quicker productivity, higher retention rates, and increased satisfaction for clients and candidates.

What are the Challenges staffing agencies face during the onboarding process?

Managing diverse client requirements

Each client has unique requirements, and it can be challenging to ensure that new hires are onboarded in a way that meets each client’s expectations.

Time constraints

Staffing agencies are often required to onboard new hires quickly. Thus, providing a comprehensive onboarding experience to employees becomes difficult.

Manual processes

Manual processes can be time-consuming and prone to errors, impacting the quality of the onboarding experience.

Ensuring compliance

It’s essential to ensure that new hires comply with legal and regulatory requirements, which can be challenging to manage across multiple clients.

Personalizing the onboarding experience

Each new hire has unique needs and preferences, and it’s essential to provide a personalized onboarding experience that meets those needs.

Keeping track of paperwork

There can be a lot of paperwork involved in the onboarding process. It can be challenging to keep track of everything, especially when onboarding new hires for multiple clients.

Why use onboarding software for your staffing agency?

According to Zippia, 22% of employees would search for another job if they didn’t receive a proper introduction or onboarding, while 41% say they might consider alternatives. These recruitment statistics highlight the importance of a seamless onboarding experience for staffing agencies. Here are some key reasons why staffing agencies need onboarding software and the benefits it can offer

1. Simplify the onboarding process

Onboarding software for employees can simplify the onboarding process for staffing agencies by providing a centralized platform for managing all aspects of the process. From sending offer letters to collecting personal information, this recruitment tool can streamline the process and reduce the burden on HR personnel.

2. Customized boarding plans 

Onboarding software can help staffing agencies provide customized onboarding plans for each new employee based on their role, experience, and skills. This can help new hires get up to speed faster, feel more engaged and connected to the company, and ultimately become more productive.

3. Automate the paperwork process

Onboarding tools can automate the paperwork process, eliminating the need for manual data entry and reducing errors. And with the help of onboarding portals, you can keep all of your necessary documents in one place. By automating tasks such as collecting personal information and filling out tax forms, these tools can save time and improve accuracy.

4. Manage compliance

HR onboarding software can ensure that all necessary compliance requirements are met, such as verifying work eligibility and collecting I-9 forms. This can help staffing agencies avoid legal and financial penalties and ensure that new hires are legally authorized to work.

5. Onboarding software improves overall efficiency and productivity.

Employee onboarding tools can improve overall efficiency and productivity by reducing the time and resources needed to onboard new hires. By automating tasks, providing customized plans, and ensuring compliance, these tools can help staffing agencies onboard new employees faster, leading to increased productivity and improved performance. 

Key features to look for in an HR onboarding software for your staffing agency

Uncovering the essential features of onboarding software is paramount for staffing agencies. It enables them to handpick a solution that streamlines processes, impresses new hires, and boosts client satisfaction. Below are a few key features staffing agencies should consider before finalizing the onboarding software.

1. User-friendly interface

If your onboarding software is causing new employees to waste time with technical support or HR to complete their application despite having software in place. It is time to switch to a new one. An onboarding software should make the process easier, not complicated, for the new hires. 

Therefore, it’s crucial to recognize the significance of a user-friendly interface and select software that provides intuitive design, straightforward accessibility, and an attractive layout that can be tailored to your organizational rules.

2. Automated processes and workflows

Automating some or all of the processes involved in onboarding your employees can save you time and provide a positive experience for your employees right from the start. By implementing automated digital workflows for employee onboarding, you can eliminate the need for repetitive manual tasks, automatically pass on the application to the next person in the process, send automated reminders or emails to keep everyone involved on track, and ensure that each step of the process is completed correctly and consistently.

3. Cloud-based employee onboarding software

If your employee onboarding software isn’t easily accessible for a workforce across different locations, it’s time to switch to cloud-based software. Cloud-based technology provides centralized document storage, advanced security features, and easy integration with other software. This makes the onboarding process much more straightforward and stress-free. 

4. Reporting and analytics

Having embedded analytics and reporting features can help create, oversee, and assess the success of your onboarding program. This allows you to pinpoint areas that need improvement.

5. Goal setting

Software for employee onboarding should allow new hires to establish their daily and weekly goals and enable managers to organize them. Reviewing and completing these goals would simplify the appraisal process for managers. It lets new hires self-assess their performance, giving them a sense of development and advancement within the new position. 

Advantages of having employee onboarding software for your staffing agency

1. Stronger employee experience

Employee onboarding software helps create a well-planned, informative, and captivating onboarding program that incorporates video onboarding, interactive training, and personalized training presentations and material. Providing engaging and effective methods for onboarding can increase engagement, enhance the employee experience, and expedite the integration of new hires into the team with greater efficiency.

2. Centralizes Employee Documents

Employee onboarding software lets HR teams conveniently store and access previous employee contracts, agreements, and company policies. Furthermore, it provides a knowledge base portal that enables employees to conduct self-service HR assistance by easily searching for this information.

Moreover, onboarding software enables the collection of new hire paperwork and documents digitally, eliminating the need for physical copies. By going paperless, organizations can save on printing and ink expenses, enhance document organization in digital workplaces, and contribute to environmental sustainability. 

3. Improved Onboarding Experience Backed with Data

The employee onboarding software gathers information on your onboarding processes, flows, and real-time feedback from individuals experiencing the new employee journey. These inputs give HR teams valuable insights to develop an ideal employee onboarding experience that benefits and supports new hires.

4. Accuracy

Using employee onboarding software guarantees accuracy in storing and displaying information. The document manager centrally stores the materials, allowing easy access and updates. The software also ensures the information’s consistency, up-to-dateness, and accuracy, regardless of the team’s size. 

19 best employee onboarding software for staffing agencies

Below is a list of the 19 best employee onboarding software for staffing agencies –

1. Workbright

G2 Rating: 4.8/5

Capterra Rating: 4.8/5

Free Trial: Not available

Pricing: Available on request

Workbright simplifies the onboarding process for businesses that frequently hire employees. Whether due to rapid growth, seasonal fluctuations, or ongoing recruitment needs. WorkBright eliminates the hassle and streamlines the entire onboarding experience. They offer a convenient solution for new employees to complete their paperwork before their first day on the job. Their standout services are digital form collection, remote I-9 forms, and automated e-verify. On their website, you can request a free demo.

2. Gusto

G2 Rating: 4.2/5

Capterra Rating: 4.6/5 

Free Trial: Not Available

Pricing: The simple plan starts from $40 per month

Gusto’s is a cloud-based HR software that offers a comprehensive suite of HR tools to manage HR processes effectively. Its Hiring and Onboarding module provides a streamlined process for hiring new employees and managing their onboarding. Some of the standout features are electronic offer letters, compliance management, and employee self-boarding. 

3. Hireology

G2 Rating: 4.5/5

Capterra Rating: 4.1/5

Free Trial: Not available

Pricing: Packages start at $199/month

One of the highest-rated HR software on  G2, Hireology, as the name suggests, is a highly organized software designed to hire the right people. It doesn’t just onboard new hires; it aids the entire hiring process. It holds your hand right from when your staffing agency posts the job. And it works with you to compare candidates, match criteria, and make the correct choice. 

4. Click Boarding

G2 Rating: 4.1/5

Capterra Rating: 3.5/5

Free Trial: Not available

Pricing: Available on request

One of the best online boarding programs can be found at Click Boarding. You can set up personalized training experiences for your new hires using the app. This will help you keep your employees. Some of the silent features of this intuitive platform are integration with over 250+ platforms and access to the e-signature facility.

5. Whatfix

G2 Rating: 4.6/5

Capterra Rating: 4.6/5

Free Trial: Not available

Pricing: Available on request

Whatfix’s platform presents a comprehensive solution for onboarding and training new personnel on organization programs. Its overlay, interactive guidance, drift-primarily based getting-to-know method, and in-app help allow faster improvement and adopt changes for overall user enjoyment.

6. Freshteam

G2 rating: 4.4/5

Capterra Rating: 4.4/5

Free Trial: Available

Pricing: Plans start from $1 Per Employee + $59.99 Platform Fee Per Month

An all-in-one employee onboarding software that streamlines the whole purpose in just a few clicks. The robust software allows you to create and send an onboarding kit – documents to sign, forms to fill, and security policies or handbooks to be shared, all in a few clicks. With their open APIs, you can integrate their onboarding software with any other application needed in seconds. The robust software is also known for its incredible support team, which provides instant solutions to your problems. The platform also has a free version that offers basic services for trial. 

7. Deel

G2 Rating: 4.5/5

Capterra Rating: 4.7/5

Free Trial: Available

Pricing: Starts from $49/month for contractors

Deel is a global HR platform that enables organizations to hire, onboard, and manage payroll for its international workforce. The platform eliminates “hiring borders” that limit businesses from hiring qualified workers from outside their geography.

Deel offers EOR (Employer of Record) facilities in over 100 countries, and helps drafts contracts that are locally compliant, along with automated invoicing, tax, and bonus calculation, time-off management, payroll management, workflow automation, and more.

• Deel features
• Employer of record
• Locally compliant contracts
• Local tax management
• Automated invoicing and expense management
• Centralized payroll management
• Workflow automation

8. HiBob

G2 rating: 4.4/5

Capterra Rating: 4.6/5

Free Trial: Not available

Pricing: Not mentioned on the website

Bob offers an automated onboarding flow that is tailor-made to meet global demand. With Bob, you can easily streamline the onboarding process for new employees. Using Bob’s onboarding checklists, you can ensure that every task and touchpoint is covered at exactly the right time and that no detail is overlooked. With that, you can also set up pre-boarding for the new hires just in a few clicks. 

9. Eddy

G2 rating: 4.8/5

Capterra Rating: 4.6/5

Free Trial: Available

Pricing:  Eddy starts at $6 a month per person

Eddy’s onboarding product offers a comprehensive solution for businesses looking to streamline and optimize their employee onboarding experience. By leveraging automation, customization, and engagement features, Eddy empowers HR teams to create a seamless onboarding process that sets the stage for long-term success and employee retention. Eddy also offers a free trial!

10. Zavvy

G2 rating: 4.8/5

Capterra Rating: No rating available

Free Trial: Not available

Pricing: Starting at $4/employee/month

Zavvy stands on the words of “Deliver unique onboarding experiences without drowning in manual work.” The platforms automate repetitive tasks along with being easily integrated with other platforms. The platform also offers a 14-day free trial where you can experince their services. 

11. Onboarded

G2 rating: No rating available

Capterra Rating: No rating available

Free Trial: Not available

Pricing: Available on request

Onboarded is an intuitive platform that runs on your requirements. It means the software is flexible to adapt according to your company guidelines. The platform takes care of everything, From pre-hire registration to post-placement onboarding, background checks, inductions, signed contracts, payroll information, and more! If it’s under onboarding, they have it covered. The platform is also mobile-friendly and can be accessed from any device. Moreover, the platform can be easily integrated with your current recruitment CRM or ATS software.

12. Clear Company

G2 rating: 4.6/5

Capterra Rating: 4.4/5

Free Trial: Not available

Pricing: Available on request

ClearCompany simplifies paperless onboarding by automating the online delivery, tracking, collection, and storage of all forms and documents. By using ClearCompany’s smart forms, you can save time and money while eliminating errors. These forms pre-fill previously entered information and validate data for formatting and accuracy, putting an end to redundant data entry.

13. HR Onboard

G2 rating: 3.0/5

Capterra Rating: 4.7/5

Free Trial: Not available

Pricing: not mentioned on their website

With HR onboard, you can easily personalize the induction journey for the employees from day one to their first anniversary. It offers comprehensive employee onboarding software designed to streamline and enhance the onboarding experience for businesses. With their user-friendly platform, HR Onboard simplifies the onboarding process and ensures a seamless transition for new hires, setting the foundation for a positive employee experience from day one.

14. Talmundo

G2 Rating: no rating available 

Capterra Rating: 4.4/5

Free Trial: Not available

Pricing: not mentioned on the website

Talmundo Platform is a comprehensive employee onboarding solution that transcends traditional onboarding processes. By combining interactive journeys, personalized content, social collaboration, gamification, analytics, and seamless integration, Talmundo empowers organizations to create a truly transformative onboarding experience.

15. Keka

G2 Rating: 4.4/5

Capterra Rating: 4.4/5

Free Trial: Available

Pricing: Starting from $84.49 for their foundation package.

Keka’s employee onboarding software is a dynamic and robust tool designed to revolutionize the onboarding processes of organizations. By seamlessly digitizing manual tasks, infusing personalization into the experience, and offering comprehensive automation and analytics capabilities, Keka empowers companies to embark on a seamless onboarding journey that paves the way for long-term success and boosts employee retention. With Keka, organizations can effortlessly streamline their onboarding processes, cultivate a positive company culture, and ensure that new hires feel genuinely welcomed, supported, and ready to make valuable contributions from day one.

16. Flair HR

G2 Rating: 4.5/5

Capterra Rating: 4.7/5

Free Trial: Not Available

Pricing: Not Available

The flair HR solution guides new hires from the recruitment process and into the workplace, introducing employees to their new setup, tasks, and colleagues seamlessly. Flair’s digital onboarding processes are designed to not only streamline the onboarding journey but also reflect and amplify your unique company culture. flair’s flexibility, powered by its partnership with Salesforce, ensures that it adapts to your company’s onboarding needs, accommodating induction procedures, documentation preferences, and unique workflows with ease.

17. PeopleForce

G2 rating: 4.7/5

Capterra rating: 4.6/5

Free Trial: Available for 14 days

Pricing: Pricing starting from $75.00 per module

PeopleForce is a comprehensive HR platform solution designed to streamline processes across the employee lifecycle, offering features like leave management, self-service, recruiting and workflow automation, reporting, analytics, and collaboration. Its main goal is to automate tasks, freeing up time for HR professionals to focus on talent. Tailored for SMBs and tech companies, PeopleForce is customizable and has been chosen by renowned companies to enhance HR processes, workflows, and employee experience. It excels in flexibility, empowering HR managers and employees, and offers efficient automation, valuable insights, and customization flexibility.

Also, check 25 Best Talent Assessment Tools for Recruiters

18. Grove HR

G2 Rating: 4.5/5

Capterra Rating: 4.4/5

Free Trial: Yes, 14 days.

Free Version: Yes, for companies with up to 50 employees.

Pricing: $0 (for small business with less than 50 employees), $3 (Essential Plan), $4 (Perform Plan), & $6 (Engage Plan)

Grove HR is a cloud-based HR software designed to assist startups and small to medium-sized businesses (SMBs) in streamlining their HR processes with efficiency. One of its standout features is the onboarding module, which empowers HR teams to create tailored checklists and assign them to the appropriate stakeholders involved in the onboarding process.

The system also sends automatic reminders, as per your specified due dates, ensuring that all necessary tasks are completed on time. Additionally, a user-friendly dashboard provides a comprehensive overview of the onboarding progress for new hires. This invaluable tool allows you to take proactive steps to ensure a seamless and welcoming experience for your new employees.

19. Goosechase

G2 Rating: 4.7/5

Capterra Rating: 4.9/5

Free Trial: Yes

Free Version: Yes, for up to 3 teams

Pricing: Available upon request

With Goosechase, experience is everything! Originally inspired by scavenger hunts, Goosechase is an interactive experience platform that enables organizations and agencies to engage, activate, and educate their people. Perfect for in-person, virtual, and hybrid companies, Goosechase Experiences brings teams to life with engaging, interactive challenges designed to be easy to create and a lot of fun to participate in. Goosechase Experiences are used to create a sense of belonging from the moment a contract is signed. No need to wait until Day 1 to start your onboarding experience. 

Conclusion

Employee onboarding software plays a crucial role in the success of staffing agencies. By automating processes, personalizing the new hire experience, and streamlining workflows, onboarding software enhances employee engagement, reduces time-to-productivity, and ultimately leads to happier clients and candidates.