13 Best Tools for Streamlining Your Company’s Onboarding Process

onboardingWhat is your favorite web tool for streamlining the onboarding process?

The Young Entrepreneur Council (YEC) is an invite-only organization comprised of the world’s most promising young entrepreneurs. In partnership with Citi, YEC recently launched BusinessCollective, a free virtual mentorship program that helps millions of entrepreneurs start and grow businesses.

1. Intro.JS

Pratham MittalIf you like open source, Intro.js is perhaps the most flexible and cheapest option on the market. While there are many tools that allow you to create onboarding tours for your customers, they are either limited by functionality or flexibility. Conversely, as an all-encompassing tool, intro.js is incredibly easy to set up, 100 percent free forever and also allows you to retain your brand identity.

– Pratham MittalVenturePact

2. Google for Work

Blair ThomasWe’ve since left more robust applications, like Confluence and Basecamp, behind. And although we still use JIRA for project management functionality, we’ve found that a simple collection of organized documents is much more intuitive for our new hires than a fully featured Wiki site with lots of unnecessary text, interface clutter, and ancillary application integrations.

– Blair ThomasFirst American Merchant

3. Screencast-O-Matic

Engelo RumoraWe have recently started using this online tool to video record every single process. So far it has worked like a charm and instead of spending 2-3 weeks answering questions about the particular role, we now get every new hire to spend 2-3 days watching all of the videos and asking any questions during that time. It also serves as a great reminder when we forget a particular process.

– Engelo RumoraOhio Cashflow

4. Trello

Nick GentyWhile there are many specific tools available, we’re a huge fan of creating Trello cards for all new hires to ensure everything is completed. It’s a simple, yet powerfully effective way to streamline onboarding.

– Nick GentyIconic Solutions

5. Zoom

Nicole MunozWhile several programs are necessary to keep my agency team running smoothly, for face-to-face onboarding chats, Zoom streamlines video conferencing and cross-platform chat into one platform so it’s easier for me to connect with my new clients and employees.

– Nicole MunozStart Ranking Now

6. Zenefits

Joshua DorkinWe switched to Zenefits in October, and it has streamlined our hiring process and nearly eliminated paperwork. One of our new employees said using Zenefits was the easiest onboarding he’s had yet. New hires often spend their first day filling out paperwork. With Zenefits, we email everything to them beforehand. Because it’s connected to our payroll company, you only have to input information once.

– Joshua DorkinBiggerPockets

7. Streak

Mark DaoustI just recently stumbled upon Streak.com, but I am already hooked on its possibilities. Streak lives entirely within Gmail which works perfectly for our company (90 percent of our onboarding process is done through email). The system is extremely flexible, so whether you are onboarding clients or doing blog outreach, you can manage the process easily.

– Mark DaoustQuiet Light Brokerage, Inc.

8. Asana

Bhavin ParikhWe use Asana for project and task management throughout our company. For onboarding, we have a “template” project which contains all tasks that a new hire should take on in their first week, ranging from reviewing our annual plan to getting a key to the office. We add to and edit the template based each new hires experience, so the onboarding process gets better over time.

– Bhavin ParikhMagoosh Inc

9. Basecamp

Lane CampbellBasecamp is an old guard at this point in the SaaS project management space. Yet its flexibility and simplicity make it an excellent tool for streamlining an on-boarding process. There is a template feature that lets us build out new projects and assign roles to key people then track progress. It’s also great for managing documents during this process.

– Lane CampbellCreately

10. Slack

Matt WilsonWith our team spread all over the world, the most important part of the onboarding process is feeling like they are part of the team. With the ability to create a watercooler-like experience on the mobile or desktop app, Slack helps new employees immediately be looped in on all our team communications. Rookies can ask questions, understand our culture, and have access to important documents.

– Matt WilsonUnder30Experiences

11. LegalZoom

Obinna EkezieOne of the most critical aspects on on boarding new employees is making absolutely certain that you put in place basic legal agreements. I recommend a subscription to LegalZoom.com as a cost-effective alternative to hiring an expensive attorney. LegalZoom offers access to all the legal forms you’ll need to onboard, including employee agreements, non-disclosures, stock options, and non-competes.

– Obinna EkezieWakanow.com

12. Flowdock

James SimpsonFlowdock is both a team chat app and a stream of activity across other services such as GitHub, UserVoice, etc. The first thing we do during onboarding is bring them into Flowdock so they can meet the rest of the team and get some context on what has been happening within the company in recent days, weeks or months.

– James SimpsonGoldFire Studios

13. Confluence

Thomas SmaleAs a small business begins to scale, it is essential to have standard operating procedures (SOPs) during onboarding — whether that’s for new employees or clients. We use Confluence to document all of our SOPs. Using a combination of written instructions, images and videos it has significantly streamlined a number of our processes and also allows us to make continuous improvements at all stages.

– Thomas SmaleFE International


About Young Entrepreneur Council

The Young Entrepreneur Council (YEC) is an invite-only organization comprised of the world's most promising young entrepreneurs. In partnership with Citi, YEC recently launched BusinessCollective, a free virtual mentorship program that helps millions of entrepreneurs start and grow businesses.

  • Ellis Akers

    Great list! Ive used some of the above mentioned tools like basecamp and asana. But with time we felt the need to switch to another tool. We then tried proofhub.com. Its a great tool which covered all our requirements for managing various projects. Also, it was extremely easy to import all our projects from basecamp to ProofHub. It allows listing tasks and assigning them to various members, tracking their progress at work through the gantt charts, make important notes and a lot more. Instant collaboration and editing is made easier with tools like chat, discussion and proofing. Maybe you can also add ProofHub to the list.