How you can streamline an HR Employee Onboarding Process

Employee Onboarding
Kianda – Intelligent Business Process Automation Software

Onboarding of new employees takes up a large amount of time of an HR department. It has many aspects to consider; paperwork to process, approvals to set up, documents to gather, training to provide, appraisal meetings to organise and so on. Tasks to be carried out involve not only HR department but also other departments; HR deals with compliance, IT deals with how to get equipment up and running and managers with expectations. Sometimes tasks need to be carried in parallel, sometimes one after another.

Most of these tasks are repeated for each new hire over and over again. This gets more complicated and worrisome when bulk employee onboarding is required in a short period of time and when you don’t have an easy solution available to automate these repetitive tasks.

The employee onboarding process should be smooth and simple, not time-consuming. With some of our customer’s feedback, and some research of our own, we’ve put together a list of ways to automate employee onboarding process so that you have more time to deal with other more important matters in the business:

1- Get paperwork out of the way

To keep the process quick and to avoid making a new employee spend long hours filling out forms, consider using a paperless solution not only for efficiency but also to support the environment. This can be done using a Business Process Management (BPM) software that enables your organisation to create online forms easily. New hires could fill these forms out on a computer on their first day or even before they start.

2- Give easy access to everyone involved in the process

You may have an international organisation where departments that are involved in this process are spread across the globe. A smart BPM software should provide a single place where everyone can access and complete their tasks one after another or in parallel. Starting a new hire process triggers an email thread to allow team members to collaborate, and leave room for feedback if a correction is needed.

3- Seamless bulk employee onboarding

Let’s assume after going through interviewing process, you have a list of new hires in your data source ready to onboard. This may be a spreadsheet, a list in SharePoint or a data list somewhere else. Having the ability to import this list and start onboarding workflow of each listed employee and set them up in other data sources automatically cuts down a lot of time and costs. Anyone in your organisation with no coding knowledge being able to build necessary forms to automate this process would give you a big advantage. You can then sit back and watch how your onboarding operation moves smoother and faster.

4- Use the most of your data no matter where it is located

Connection to multiple systems such as SharePoint, Active Directory, SQLServer, SAP or any other systems you may use in your organisation is crucial in the automation process. And more importantly, ability to connect to all these data sources in one single workflow, no matter where they are hosted on cloud or on-premise will speed up the entire process seamlessly and will avoid going through the pain of additional implementations and costs.

5- Go paperless with your induction process

Another part of the hiring process that takes up a lot of an HR manager’s hours is induction and training sessions with each new hire. Every employee needs basic training on company policies and operating procedures, as sessions conducted by HR manager or documents to be read by the employee.

Making sure a list of policy documents is read by the new hires before they start their job is not straightforward as by nature it is something not very appealing. What could help you save a significant amount of time and cut down the risks is automating this process. Starting with digitalising these documents, making sure employees read one after another in the right order, and track if they read the documents, request their digital signature are all going to help you to go paperless and speed up this process.

6- Think long-term

Another thing to consider is that onboarding process is not a process that only should be looked at when a new hire starts a job and then put aside and forget about it. It is an ongoing process that will need your attention for edits, updates on the existing employee’s positions, starting an offboarding or re-onboarding process and so forth. A good BPM solution should be able to accommodate all these dynamic changes without you re-creating the work and should be flexible to adapt to your business’ unique needs to avoid unnecessary work down the line.

7-Don’t be limited to what’s available

There are many solutions out there with limited capabilities. Don’t get stuck to these limitations, your business may have specific requirements depending on what industry you are in, how your operations work and where your teams are based. Digital Transformation solutions should not lock your operations up in boundaries, but be flexible to adapt to your business, expand with it and allow you move further easier and more profitable.

Automating employee onboarding tasks will certainly pay off in the long-run

Onboarding process can be costly and time-consuming. Streamlining these processes now will certainly pay off in the long-run if these repetitive tasks are automated and manual work is reduced.

If you’re a business owner or manager and aware of how expensive and time-consuming onboarding employees can be, we have a solution that is specialised in workflow automation. Giving you the power to easily automate your employee onboarding process and overcome the inefficiency in your business.

If you haven’t started your Digital Transformation journey or looking for smarter solutions to streamline your operations and cut down the paperwork, please visit and request your free demo.

Derya Sousa
30 Nov 2017

Why every business can benefit from automated process workflow system

Business Process Automation

Modern enterprises have common objectives related to digital transformation aiming to improve productivity and collaboration in their organisations. Organisations succeed when they manage to incorporate new technologies into business operations and company cultures. One of the ways to achieve these goals is by automating recurring business processes.

Despite all the available latest technologies, innovations, mobile solutions, AI’s, enterprises still seem to be somehow in a catch-up mode when it comes to digital transformation.

There is also some level of lack of universal awareness about the benefits of the Digital Business Process Automation services which I believe need to be highlighted with showcases that businesses can leverage.

Process automation concept presents many opportunities for innovation and it brings significant competitive advantage. It helps to optimize the business performance of an organisation. It is a big accelerator in various sectors such as Sales and Marketing (pre-sales and post-sales), HR (employee onboarding, training, and performance management) and Manufacturing (invoicing, returns, conflict resolution) and more for any organization.

Here is a list of business processes every company will have to automate sooner or later whether they pursue Digital Transformation or not:

  • Leave approval
  • Support Queries
  • CRM/Marketing
  • Expenses
  • Employee Onboarding

A workflow automation solution can be applied to almost any industry offering automation of the time and resource intensive processes, providing improved visibility and better performance in business processes, enabling faster and more accurate data entry into the data systems.

Business process automation
While everyday business flows by itself, staff can concentrate on getting more done and focus on the things that matter to the organisations.


There are many benefits of implementing workflow automation, here are the 4 good reasons your organisation should consider it:

1. Improve productivity & efficiency
Starting with designing your processes and automating workflows related to them, gives you a better and bigger picture of your processes and makes it easier to identify areas that need enhancement to achieve productivity and efficiency. With the help of automation, various departments are able to stay more connected, collaborate easier and communicate faster.

2. Error-free results every time
Businesses should consider workflow automation when there are repetitive tasks to implement. Often these tasks are managed with spreadsheets, email or even papers. Process workflow automation is the best way to complete tasks in a most efficient manner while streamlining business processes. It helps to produce consistent and accurate results every time by removing the risk of error.

3. Save time and money
The main benefit of automated workflow is that it saves time and money. Digital process automation is about creating new business designs by using digital technologies, automating and enhancing critical processes which in turn enables time-saving by completing a job with accuracy. Any organisation that implement automation operate more efficient, save time and money while increasing profitability.

4. Measure and predict progress of your business processes
BPA solutions that come with custom dashboards displaying a list of tasks/processes and the analytical charts related to those bring a higher level of visibility helping managers to monitor the status, spot the bottlenecks and opportunities of process enhancement.

It is no doubt, by automating complex business processes companies streamline their operations, increase their efficiency, cut down on the manual tasks and reduce errors and eventually stay ahead of the game.

Our new product Kianda, is a unique BPA system that aims to bring the process automation and collaboration to the next level. In Kianda we are continuously researching, innovating, implementing latest technologies, discovering new ways to deliver the most effective platform with great capabilities that make our customers’ digital transformation goals come true. Discover more about Kianda.

Osvaldo Sousa
18 Oct 2017