Onboarding Software for Remote Teams: Best Practices and Tools

As remote and hybrid work continues to redefine the employment landscape across Australia and beyond, companies are faced with a new challenge—how to onboard remote employees in a way that is structured, engaging, and seamless. A strong onboarding experience is critical to ensuring new hires feel confident, connected, and set up for success. But without physical offices or face-to-face interactions, HR leaders must rethink traditional processes and leverage the right onboarding software and tools to deliver a consistent and compelling remote employee experience.

This guide will walk you through the best practices, tools, and key features for onboarding remote employees in 2025—using onboarding software to turn a logistical challenge into a competitive advantage.

The Unique Challenges of Onboarding Remote Employees

Remote onboarding comes with distinct hurdles that go beyond the basic distribution of laptops and login credentials. New employees often experience:

• Feelings of isolation or disconnection from company culture
• Lack of structured support during the first few weeks
• Limited visibility into company processes and expectations
• Confusion around tools, systems, and responsibilities

A poor digital onboarding process not only slows productivity but also risks damaging new hire engagement. According to Gallup, only 12% of employees strongly agree that their company does a great job onboarding new hires—a concerning statistic when applied to onboarding for distributed teams.

This is where remote onboarding software becomes essential. By offering clarity, consistency, and connection from day one, onboarding platforms help HR teams deliver impactful experiences that drive employee retention and long-term performance.

Creating a Seamless Pre-boarding Experience from Afar

The employee experience begins before the official start date. A well-executed pre-boarding process ensures new hires feel welcomed and prepared, even before they log in for the first time.

Top onboarding software platforms include features such as:

• Digital welcome kits
• Secure access to contracts and tax forms
• Introduction videos from team members and leadership
• Pre-training modules or policy walkthroughs

These activities increase new hire engagement and reduce administrative back-and-forth during the first week. Martian Logic’s Onboarding Software offers a fully customisable pre-boarding experience that helps set the tone for a successful employee journey—whether remote or in-person.

Essential Features to Look for in Remote Onboarding Software

When evaluating remote onboarding software, it’s important to choose a platform that not only digitises paperwork but also supports strategic HR objectives. Look for features like:

1. Automated task management – Assign and track onboarding checklists across departments.
2. Employee orientation software – Provide virtual orientation programs that replicate in-person experiences.
3. Self-service document uploads – Streamline form completion and compliance.
4. Progress tracking dashboards – Enable HR teams to monitor onboarding completion in real time.
5. Integration with ATS and Core HR systems – For a seamless flow of data and activity.
   
   

Martian Logic’s ATS and Onboarding module connects with its Core HR system, providing a unified solution that eliminates manual work and ensures every new hire gets the information they need—on time.

Best Practices for a Successful First Week (and Beyond)

Whether you're onboarding a junior developer or a senior executive, the first few days are critical. Here are onboarding best practices to build a structured and engaging experience:

• Day 1 Orientation: Host a virtual welcome session with leadership, HR, and team members.
• Clear Expectations: Define goals, key contacts, and milestones for the first 30, 60, and 90 days.
• Check-in Cadence: Schedule regular one-on-ones with managers and HR to monitor progress.
• Interactive Learning: Use virtual onboarding tools such as video walkthroughs, quizzes, and collaborative training portals.
• Buddy Systems: Pair new hires with team mentors for informal guidance and connection.

These practices, supported by digital tools, help smooth the remote employee experience and establish early trust.

Fostering Connection and Culture in a Virtual Environment

Culture doesn’t disappear in a remote setting—it just needs to be intentionally created. The right onboarding software can facilitate virtual team building by:

• Offering team member introduction videos
• Hosting interactive Q&A sessions
• Creating social chat rooms or interest-based communities
• Sending automated birthday or work anniversary notifications
• Collecting feedback to measure the onboarding experience
  
  

These cultural touchpoints help remote employees feel part of a shared mission and identity. According to SHRM, companies with strong onboarding processes improve new hire retention by 82% and productivity by over 70%.

Want to foster culture from day one? Learn more about how Martian Logic’s performance management tools integrate with onboarding to drive employee growth and recognition.

Top Onboarding Software Solutions for Remote Teams in 2025

Here are some of the most recommended onboarding software solutions for distributed teams in 2025:

Among these, Martian Logic stands out for Australian businesses looking for localised compliance, enterprise scalability, and native integration with HR modules like Applicant Tracking Systems.

Integrating Onboarding Software with Your Existing Tech Stack

To unlock the full potential of onboarding software, it must seamlessly integrate with your other HR and business systems. This includes:

• Core HR platforms for storing personal, tax, and job information
• ATS systems to pull in candidate data and track onboarding progress
• Payroll and finance systems for automated salary setup
• Learning management systems for training content delivery
• Communication tools like Slack, Zoom, or Microsoft Teams for engagement
  
  

These integrations reduce double handling, ensure compliance, and create a central source of truth. With Martian Logic, you benefit from an all-in-one HR suite that connects the dots—from hire to retire. Learn more here.

Measuring the Success of Your Remote Onboarding Program

How do you know your remote onboarding software is working? Tracking these key metrics can help:

• Time-to-productivity – How long until the employee reaches full performance
• Onboarding task completion rates – Are new hires finishing checklists on time?
• New hire satisfaction surveys – How do employees rate their onboarding experience?
• Turnover in first 90 days – High early attrition can signal onboarding issues
• Manager feedback – Are team leaders satisfied with the onboarding process?
  
  

Collecting and analysing this data through your onboarding platform helps you refine your approach and align with strategic employee retention goals.

Checklist: Your Guide to Flawless Remote Onboarding

Use this simple checklist to deliver a consistent and engaging remote onboarding experience:

• Send a welcome email and pre-boarding access
• Share digital employment contract and policies
• Assign an onboarding buddy or mentor
• Schedule virtual orientation and tool walkthrough
• Introduce the team via video or chat
• Provide role-specific training content
• Collect new hire feedback at Week 1 and Week 4
•  Set performance and engagement goals
• Celebrate milestones and team involvement

Final Thoughts

The shift to remote work is here to stay—and businesses that embrace effective onboarding software will be better equipped to attract, retain, and engage top talent across borders. With the right tools and strategy, onboarding remote employees becomes more than a logistical task—it becomes an opportunity to build lasting relationships and a strong organisational culture from day one.

Whether you're a growing SME or an established enterprise, investing in a modern remote onboarding software solution like Martian Logic can elevate your digital onboarding process, boost employee retention, and future-proof your workforce.

Ready to transform your onboarding experience? Contact us today to see how Martian Logic can support your distributed teams.