How Onboarding Software Simplifies Hiring and Boosts Employee Retention

Hiring top talent is tough. Retaining them? Even tougher. And more often than not, the turning point happens within the first few days.

Think about it. A new hire walks in, excited and slightly nervous. They’re eager to make a great first impression—but so should you. This is your chance to show that your company isn’t just another stop on their career journey. It’s the place they’ll want to grow, innovate, and stay.

And the secret weapon? Solid, modern onboarding software.

Let’s break down how using the right tech from day one can simplify hiring and seriously boost retention.

The Importance of a Great Onboarding Experience

First impressions matter—not just during interviews, but also when someone joins your team. A great onboarding experience sets the tone for everything that follows. It’s your chance to make a new hire feel supported, informed, and genuinely excited to be there.

Stat Check: According to SHRM, 69% of employees are more likely to stay with a company for three years if they have a good onboarding experience. And research by Gallup shows that only 12% of employees strongly agree their organisation does a great job onboarding new people.

So, what does great onboarding look like?

• The new hire receives all the information and resources they need before their first day.
• The manager follows a clear, structured onboarding checklist.
• No one’s scrambling to set up accounts or equipment.
• HR isn’t chasing paperwork or drowning in spreadsheets.

When your onboarding is smooth and well-organised, it sends a clear message: “We’re ready for you, and we care about your success.”

What is Onboarding Software?

Onboarding and applicant tracking software is a digital solution that automates and simplifies the entire process of welcoming new employees. From pre-employment setup and digital forms to training schedules and IT requests, everything is streamlined and centralised in one platform.

What onboarding used to look like:

• HR printing out contracts and scanning paper forms.
• IT receiving a last-minute request to set up hardware.
• New hires filling out physical paperwork on day one.
• Everyone spending time on tasks that should’ve been automated.
  
  

Now? It’s much better.

Send offer letters, contracts, welcome workflows, and digital forms before day one. Introduce the team, share handbooks, and assign tasks using a smart, intuitive system.

Benefits of Automating Your Onboarding Process

Automating your onboarding process not only saves time but also enhances the overall experience for both core HR teams and new employees. Here are the key benefits of automating your onboarding process:

Streamlined Pre-Employment Setup

• Automates the collection of personal details, documents, and setting up emails/logins before the new hire arrives.
• Sends contracts, benefits enrolment forms, and tax documents electronically, ensuring everything is ready on day one.
• Reduces delays, eliminates manual data entry, and minimises human error.

Improved Employee Engagement

• Personalises the employee onboarding experience with automated welcome emails, video introductions, and scheduled check-ins.
• Increases engagement, excitement, and commitment from new hires right from the start.

Reduced Admin Time

• Automates routine HR tasks like document collection, benefits enrolment, and task tracking.
• Frees up hours for HR teams to focus on strategic initiatives like career development, training, and culture-building.

Consistent and Compliant Processes

• Standardises workflows, ensuring all steps are completed consistently and correctly.
• Simplifies compliance management by automatically generating and storing necessary documents like non-disclosure agreements and tax forms, keeping you audit-ready.

Boosted Retention and Lower Hiring Costs

• Reduces turnover by ensuring smooth integration from day one, helping retain top talent.
• Cuts hiring costs by eliminating inefficiencies, errors, and the need to rehire and retrain.

Better Team Collaboration

• Provides a central platform for HR, IT, payroll, and management to collaborate efficiently.
• Ensures no steps are missed, improving the overall experience for new hires and creating a well-organised company culture.
  
  

Key Features to Look For

Not all onboarding automation software is created equal. When choosing a platform, look for the following features:

• Digital Forms & eSignatures

Say goodbye to printing, scanning, and mailing forms. Your new hires should be able to complete contracts, policies, and declarations using secure digital forms.

Example: DocuSign and Adobe Sign are popular tools for handling eSignatures, ensuring secure and legally binding agreements without the hassle of physical paperwork.

• Customisable Onboarding Checklists

A dynamic onboarding checklist helps both HR and new employees survey what’s been completed—and what’s next. It keeps everyone accountable and reduces the chance of missed steps.

Example: BambooHR allows HR teams to create personalised onboarding checklists for each new hire, ensuring that nothing is overlooked in the process.

• Automated Welcome Workflows

A warm welcome goes a long way. Automated emails, team intros, and helpful reminders make the new hire experience more human (with less manual work).

Example: WorkBright enables automated welcome workflows, including custom email sequences and automated team introductions, giving new hires a personal touch from day one.

• Self-Service Portals

Let employees upload IDs, update details, and review resources from one convenient place.

Example: Gusto’s self-service portal allows new employees to complete their forms, view benefits information, and update personal details at their convenience, reducing HR workload.

• Compliance Management

Stay audit-ready with automated storage of signed forms, background checks, and essential training completions.

Example: iCIMS offers compliance management features that automatically store documents like tax forms and background checks, ensuring you’re always ready for audits and reducing the risk of compliance issues.

• Integration with HR and Payroll Systems

Seamlessly connect with your existing HR tools to avoid double-handling and maintain accurate records across platforms.

Example: UKG Pro (formerly UltiPro) integrates smoothly with other HR tools like performance management, benefits administration, and payroll systems, streamlining the digital onboarding system and ensuring consistency in employee data across platforms.

Why Businesses Choose Martian Logic

At Martian Logic, we understand that onboarding is more than just completing forms—it’s about fostering strong relationships and setting your new hires up for success from the very beginning.

Here’s why businesses across Australia trust our ATS and onboarding software:

• End-to-End Automation
  Our platform streamlines the entire onboarding journey, from digital contracts and forms to welcome emails and automated task tracking. Say goodbye to endless spreadsheets and manual follow-ups—everything is handled in one place.
  
  
• Local Support, Tailored to You
  We're an Australian-based company, and our support team is ready to assist with your specific needs. We know the unique HR onboarding tools challenges businesses face in Australia, and we’re here to help you navigate them seamlessly.
  
  
• Intuitive Design
  Designed with both HR professionals and new employees in mind, our platform is user-friendly and intuitive. No need for lengthy training manuals—your team can start using it with minimal effort.
  
  
• Scalable for Growth
  Whether you’re a small team or a large organisation, our tools grow with you. Easily add modules, customise processes, and onboard new hires in bulk—all in just a few clicks.
  
  
• Unmatched New Hire Experience
  We prioritise the experience of your new hires, helping you create an engaging, memorable onboarding process. This leads to higher retention and sets them up for long-term success within your organisation.
  
  

Martian Logic is here to support you every step of the way, ensuring that your  ATS and onboarding process is as seamless, efficient, and engaging as possible.

If you’re ready to take your HR processes to the next level, why not see how Martian Logic can support your business? Visit Martian Logic’s Core HR to explore the full suite of tools designed to help you work smarter and make a bigger impact.

Why Onboarding Software for Your Business 

The first impression you make with new hires can significantly impact their long-term engagement and retention. Onboarding software goes beyond efficiency—it helps build trust, fosters strong employee engagement, and sets the stage for lasting success within your company.

Automating repetitive tasks frees up your HR team to focus on what matters: creating a welcoming and supportive environment. Instead of getting bogged down in paperwork, HR can dedicate time to nurturing relationships and cultivating a company culture that employees are eager to be part of.

If you’re still relying on outdated methods like paper forms and endless email chains, it’s time to embrace a smarter, more human-centric approach to onboarding. The way you welcome new hires can be the first step in building a productive, long-term relationship that benefits both the individual and your company.