Effective employee onboarding is critical to the success of any organization. The process of bringing new employees up to speed and integrating them into the company culture can be time-consuming and complex, often involving paperwork, manual data entry, and coordination across multiple departments. However, with the help of technology, companies can streamline the onboarding process and provide a better experience for new hires.

Automating employee onboarding can simplify the process for HR teams. By leveraging the power of automation, companies can reduce errors, improve data accuracy, and create a more efficient and engaging onboarding experience for their new employees.

Challenges of Traditional Onboarding

Despite its importance, traditional employee onboarding processes can be complex and time-consuming. Many organizations still rely on paper-based forms, manual data entry, and lengthy approval processes, which can lead to errors, delays, and a poor employee experience. Common challenges with traditional onboarding include:

  1. Paperwork: Filling out and processing paperwork is a time-consuming and error-prone process, and can create delays in the onboarding process. New hires are typically required to fill out a variety of forms, such as tax forms, benefits enrollment, and emergency contact information, which can be overwhelming and confusing. Paperwork can also be easily misplaced, leading to lost data and unnecessary delays.
  2. Manual data entry: Entering new employee information into multiple systems by hand is not only tedious, but also increases the risk of errors. HR teams often have to enter data into multiple systems, such as the HRIS, payroll system, and benefits platform, which can be time-consuming and error-prone. Manual data entry can also create inconsistencies and duplicate data, which can cause problems down the line.
  3. Slow response times: Waiting for approvals from multiple departments can slow down the onboarding process, creating frustration for new hires. For example, new hires may need to wait for IT to set up their computer, facilities to assign a desk, or finance to process their paperwork. These delays can make new hires feel unimportant and disengaged, which can impact their overall job satisfaction.
  4. Lack of personalization: One-size-fits-all onboarding processes can fail to address the unique needs of individual employees, which can impact their ability to be productive and engaged from day one. For example, new hires may have different training needs or require different types of equipment. A lack of personalization can also lead to a cookie-cutter onboarding experience that fails to engage new hires and make them feel welcomed.

These challenges can create a negative onboarding experience for new hires and put unnecessary strain on HR teams.

How TrackVia Can Help Streamline Onboarding

TrackVia is a low-code platform for creating custom business apps that can help streamline the employee onboarding process. With TrackVia, HR teams can quickly create custom onboarding workflows and apps that automate many of the manual processes associated with onboarding, including paperwork, data entry, and approvals.

  • Customizable workflows: TrackVia offers a drag-and-drop interface that allows HR teams to quickly create customized apps, forms, workflows, and dashboards that reflect their unique onboarding processes. This allows them to automate many of the manual processes associated with onboarding, including new hire form completion, payroll system data entry, and approvals.
  • Mobile access: TrackVia’s mobile app makes it easy for new hires to complete forms and access important information from their mobile devices. This can be particularly useful for remote workers or for employees who are traveling during the onboarding process. Mobile capabilities can save on work hours and make onboarding more productive. 
  • Integration with other systems: TrackVia can be easily integrated with other systems, such as your HRIS or payroll system, using Workato. This allows you to streamline the onboarding process by automating data entry and eliminating the need for duplicate data entry.
  • Real-time reporting: TrackVia provides real-time reporting and analytics that allow HR teams to track the progress of onboarding workflows and identify bottlenecks or areas for improvement. This can help them continuously refine and optimize the onboarding process over time. TrackVia’s dashboards are fully customizable, and can host a wide variety of charts, Kanban boards, and other visual widgets.

As your needs grow, TrackVia-built apps and workflows can be easily adjusted to scale with your organization. Whether you’re onboarding one employee or one hundred, TrackVia can help streamline onboarding and ensure a great experience for new hires. In combination with Workato, you can automate data entry and eliminate manual processes, making onboarding faster and more efficient.

Examples of Automated Onboarding Processes

To help illustrate how TrackVia and Workato can be used to automate employee onboarding, let’s take a look at some real-world examples from other organizations. These examples demonstrate the benefits of using automation to streamline onboarding processes and improve the employee experience.

The results of this automated onboarding process were significant. The retail chain was able to reduce the time it took to onboard new employees by 50%, and the HR team reported that they were able to handle a higher volume of new hires with less stress and confusion.

Retail Company

A large retail chain uses TrackVia and Workato to automate their onboarding process. New hires fill out all paperwork online, which is then automatically uploaded to the appropriate systems. Workato is used to synchronize data between TrackVia and their HRIS, payroll system, and benefits platform, ensuring that employee data is consistent across all systems. Automated workflows are used to route approvals and send notifications to new hires when specific tasks are completed.

Technology Company

This automated onboarding process improved accuracy and reduced errors. The HR team reported that they were able to catch errors and discrepancies in employee data much more quickly than before, leading to improved data accuracy and reduced manual data entry.


A small healthcare provider uses TrackVia and Workato to create a mobile-friendly onboarding process that allows new hires to complete forms and tasks on their smartphones. Workato is used to automatically send notifications to HR teams and new hires when specific tasks are completed, reducing the need for manual follow-up.

The results of this automated onboarding process were improved engagement and satisfaction. The healthcare provider reported that new hires felt more engaged and supported throughout the onboarding process, which led to improved retention and job satisfaction.

Start Your TrackVia Experience

Effective employee onboarding is critical to the success of any organization, and with the help of technology, companies can streamline the process and provide a better experience for new hires. By leveraging automation and low-code platforms like TrackVia and Workato, HR teams can create custom onboarding workflows that automate many of the manual processes associated with onboarding, including paperwork, data entry, and approvals.

See how TrackVia can help your Onboarding process. 

Request a TrackVia Demo

track everything.
build anything.

TrackVia is the no-code business app creation platform for innovators in any department. Start a free trial and create the solution to whatever challenge is in your way.

What will you build today?

  • TrackVia Low Code App Builder Line Chart with Inspection Dates
  • Low-Code App Builder Project Status Bar Chart
  • Low-Code App Builder Task Status Pie Chart
Skip to toolbar