Bottom Line Up Front
- 🏆 Best Overall: BambooHR combines onboarding with full HRIS—one platform for hiring through retirement.
- 📱 Best for Remote/Mobile: WorkBright lets employees complete I-9s and paperwork entirely on their phones.
- 🚀 Best for Tech Companies: Sapling (by Kallidus) automates IT provisioning and integrates deeply with Slack/G Suite.
First impressions matter. Bad onboarding means confusing paperwork, IT scrambles, and new hires who regret their decision before day one ends. Great onboarding means welcome packets, automated workflows, and employees who feel valued from hour one.
But most companies still use spreadsheets and email chains. Modern onboarding software automates paperwork (I-9, W-4, direct deposit), coordinates IT setup, and delivers a structured experience. We tested the top contenders based on ease of use, automation power, and remote-friendliness.
Detailed Reviews of the Top Onboarding Software
BambooHR
BambooHR's onboarding is part of their full HRIS platform. It guides new hires through every step—paperwork, company policies, welcome videos—while automating manager tasks. The integration with their applicant tracking system (ATS) means hiring flows seamlessly into onboarding.
✅ The Good
- All-in-one: ATS → Onboarding → HRIS
- E-signature for all documents (I-9, W-4, etc.)
- Customizable task lists and checklists
- Welcome packets with videos and resources
- Manager reminders and automated workflows
- Mobile app for employees
- Beautiful, intuitive interface
❌ The Not-So-Good
- More expensive than standalone tools
- Requires full HRIS purchase (not modular)
- Limited IT provisioning automation
- Reporting could be more robust
Free trial available
WorkBright
WorkBright is mobile-first onboarding, designed for remote and deskless workers. Employees complete I-9 verification, upload documents, and e-sign forms entirely from their phones—no laptop or office visit required. Perfect for construction, hospitality, and healthcare.
✅ The Good
- 100% mobile-friendly (no desktop needed)
- Remote I-9 verification (legally compliant)
- Photo upload for ID documents
- Text/email reminders for incomplete tasks
- Custom forms and checklists
- Drug screening and background check coordination
- Bulk onboarding for seasonal hiring
❌ The Not-So-Good
- No HRIS features (onboarding only)
- Limited integrations (must export data)
- UI feels dated on desktop
- No task management beyond onboarding
Sapling (by Kallidus)
Sapling (formerly standalone, now owned by Kallidus) is built for tech companies. It automates IT provisioning (laptop orders, Slack invites, app access), integrates deeply with G Suite/Okta, and makes remote onboarding feel effortless.
✅ The Good
- Automated IT provisioning (G Suite, Okta, etc.)
- Pre-boarding (send tasks before day one)
- Equipment ordering and tracking
- Slack/Teams integration for workflows
- Org chart and employee directory
- Global onboarding (multi-country support)
- Offboarding workflows included
❌ The Not-So-Good
- No full HRIS (onboarding-focused)
- Expensive ($8-12/employee/mo)
- Overkill if you don't need IT automation
- Setup requires technical knowledge
Rippling
Rippling is the most powerful all-in-one platform: HR, IT, payroll, and benefits. Onboarding is automatic—when you hire someone, Rippling orders their laptop, creates their accounts (Slack, Gmail, etc.), enrolls them in benefits, and adds them to payroll, all in one workflow.
✅ The Good
- Full automation: HR + IT + payroll + benefits
- Device management (laptops, phones)
- App provisioning (Slack, G Suite, etc.)
- E-sign for all documents
- Global hiring (100+ countries)
- Offboarding automation (revoke access instantly)
- Custom workflows for complex rules
❌ The Not-So-Good
- Expensive (best for 20+ employees)
- Steep learning curve
- Overkill for simple onboarding needs
- Customer support can be slow
Deel
Deel specializes in global hiring—contractors and full-time employees in 150+ countries. Their onboarding handles the complexity of international contracts, local compliance, and multi-currency payroll. If you're hiring remotely across borders, Deel simplifies what would otherwise be a legal nightmare.
✅ The Good
- Global hiring in 150+ countries
- Contractor and EOR (Employer of Record) options
- Localized contracts (compliant everywhere)
- Multi-currency payroll
- IP and equipment management
- Time tracking and invoicing
- Fast setup (hire globally in days)
❌ The Not-So-Good
- Overkill for US-only teams
- EOR fees add up ($599/employee/mo)
- Limited HRIS features (mostly compliance)
- Customer support varies by region
Click Boarding
Click Boarding is a straightforward, no-frills onboarding platform. It focuses on compliance (I-9, E-Verify, tax forms) and document management. Great for companies that want basic onboarding without committing to a full HRIS platform.
✅ The Good
- Affordable ($3-5/employee/mo)
- Fast setup (minutes, not days)
- I-9 and E-Verify integration
- E-signature for all forms
- Custom checklists and workflows
- Mobile-friendly
- Good customer support
❌ The Not-So-Good
- Interface feels dated
- Limited automation (mostly forms)
- No IT provisioning features
- Reporting is basic
Head-to-Head Comparison
| Feature | BambooHR | WorkBright | Sapling | Rippling |
|---|---|---|---|---|
| Best For | Most Teams | Mobile Workers | Tech/IT Heavy | All-in-One |
| Starting Price | $8-12/emp/mo | $4/emp/mo | $8-12/emp/mo | $8-15/emp/mo |
| Full HRIS | ✓ Yes | ❌ No | ❌ No | ✓ Yes |
| Mobile-First | Good app | ✓ Best | Good app | Good app |
| IT Provisioning | ❌ No | ❌ No | ✓ Excellent | ✓ Best |
| E-Signature | ✓ Built-in | ✓ Built-in | ✓ Built-in | ✓ Built-in |
| Ease of Use | Excellent | Easy | Moderate | Moderate |
How to Choose the Right Onboarding Software
1. Match the Tool to Your Workforce
- Office workers: BambooHR or Sapling (full-featured, integrated)
- Remote/deskless: WorkBright (mobile-first, no laptop needed)
- Tech companies: Sapling or Rippling (IT automation)
- Global teams: Deel or Rippling (multi-country compliance)
2. Decide: Onboarding-Only vs. All-in-One?
If you already use an HRIS you love (ADP, Paychex), adding a standalone onboarding tool (WorkBright, Click Boarding) makes sense. If you're building from scratch, an all-in-one (BambooHR, Rippling) avoids integration headaches.
3. Think About IT Automation Needs
If every new hire needs a laptop, Slack account, Gmail, and 10 app logins, IT provisioning (Sapling, Rippling) saves hours per hire. If your team is mostly contractors with BYOD, you don't need this complexity.
4. Consider Pre-Boarding
Great onboarding starts before day one. Tools like Sapling and BambooHR let you send welcome packets, request documents, and assign training before the first day—reducing day-one overwhelm.
5. Don't Underestimate Compliance
I-9 errors can cost $250-$2,500 per violation. Tools with E-Verify integration (WorkBright, Click Boarding) reduce risk. Remote I-9 is tricky—make sure your tool handles it legally (WorkBright excels here).
Frequently Asked Questions
Do I really need onboarding software, or can I use Google Forms and email?
You can for very small teams (<5), but you'll quickly hit limits: no e-signatures, no compliance tracking, no audit trail. Even basic tools like Click Boarding ($3/employee/mo) save hours and reduce legal risk.
Can employees complete onboarding entirely remotely?
Yes! WorkBright, BambooHR, and Rippling all support 100% remote onboarding, including I-9 verification (using approved remote methods). This is critical for distributed teams.
What's the difference between onboarding and orientation?
Onboarding = paperwork, compliance, setup (I-9, W-4, benefits enrollment). Orientation = culture, training, meeting the team. Best tools (BambooHR, Sapling) handle both—checklists for paperwork, resources for culture.
How long should onboarding take?
Paperwork: 1-2 hours. Full onboarding (training, ramp-up): 30-90 days. Software handles the paperwork part; you design the cultural/training part. Good tools (like Sapling) support 90-day checklists to keep onboarding structured.
What about offboarding?
Often overlooked but critical. Rippling and Sapling automate offboarding: revoke app access, collect equipment, generate exit paperwork. This prevents security risks (ex-employees with Slack access).
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