5 HRMS Features That Could Make Employee Onboarding Easy

Employee onboarding is one of the most consequential stages in the employee management. When it goes well, employees feel welcomed, prepared, and motivated. When it goes poorly, frustration and confusion set in before real work even begins. In fact, research shows that organizations with strong onboarding processes improve new hire retention by 82% and productivity by over 70%. 

Despite these statistics, many companies still rely on manual onboarding processes: stacks of paperwork, endless email chains, and ad-hoc task tracking. For HR teams, this is a drain on time and energy. For employees, it often leaves them with an impression of disorganization hardly the tone you want to set on day one. 

While Human Resource Management System (HRMS) platforms are often recognized for payroll, benefits, and compliance management, their onboarding capabilities are just as powerful and often underutilized. When equipped with the right features, an HRMS can transform onboarding from a chore into a seamless, welcoming experience that benefits everyone involved. 

In this article, we’ll unpack the five HRMS features that can make employee onboarding effortless. You’ll learn what each feature does, why it matters, how it’s used in practice, and what to look for when evaluating HRMS vendors. Along the way, we’ll also highlight common pitfalls to avoid and best practices to maximize impact. 

Feature 1: Automated Onboarding Workflows 

Automated workflows replace the old manual checklists with intelligent, rule-based processes. When HR enters a new hire’s details into the HRMS system, the system automatically spins up all necessary onboarding tasks across departments - HR, payroll, IT, facilities, and the hiring manager. 

Benefits of Automated Onboarding Workflows 

1. Consistency across the board: Every employee, regardless of location or role, goes through a standardized and compliant process.
2. Saved time for HR: No more manually nudging IT to set up an email or reminding managers to schedule intro meetings.
3. Faster productivity: Employees get what they need (equipment, access, training) without delay. 

Example 

Imagine a mid-sized tech company that hires 50 new engineers each quarter. Before automation, HR staff spent hours emailing IT about laptops, pinging managers for team introductions, and following up with finance for payroll setup. With automated workflows, as soon as a new hire is entered: 

• IT dept receives a ticket to prepare devices and grant system access.
• Payroll gets a notification to create accounts.
• The manager is prompted to schedule a team intro.
• The employee receives a pre-boarding checklist. 

What once required dozens of manual steps now happen automatically, cutting admin time by 60%. 

Pro Tips & Pitfalls to Avoid 

• Don’t overcomplicate workflows on day one. Start with the most critical tasks (equipment, system access, payroll) and expand gradually.
• Involve multiple stakeholders in workflow design so no critical step gets left out.
• Regularly review workflows as regulations and company policies evolve. 

Vendor Checklist 

• Customizable workflows by department/role
• Conditional logic available (e.g., contractors skip certain steps)
• Progress dashboards for HR and managers in HRMS system
• Automatic reminders for incomplete tasks 

Feature 2: Integrated Document Management & E-Signatures 

From offer letters to tax forms, the paperwork stack in onboarding is immense. Document management within an HRMS allows employees to receive, review, sign, and store all documents digitally often with integrated e-signature functionality. 

Benefits of Document Management & E-Signatures 

• Reduces reliance on printers, scanners, and filing cabinets. This can create a paperless office environment.  
• Documents are signed and stored before day one, cutting down first-day bottlenecks. 
• Secure, timestamped, and legally recognized signatures. Helps to stay compliant with the documentation.  

Example 

A global retail chain used to ship onboarding packets to stores, where managers would guide new hires through forms. It often took weeks for signed copies to make it back to headquarters. After switching to software like Runtime HRMS with e-signatures: 

• New hires signed contracts digitally before day one.
• Store managers no longer had to manage paperwork.
• HQ had instant visibility into completed forms. 

This cut administrative costs significantly and ensured compliance deadlines were always met. 

Pitfalls to Avoid 

• Test usability on mobile devices; new hires should be able to sign on the go.
• Avoid hidden costs: Some HRMS vendors charge extra for e-signature transactions.
• Stay compliant: Verify the provider complies with regional e-signature regulations (e.g., ESIGN Act in the U.S., eIDAS in the EU). 

Vendor Checklist 

• Built-in or integrated e-signature solution
• Secure document storage linked to employee profiles
• Template management for reusable contracts and policies
• Audit trails for compliance verification 

Feature 3: Self-Service Employee Portals 

Employee self-service portals empower new hires to manage much of their onboarding independently. Employees log in to a secure dashboard where they can upload documents, complete tasks, and access resources—all in one place. 

Why does organisation require self-service portals? 

1. Empowerment: Employees control their onboarding, rather than waiting on HR.
2. Transparency: Everyone knows what is complete and what is pending.
3. Efficiency: HR teams spend less time fielding repetitive questions. 

Example 

A healthcare provider introduced a self-service portal for onboarding nurses. Previously, HR staff manually collected licenses, certifications, and ID documents. With the portal, new hires now upload everything directly. Automated prompts flag missing items, and HR verifies documents online. Result: onboarding time dropped from two weeks to four days. 

Pro Tips & Pitfalls to Avoid 

1. Personalize the experience: Different roles should have different dashboards.
2. Don’t overload employees with too many tasks at once, stagger them logically.
3. Ensure mobile friendliness: Many employees will access portals from their phones. 

Things to check related to employee self-service portal 

1. Mobile app or responsive design
2. Role-based checklists and task assignments
3. Integrated FAQ or knowledge base
4. Multi-language support for global teams (if needed)

Feature 4: Training & Learning Management Integration 

Many HRMS platforms either include or integrate with a Learning Management System (LMS). This means training modules such as compliance courses or job-specific learning are delivered seamlessly as part of the onboarding journey. 

Why is training and learning management integration needed? 

• Compliance coverage: Ensures required training is completed on time.
• Engagement: Makes training interactive rather than static.
• Efficiency: Centralizes onboarding and learning into one system. 

Pro Tips 

• Refresh content regularly and outdated training frustrates employees.
• Use gamification (badges, leaderboards) to increase engagement.
• Provide microlearning options for busy new hires. 

Vendor Checklist 

• Native LMS or strong third-party integrations
• Customizable training paths per role or location
• Mobile-friendly courses with offline access
• Real-time progress reporting for managers and HR 

Feature 5: Analytics & Feedback Tools 

HRMS platforms with analytics and feedback features allow you to measure onboarding effectiveness. Dashboards, KPIs, and surveys provide visibility into both process efficiency and employee sentiment. 

Use of Analytics & Feedback Tools  

1. Data-driven improvements: Identify bottlenecks quickly.
2. Employee engagement: Feedback loops show new hires their voice is valued.
3. Strategic insights: Link onboarding quality to retention and productivity. 

Pro Tips & Pitfalls to Avoid 

• Don’t just collect data act on it. Share insights with leadership and make changes.
• Use pulse surveys (day 7, 30, 90) to capture evolving employee perceptions.
• Ensure transparency by communicating to employees how their feedback will be used. 

Vendor Checklist 

• Prebuilt KPIs: time-to-productivity, task completion rates, training compliance
• Customizable surveys with anonymity options
• Easy-to-share visual dashboards
• Integration into broader HR analytics systems 

Bonus Feature: Integration with Core HR & Payroll 

While the five features above are essential, integration with core HR and payroll systems is the secret ingredient that takes onboarding from good to great. 

1. Payroll setup happens automatically when employee data is entered.
2. Benefit enrollment opens as soon as onboarding documents are signed.
3. IT provisioning is triggered without HR having to send separate requests. 

This eliminates duplicate data entry and ensures that employees are truly ready to work by day one. 

The Ideal HRMS-Powered Onboarding Journey 

Let’s put it all together in a sample timeline: 

Preboarding (before day one): 

• Automated workflow triggers welcome emails, e-signature packets, and IT provisioning tasks.
• Employee logs into self-service portals, uploads documents, and review welcome resources. 

Day One: 

• Employees arrive with paperwork completed and equipment ready.
• Portal guides them through an orientation checklist.
• HRMS launches compliance training modules. 

First Week: 

• New hire completes department-specific tasks.
• Pulse surveys capture early feedback.
• Manager tracks onboarding progress in dashboard. 

First 90 Days: 

• HR reviews analytics on task completion, training compliance, and time-to-productivity.
• Employee feedback is analyzed to improve future onboarding cycles.
• The result: A structured, data-driven onboarding experience that saves HR time, boosts employee confidence, and reduces turnover. 

Onboarding Vendor Evaluation Checklist 

When assessing HRMS vendors, ask specifically about onboarding functionality: 

1. How customizable are workflows?
2. Do you support preboarding tasks?
3. Are e-signatures compliant with global laws?
4. Is the employee self-service portal mobile optimized?
5. Can training modules be customized and tracked?
6. What analytics and KPIs are included out of the box?
7. How does integration with payroll, benefits, and IT work?
8. Are onboarding features included in base pricing or an add-on? 

If you are looking for answers to above questions check out Runtime HRMS & Payroll Software - all-in-one HR platform where you can manage everything right from employee onboarding to seperation. Our platform allows you to manage your payroll tasks in a simple way. 

Conclusion 

Employee onboarding is too important to leave to chance. A clunky process not only frustrates new hires but also slows productivity and increases turnover risk. By prioritizing an HRMS with the right onboarding features, you create a streamlined, consistent, and engaging experience that benefits both employees and HR teams. 

The five features to prioritize are: 

1. Automated onboarding workflows
2. Integrated document management & e-signatures
3. Employee self-service portals 
4. Training & learning management integration
5. Analytics & feedback tools 

Invest in these capabilities, and you’ll transform onboarding from a manual headache into a smooth journey that sets employees up for long-term success.