Onboarding new hires at a small business shouldn't feel like herding cats through a maze of paperwork and scattered systems. The right onboarding software transforms that chaos into a streamlined experience that gets employees productive from day one.
One standout approach is building a custom onboarding app tailored to your company's exact workflow. Adalo is a no-code app builder for database-driven web apps and native iOS and Android apps—one version across all three platforms, published to the Apple App Store and Google Play—making it possible to create personalized onboarding experiences that new hires can access anywhere, complete with push notifications for training reminders and milestone check-ins.
Whether you need off-the-shelf solutions or want to build something custom, these top onboarding tools will help you launch a seamless new hire experience fast.
Have you ever felt like the onboarding process at your small business is a juggling act?
What if you could onboard new employees without a hitch?
Onboarding software for small businesses is a game changer. It's not just about paperwork automation; it's about creating an engaging and efficient first impression that sets the tone for a positive employee journey. The right solution can transform a chaotic first week into a streamlined experience that gets new hires productive faster.
What is employee onboarding software for small business?
Employee onboarding software is a tool that automates new hire integration into your organization. It handles everything from document collection to training delivery, reducing the administrative workload on HR while creating a consistent experience for every new team member.
These systems digitize the entire onboarding workflow—from offer letter acceptance through the first 90 days. New hires complete paperwork before day one, access training materials on their own schedule, and track their progress through required tasks. For HR teams, this means less time chasing signatures and more time on strategic work.
What are the benefits of using onboarding software for small businesses?
Onboarding software simplifies bringing new hires on board and quickly gets them productive and integrated into the team. Here are the key advantages:
1. Efficiency
Onboarding software automates repetitive tasks that would otherwise consume hours of HR time. It digitizes forms and documents so new employees can complete necessary paperwork before their first day. This pre-boarding approach means day one focuses on meaningful orientation rather than filling out tax forms.
2. Consistency
The software ensures all new hires receive the same information, experience company standards uniformly, and understand the culture from the start. This standardization eliminates the variability that comes from different managers handling onboarding differently.
3. Compliance
It keeps you compliant with legal and industry-specific regulations by securely storing necessary documentation. The system provides a trail of electronic signatures and records of completed forms for auditing purposes—critical protection if you ever face a compliance review.
4. Better employee experience
Modern onboarding software gives new hires access to training materials, welcome videos, team introductions, company policies, company history, and employee handbooks all in one place. This centralized approach reduces confusion and helps new employees feel prepared and welcomed.
5. Customization
The best platforms allow customization to give the onboarding process a personalized touch that reflects your company's unique culture and brand identity.
What is involved in the onboarding process?
The onboarding process typically includes new hire documentation, training, benefits enrollment, and various administrative tasks that span the hiring process through the first several months of employment.
This process includes creating and managing job descriptions, which provide new hires with a clear understanding of their roles and responsibilities. It extends to equipment setup, system access provisioning, team introductions, and ongoing check-ins to ensure the new employee is settling in successfully.
Companies can customize the process to fit the needs of the organization and the new employee. A sales role might emphasize product training and CRM setup, while a developer position focuses on codebase orientation and development environment configuration.
What should you look for in employee onboarding software for small businesses?
Selecting the right onboarding software requires evaluating several critical features. Here's what matters most:
1. User-friendly interface
The employee onboarding software interface should be intuitive for both administrators and new hires. Complex systems create friction that defeats the purpose of automation.
2. Customization capabilities
It should allow you to customize onboarding workflows, forms, and communications to match your company's brand and specific needs. Cookie-cutter solutions often fall short of delivering the experience you want.
3. Mobile access
Employees should have access to onboarding materials and tasks on mobile devices. Many new hires want to complete paperwork from their phones before their start date.
4. Communication tools
The software should have built-in messaging or chat functionality to enable new hires to communicate with their teams and ask questions as they arise.
5. Scalability
It should have the ability to grow with your business and adapt to changing onboarding needs. A platform that works for 10 employees should still work when you reach 100.
6. Budget-friendly pricing
The software should fit within your budget with pricing plans designed for small businesses, sometimes with free tiers or pay-per-user options that scale with your team size.
7. Integration capabilities
The software should integrate with your existing tools—payroll systems, email platforms, calendars, and HR information systems—to streamline processes and eliminate duplicate data entry.
8. Customer support
The provider should include a professional support team to help with setup, troubleshooting, and ongoing questions. Good support can make the difference between successful implementation and frustration.
9. Security measures
The software should comply with data protection regulations and have robust security measures to protect sensitive employee data, including encryption and access controls.
10. Free trials
You should use free trials or demos to test the software and see how it fits with your business before committing to a purchase.
What are the different cost and pricing structures of onboarding software for small businesses?
The cost and pricing of onboarding software varies depending on the provider, features, and number of users. Understanding these models helps you budget effectively:
1. Per-user pricing
Some onboarding software providers charge a per-user fee ranging from $5 to $20 per user per month. This model is flexible and scales with your business as it grows, making it predictable for budgeting purposes.
2. Flat-fee pricing
Some providers charge a flat fee, ranging from $50 to $500 per month, depending on the features and number of users included. This model can be cost-effective for businesses with a stable number of new hires and predictable onboarding volume.
3. Custom pricing
Some providers offer custom pricing plans based on an organization's specific needs. This can be ideal for businesses with unique requirements or those looking for a tailored solution with enterprise-level features.
4. Free trials
Many onboarding software providers offer free trials or demos, which help organizations test the software before committing to a purchase. This allows you to evaluate the software's features and usability without financial risk.
Understanding the onboarding software cost and choosing the right pricing model helps small businesses manage their budgets effectively while still benefiting from quality onboarding tools.
What are the top onboarding software options for small businesses?
Several employee onboarding software options stand out for small business use cases. Here are the top contenders:
1. Adalo - best for businesses looking for a custom, AI-powered onboarding app solution
Adalo is an AI-powered app builder for database-driven web apps and native iOS and Android apps—one version across all three platforms, published to the Apple App Store and Google Play. With over 3 million apps created on the platform, Adalo has become a popular choice for businesses building custom onboarding solutions.
The platform is ideal for small businesses who want to give their employees or customers a custom onboarding experience without the cost of custom software development. Its visual builder has been described as "easy as PowerPoint," making it accessible to non-technical teams.
Who it's for
- Small businesses that want to create a fully customized onboarding experience tailored to their specific workflows
- Non-technical teams who want to build functional apps without hiring developers
- Businesses needing an affordable solution without compromising functionality
- Startups and growing companies that need to evolve their onboarding process as they scale
Features
1. User-friendly, drag-and-drop interface
With Adalo, you can design app layouts by dragging and dropping text fields, images, buttons, and forms. Customize every aspect of your onboarding app to match your brand identity and specific workflow requirements.
2. AI-assisted building
Magic Start generates complete app foundations from a simple description. Tell it you need an employee onboarding app for a retail business, and it creates your database structure, screens, and user flows automatically—what used to take days of planning happens in minutes. Magic Add lets you add features by describing what you want in natural language.
3. Onboarding workflows
Create multi-step onboarding sequences with screens that guide users through the process. Build task checklists, progress tracking, and completion confirmations that keep new hires on track.
4. Database with no record limits
Use Adalo's built-in Collections database to store user data, onboarding progress, and more. Paid plans include unlimited database records—no caps on how much employee data you can store. Link different data types, such as users and their assigned tasks or training modules, with proper relationship setups.
5. User authentication and management
Implement user registration and login to personalize the onboarding experience. Assign users roles (e.g., admin, new hire, manager) to control access to certain app features or content.
6. Multimedia integration
Embed videos, images, and documents to create rich onboarding content. Add quizzes to test understanding and reinforce learning throughout the onboarding journey.
7. Notifications and communication
Adalo notifies users of pending tasks or upcoming events within the app. It also sends automated emails upon completion of onboarding stages or reminds users of incomplete tasks.
8. Integrations
Connect your app to external HR systems, calendars, or other tools via APIs. Use Zapier to integrate with services you already use, such as Slack, Google Workspace, or Microsoft Office. Add functionality as needed without rebuilding the whole system.
9. Performance monitoring
X-Ray identifies performance issues before they affect users, helping you maintain a smooth onboarding experience as your app scales.
10. Responsive design across platforms
Build apps that work on web browsers and mobile devices (iOS and Android) from a single codebase. Ensure your onboarding app looks consistent across all screen sizes and devices.
11. Template library and community
Access onboarding templates to speed up development. The Adalo community shares solutions, tips, and best practices for common use cases.
12. Scalable infrastructure
Adalo's modular infrastructure scales to serve apps with 1 million+ monthly active users, with no upper ceiling. The platform processes over 20 million data requests daily with 99%+ uptime.
Pros
- Streamlines the onboarding process with custom workflows
- No technical experience needed—visual builder is accessible to anyone
- Enhances new hire engagement and retention through personalized experiences
- Reflects your unique company culture and branding
- Integrates seamlessly with existing tools and workflows
- No usage-based charges—unlimited usage on all plans eliminates bill shock
Cons
- While no coding is required, mastering the platform's full feature set requires some initial learning time
Pricing
- Free: $0/month
- Starter: $36/month
- Professional: $65/month
- Team and Business: Custom pricing
Note: All paid plans include unlimited database records and unlimited usage. Please check Adalo's website for the latest pricing details.
Adalo is versatile and accessible, making it an excellent option for small businesses to create a custom onboarding experience. The combination of AI-assisted building and visual design tools means you can build an app that welcomes new employees and reflects your company's brand and values—without hiring developers.
2. BambooHR - best for businesses looking to consolidate all their HR needs into one platform
BambooHR is cloud-based HR software designed for small to medium-sized businesses. It offers a comprehensive suite of HR tools, including onboarding, applicant tracking, time-off management, performance management, and employee database management.
BambooHR's onboarding capabilities make it a strong option for small businesses looking to improve onboarding without the complexity of enterprise-level systems, particularly when they want HR functions consolidated in one place.
Who it's for
- Small to medium-sized businesses (SMBs) of 1 to 1,000 employees looking for an all-in-one HR solution
- HR teams that want to automate and simplify onboarding within a broader HR platform
- Organizations that want to give new hires a positive onboarding experience with minimal setup
- Businesses that need onboarding workflows tailored to their specific processes
Features
1. Customizable onboarding workflows
Create and assign tasks to new hires, managers, and HR staff. Use pre-built or custom checklists to track onboarding activities. Save time with templates for offer letters, welcome emails, and other onboarding communications.
2. New hire packet
Send new employees customized packets with all required forms and information. New hires can complete paperwork, enter personal info, and review company materials independently before their first day.
3. Employee self-service
Employees can update personal info, emergency contacts, and bank details. New hires can see their onboarding tasks and track progress through a personal dashboard.
4. Integrations
Connect BambooHR with other tools like applicant tracking systems, payroll services, and learning management systems. BambooHR has API access for custom integrations with your existing tech stack.
5. Offboarding features
Manage offboarding with exit interview templates and task lists. Track company property issued to employees for proper return during departures.
6. Mobile app
Employees and managers can access BambooHR features on iOS and Android apps. Get alerts for pending tasks or approvals on the go.
Pros
- Easy for HR and employees to use with minimal training required
- Creates custom onboarding workflows to suit your specific business processes
- Customizes onboarding content with your logo and branding
- Beyond onboarding, includes time-off tracking, performance management, and employee database management
- Provides reports on onboarding progress, employee demographics, and more
- Creates customizable reports for your specific metrics and KPIs
Cons
- Some users report that costs are higher than other small business solutions, especially when adding extra features
- BambooHR offers payroll services but may not be as full-featured as standalone payroll software
- Payroll features may cost extra
- Setting up highly custom workflows takes more time and effort
- Advanced features require additional training for HR staff
- Custom integrations may require technical expertise or extra costs
Pricing
BambooHR doesn't list its pricing publicly, as it is custom-based on the number of employees and your business needs. Contact their sales team for a quote.
BambooHR is a comprehensive onboarding solution that's user-friendly, customizable, and includes all the HR features small to medium businesses need. It automates and simplifies the onboarding process, making it well-suited for companies looking to improve their new hire experience while reducing the administrative burden on HR.
3. Gusto - best for businesses looking for compliance assistance
Gusto is an all-in-one cloud-based HR platform for small to medium-sized businesses. It simplifies HR by combining payroll, benefits administration, and onboarding into one easy-to-use platform.
Gusto's onboarding software is notable for its ease of use, automation, and affordability, making it accessible for small businesses that need to onboard effectively without breaking the bank.
Who it's for
- Small to medium-sized businesses with limited HR resources that need an all-in-one payroll, benefits, and onboarding solution
- New businesses looking to get HR processes up and running from day one
- Companies where managers or owners handle HR tasks and need a simple, automated system
- Businesses that need help with federal, state, and local employment law compliance
Features
1. Onboarding workflow
Send customizable offer letters to new hires directly from the platform. Employees can complete paperwork online before their first day. This includes legally binding electronic signatures for I-9s and W-4s. New hires can enter personal info, direct deposit details, and tax withholding preferences themselves.
2. Automation and document management
Gusto provides checklists to ensure all onboarding steps comply with federal and state laws. It automates the collection and storage of tax documents, stores employee documents with easy access for audits or reference, and keeps up with tax law changes so you stay compliant.
3. Payroll integration
Onboarding info automatically syncs with payroll so there's no manual data entry. Gusto calculates, files, and pays local, state, and federal payroll taxes. It also offers multiple payment options, including direct deposit and checks.
4. Benefits administration
It simplifies health benefits enrollment during onboarding, and employees can sign up for additional benefits through the platform. Gusto integrates workers' comp payments with payroll for streamlined administration.
5. Employee tools
You can send custom welcome emails or messages to new hires. New employees can view team directories and org charts to get to know the team. It also collects feedback from new hires to improve the onboarding process over time.
6. Time tracking and PTO
Employees can log hours and managers can approve timesheets within the platform. Employees can request paid time off and receive responses through the system.
7. Third-party integrations
Gusto integrates with popular business apps like QuickBooks, Xero, Slack, and more.
8. Mobile access
Employees can view their profile, pay stubs, and benefits info on their mobile devices. Managers can approve time-off requests and timesheets on the go.
Pros
- Combines payroll, benefits, and onboarding so you don't need multiple systems
- Data is consistent across all HR functions, reducing errors
- Easy to use for administrators and employees
- Minimal learning curve for new users
- Automates repetitive tasks so HR staff or business owners have more time
- Helps you stay compliant with employment laws
- Updates automatically for legal changes without user intervention
- Employees can manage their info, benefits enrollment, and view pay stubs
- Clear pricing with no hidden fees
Cons
- May not accommodate highly customized onboarding processes without workarounds
- Limited customization options for forms and documents compared to some HR systems
- Great for small to medium businesses but may not have the features required for larger organizations
- Advanced integration customization requires technical expertise
Pricing
Gusto has multiple pricing plans for different business sizes and needs:
- Simple plan: $40 base price per month + $6 per month per employee
- Plus: $80 base price per month + $12 per month per employee
- Premium: Custom pricing (quote from Gusto)
- Contractor: $0 base price per month + $6 per month per contractor
Note: Prices may change. Please visit Gusto's pricing page for the latest information.
Gusto is a strong onboarding solution for small businesses due to its features, ease of use, and transparent pricing. By combining payroll, benefits, and HR into one platform, Gusto simplifies operations for small business owners and HR teams. The user-friendly interface and automation make the onboarding process smoother for employers and new hires alike.
How do you implement onboarding software for small business?
A smooth onboarding process sets the tone for how the employee views the company. A well-implemented system makes new employees feel welcome, informed, and ready to contribute from day one.
Here are the steps to implement onboarding software effectively:
1. Pre-onboarding preparation
Before their first day, send employees a welcome pack with information about the company culture, job expectations, and benefits. Configure your onboarding software to deliver this automatically when an offer is accepted. They'll feel more prepared and excited for their new role.
2. Day 1 orientation
On the first day, provide a comprehensive orientation program that includes a tour of the facility (or virtual workspace), introduction to the team, and review of company policies and procedures. Use your onboarding software to schedule these activities and track completion.
3. Structured onboarding tasks
Give the new employee a series of onboarding tasks such as completing paperwork, setting up their workstation, and attending training sessions. Employee onboarding software can automate task assignment and send reminders, making the process more streamlined for everyone involved.
4. Mentorship assignment
Assign a mentor to the new employee who can provide guidance, support, and feedback throughout the onboarding process. This personal touch significantly improves the onboarding experience and helps new hires settle in faster.
5. Regular check-ins
Have regular check-ins with the new employee to ensure they're settling into their new role and to address any concerns or questions they may have. Schedule these through your onboarding software at 30, 60, and 90-day intervals. This ongoing support is key to employee engagement and retention.
6. Feedback and evaluation
Provide feedback and evaluation to the new employee on their performance and progress during onboarding. This helps them understand their strengths and areas for improvement, setting them up for long-term success.
What are some common challenges and solutions?
Here are some of the common problems organizations face when onboarding and practical solutions:
1. New employees are overwhelmed with information and tasks
Break the onboarding process into smaller, manageable tasks and provide clear instructions and deadlines. Onboarding tools can automate and organize these tasks into a logical sequence that doesn't overwhelm new hires.
2. New employees struggle to adjust to the company culture
Provide a comprehensive orientation program that includes information about the company culture, values, and expectations. Engaging multimedia content like welcome videos and team introductions can help new employees feel part of the team before they've even met everyone in person.
3. New employees don't receive adequate feedback or support
Assign a mentor to the new employee and schedule regular check-ins to provide feedback and support. This ongoing interaction dramatically improves the onboarding experience and helps new hires feel more supported during the transition.
4. The onboarding process is manual and time-consuming
Use automated onboarding software to streamline tasks and reduce administrative burden. Automated onboarding saves significant time and ensures consistency and compliance across the entire employee onboarding process.
Choosing the right approach for your business
The best onboarding solution depends on your specific needs. If you want an all-in-one HR platform with built-in onboarding, BambooHR or Gusto may be the right fit. If you need payroll and compliance assistance bundled together, Gusto excels in that area.
However, if you want a fully customized onboarding experience that matches your exact workflows and brand identity—without the cost of custom development—an AI-powered app builder like Adalo offers unique advantages. You can build precisely the onboarding app your business needs, deploy it to web and mobile app stores from a single codebase, and scale without worrying about data limits or usage charges.
Consider factors like your budget, technical resources, desired level of customization, and whether you need the onboarding tool to integrate with existing HR systems. Many providers offer free trials, so take advantage of these to test the software before committing.
In conclusion
Employee onboarding software is a valuable tool for small businesses that want to streamline their onboarding process and enhance the experience of new employees. The right solution reduces administrative burden, ensures compliance, and creates a consistent, welcoming experience for every new hire.
Whether you choose a comprehensive HR platform or build a custom onboarding app, the investment in proper onboarding pays dividends through improved employee engagement, faster time-to-productivity, and better retention rates. Using onboarding software saves time and money while setting new employees up for success from day one.
Caryl Ramsey has years of experience assisting in different aspects of bookkeeping, taxes, and customer service. She uses a variety of accounting software for setting up client information, reconciling accounts, coding expenses, running financial reports, and preparing tax returns. She is also experienced in setting up corporations with the State Corporation Commission and the IRS and is a contributing writer to SUCCESS magazine.
FAQ
| Question | Answer |
|---|---|
| Why choose Adalo over other app building solutions? | Adalo is an AI-powered app builder that creates true native iOS and Android apps alongside web apps. Unlike web wrappers, it compiles to native code and publishes directly to both the Apple App Store and Google Play Store from a single codebase—the hardest part of launching an app handled automatically. Paid plans include unlimited database records and no usage-based charges. |
| What's the fastest way to build and publish an app to the App Store? | Adalo's drag-and-drop interface combined with AI-assisted building through Magic Start and Magic Add lets you go from idea to published app in days rather than months. Describe what you want to build, and the AI generates your database structure, screens, and logic. Adalo handles the complex App Store submission process so you can focus on your app's features. |
| What are the main benefits of using onboarding software for small businesses? | Onboarding software provides efficiency through automation, consistency in delivering company information, compliance with legal requirements, and an improved employee experience. It reduces administrative burden on HR teams while ensuring every new hire receives the same quality onboarding. |
| What features should I look for in employee onboarding software? | Key features include a user-friendly interface, customization options, mobile access, built-in communication tools, scalability, and integration with existing systems like payroll and calendars. Also look for robust security measures, good customer support, and budget-friendly pricing with free trial options. |
| How much does onboarding software typically cost for small businesses? | Pricing varies by provider. Per-user models range from $5-$20 per user monthly, while flat-fee models range from $50-$500 monthly. Adalo's paid plans start at $36/month with unlimited database records and no usage charges. Many providers offer free trials to test before purchasing. |
| Can non-technical teams build effective onboarding apps without coding experience? | Yes. AI-powered app builders like Adalo are designed for non-technical teams. The visual builder has been described as "easy as PowerPoint," and AI features like Magic Start generate complete app foundations from simple descriptions. You can create workflows, add multimedia content, and integrate with other tools without programming knowledge. |
| Which is more affordable, Adalo or BambooHR? | Adalo's paid plans start at $36/month with unlimited database records and usage. BambooHR uses custom pricing based on employee count and features, which typically results in higher costs for growing businesses. Adalo is more cost-effective if you want a custom onboarding app without per-employee fees. |
| Which is better for mobile onboarding apps, Adalo or Gusto? | Adalo creates true native iOS and Android apps that can be published to app stores, giving you complete control over the mobile experience. Gusto offers mobile access through their existing app but doesn't allow custom app creation. For a branded, custom mobile onboarding experience, Adalo provides more flexibility. |
| How long does it take to build a custom onboarding app? | With Adalo's AI-assisted building, you can create a functional onboarding app in days rather than months. Magic Start generates your database structure and screens from a description, and Magic Add lets you add features by describing what you want. Traditional development would take weeks or months for the same result. |
| Can I migrate from another platform to Adalo? | Yes. Adalo's database can import data from spreadsheets and other sources. You can also use Zapier integrations to connect Adalo with your existing tools during a transition period. The platform's flexibility makes it straightforward to recreate workflows from other systems. |
