Onboarding Software

The welcome page is the central entry point for new employees in the onboarding solution. Even before their first day of work, the new employee receives a first impression of the company. From the start date, all relevant tasks, information, and tools are available here – clearly laid out, secure, and in the look and feel of the employer brand. The welcome page combines orientation, motivation, and efficiency in a single interface.

The onboarding process begins even before the first day of work with preboarding tasks. The new employee is invited via private email and receives initial tasks such as selecting a laptop or completing a personnel questionnaire. Sensitive content is protected by a one-time password (OTP).
Internal participants such as managers, buddies, or entire departments can also take on tasks – so that everything is organisationally ready before the first day begins.

From the first day of work, access to the onboarding solution is via a full login – this enables secure access to all open tasks and important information. Additional people or departments can also be involved during this phase. This ensures a structured start and efficient onboarding within the company.

The Onboarding Solution also provides structured support for leaving the company. Defined offboarding flows automatically trigger tasks – such as blocking IT access or returning devices. This keeps everyone involved on top of things and ensures a smooth and secure transition.

In the Onboarding Solution, tasks can be created as reusable templates – not only for new employees, but also for internal roles such as managers, buddies, or IT. Each template can be flexibly designed and, if required, contains fields for free text entries, single or multiple selection options, email addresses, or document uploads. This allows information to be recorded in a structured manner and role-related content to be precisely mapped – as the basis for consistent processes throughout the entire onboarding process.

Flow templates consist of multiple task templates that are assigned to different roles throughout the entire onboarding process – before, during, and after the first day of work. They are reusable and help implement standardised processes efficiently. When a flow is started, all tasks are automatically assigned to the designated individuals or groups.

All processes in the Onboarding Solution are consistently accompanied by email notifications. Those responsible receive automatic notifications of new tasks as well as regular summaries of overdue and upcoming to-dos. This ensures that you always have an overview – even without logging in daily.

For each task, you can individually specify whether a notification is automatically sent after its completion – for example, to a manager, buddy, or defined groups. This keeps all relevant people informed without having to follow up manually.

HR, supervisors, and administrators can view the progress of active onboarding flows at any time. Open, completed, and overdue tasks are clearly displayed. Extensive filter and search functions allow you to filter by individual employees, companies, tags, or status – for maximum transparency and quick orientation throughout the entire process.

In the Onboarding Solution, tasks can be flexibly added or removed even after a flow has started. This allows processes to be adapted to new requirements or individual situations at any time – without interrupting or restarting the process.

Employees can specify a substitute to take over their tasks during the selected period in the event of vacation or absence. Alternatively, administrators or HR managers can also appoint a substitute. The substitute is automatically notified, and the absence can be adjusted or terminated at any time. The absent employee remains able to work if necessary.

The Onboarding Solution is available in four language versions: German, English, Spanish, and French. Task content and automatic notifications are also displayed according to the selected language – for a consistent user experience across international teams.

Onboarding can be initiated directly from the softgarden applicant management system. All relevant applicant data is automatically transferred to the onboarding solution – for a seamless transition from recruiting to onboarding.

The onboarding solution is fully web-based and can be used on all internet-enabled devices – whether computer, laptop, tablet, or smartphone. A web browser and an internet connection are sufficient for access, without any installation required.

A complete overview can be exported for each flow. The export includes an Excel file with all task statuses and entered responses. Additionally, uploaded employee files are stored in a separate folder. The entire export is provided as a password-protected ZIP file and can be securely archived or further processed. An interface for automated data transfer to external systems is planned for the long term.

The onboarding solution supports the mapping of multiple business units within one system. Each client has its own flows, tasks, users, and settings – processes and data remain clearly separated from each other. If necessary, content such as flows or tasks can be copied or inherited between clients to flexibly share central standards.

The Onboarding Solution’s user management is fully integrated with softgarden’s central user management system. New users can either be automatically added from the application process or manually added – for example, if employees were not integrated via applicant management. The system allows for the maintenance of roles, email addresses (private and business), and assignment to companies or clients – for consistent and flexible management of all participants.

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