Digital onboarding

Digital Onboarding – The Key to Successful Integration

In an increasingly digitalised workplace, digital onboarding is becoming more and more important. Companies are increasingly relying on digital processes to efficiently and systematically integrate new employees. But what exactly is meant by digital onboarding? What steps does it involve? And how long does it take? In this article, we provide a comprehensive overview of the benefits and best practices of digital onboarding.

What is digital onboarding?

Digital onboarding refers to the process of integrating new employees into a company using digital technologies. Instead of relying solely on physical meetings, paper forms, and in-person training, digital onboarding focuses on automated processes, digital documents, and online training.

The goal is to introduce new employees to their tasks and the company quickly, efficiently, and remotely. Especially in times of home office and remote work, digital onboarding is a crucial factor for successful and rapid integration.

With modern HR software solutions like Sundae OS, companies can centrally manage and standardise the onboarding process. Automated workflows ensure that all important steps are completed without delays.

What does digital onboarding involve?

A successful onboarding process consists of several phases that take place across various digital platforms:

1. Preboarding – Before the First Working Day

The onboarding begins even before the first working day. This phase is about equipping the new employee with relevant information and completing administrative tasks.

• Digital Contract Signing: The employment contract and other documents can be electronically signed.

• Access Data & IT Setup: Logins for company tools, email accounts, and software are provided.

• Welcome Emails: Automated messages inform the employee about their first day.

• E-Learning Materials: Initial training materials or company policies can be made available.

Sundae OS enables a smooth preboarding process through automated workflows that ensure all necessary documents and IT accesses are provided in a timely manner.

2. First Working Day – Virtual Introduction

The first day is crucial for the impression a company leaves. A digital introduction day can be organised, for example, via video conferences or an interactive onboarding platform.

• Virtual Welcome: An online meeting with the team or manager creates a personal connection.

• Company Values & Culture: Presentations or videos convey the company philosophy.

• Technical Introduction: Training on key IT tools and work processes.

3. Training & Integration – Digital Learning Platforms

After the first day, the actual integration phase begins. This increasingly takes place through digital training, webinars, and interactive platforms.

• E-Learning Courses: Employees can independently work on new topics.

• Gamification Approaches: Quizzes or interactive modules promote learning.

• Mentoring & Feedback: Digital mentoring programmes or regular check-ins with managers assist with integration.

With Sundae OS, learning progress can be tracked in real time, and step-by-step training plans can be created.

4. Integration & Long-Term Engagement

A successful onboarding process does not end after a few weeks. Rather, it is about embedding the employee in the company culture in the long term.

• Regular Feedback Discussions: Digital surveys and one-on-one meetings encourage exchange.

• Development Opportunities: Training and digital development plans support the career.

• Virtual Networking Events: Online meetings with other departments foster networking within the company.

How long does digital onboarding take?

The duration of onboarding varies by company and position. Generally, the process can be divided into three phases:

• Preboarding (1-2 weeks before starting)

• Integration (first 4-6 weeks)

• Integration (up to 6 months)

Many companies plan for a complete digital onboarding within 90 days. During this time, the new employee should not only be integrated into their job, but also fully incorporated into the company culture.

With an intelligent HR system like Sundae OS, the entire process can be automated and customised. Progress can be measured, and leaders gain insights into the development of new employees.

Benefits of Digital Onboarding

A well-structured digital onboarding offers numerous advantages:

• Time and Cost Savings through automated processes

• Higher Efficiency through standardised processes

• Better Employee Retention through clear structures and quick integration

• Flexibility & Scalability, especially for remote employees

• Improved Compliance through secure documentation and traceability

Conclusion: Digital Onboarding as a Success Factor

Digital onboarding is much more than just a contingency plan for remote work – it is a decisive success factor for modern human resource management. Companies that focus on digital processes benefit from faster, more efficient, and sustainable onboarding processes.

With solutions like Sundae OS, businesses can optimise, automate, and customise their onboarding processes. This ensures that new employees are well taken care of from the start and integrated into the company culture.