Mastering Onboarding Automation with Viindoo Employee

Viindoo, a business management software, offers potent The Introduction of Onboarding Automation features that enhance processes. This post elaborates on onboarding's definition, its four stages, the mechanics of automation, and the benefits of Viindoo's system. Moreover, it furnishes a comprehensive implementation guide for integrating onboarding automation using Viindoo hr software

The Introduction of Onboarding Automation

In today's rapidly evolving business landscape, the process of onboarding new employees has taken on a new dimension through the application of automation. Onboarding, a critical juncture in an employee's journey, sets the tone for their experience within an organization. By leveraging technology and automation, companies are revolutionizing this process to create a more streamlined, engaging, and efficient experience for both new hires and HR teams.

The Introduction of Onboarding Automation

What is Onboarding?

What is Oboarding? Onboarding is the part of recruitment process integrating new employees into an organization and familiarizing them with the company culture, policies, and procedures. Effective onboarding ensures that new hires feel welcome, confident, and empowered to perform their job duties.

The onboarding process typically includes four phases:

  1. Pre-boarding: This phase occurs before the new hire's official start date and involves introducing the employee to the company culture, policies, and procedures.
  2. Introductions: This phase occurs on the new hire's first day and includes introductions to colleagues, an overview of the company's mission and goals, and training on basic job duties.
  3. Settling in: This phase occurs over the first few weeks of employment and involves providing ongoing training and support to ensure the new hire feels confident in their role.
  4. Follow up: This final phase occurs over the first few months of employment and involves ensuring the new hire feels fully integrated into the company culture and understands their role within the organization.

What is Onboarding? - 4 stages of Onboarding

What is Onboarding? - 4 stages of Onboarding

Demystifying Onboarding Automation: How Does It Work?

At its core, onboarding or offboarding automation is the strategic use of technology such as Recruitment management software to create a seamless, efficient, and consistent process for employees. It replaces traditional manual tasks with automated workflows, allowing HR teams to focus on strategic initiatives while ensuring a superior onboarding experience for employees.

  1. Custom Workflows: Onboarding automation starts with creating tailored workflows that map out the entire onboarding journey. These workflows define the sequence of tasks, the individuals or departments responsible for each task, and the dependencies between them.
  2. Automated Task Assignments: Once the workflows are set up, tasks are automatically assigned based on predefined triggers. For example, when an employment contract is signed, the IT department might receive a notification to set up the employee's computer.
  3. Notifications and Reminders: Automated notifications and reminders keep everyone on track. New hires receive welcome emails, pre-boarding materials, and timely reminders about upcoming tasks. HR teams and managers are also notified when specific tasks are completed.
  4. Document Management: Onboarding involves a lot of paperwork, from contracts to policies. Onboarding automation systems offer secure document management, allowing employees to access and complete forms digitally, reducing the need for physical paperwork.
  5. Self-Service Portals: Many onboarding automation platforms provide self-service portals for new hires. These portals give employees access to important information, documents, and tasks in one centralized location, empowering them to take an active role in their onboarding journey.
  6. Real-Time Tracking: Automation brings transparency. HR teams can track the progress of each task in real time, identifying any bottlenecks and addressing them promptly. This level of visibility ensures a smooth and efficient process.
  7. Personalization: Onboarding automation doesn't mean sacrificing personalization. Workflows can be customized to match different roles, locations, or departments, ensuring that each employee's onboarding experience is relevant and engaging.

Onboarding Automation with Viindoo HRMOnboarding Automation with Viindoo HRM

Benefits of Onboarding Automation with Viindoo

Ready to get started with onboarding automation using Viindoo? Follow these simple steps:

  1. Create an onboarding checklist: Using Viindoo's customizable onboarding checklists, create a checklist for each job position that includes all necessary training and information.
  2. Set up automated email notifications: Configure Viindoo to send welcome emails to new hires and automated reminders to HR staff about upcoming onboarding tasks.
  3. Utilize the integrated calendar: Use Viindoo's integrated calendar to schedule training sessions and send automatic calendar invites to new hires.
  4. Enable the employee self-service portal: Allow new hires to access important documents and information related to their employment through Viindoo's employee self-service portal.
  5. Monitor progress: Use Viindoo's reporting features to monitor the progress of each new hire through the onboarding process and identify areas for improvement.

Onboarding Automation with Viindoo HRM

Onboarding Automation with Viindoo HRM

Setting up onboarding automation using Viindoo software

Efficiently integrating new employees into your organization is a critical aspect of building a successful team. Onboarding automation, particularly through the Viindoo HRM, can revolutionize this process, enhancing efficiency, consistency, and the overall employee experience. Here's a step-by-step guide to setting up onboarding automation using Viindoo:

Understand Your Onboarding Process:
Before diving into automation, map out your current onboarding process. Identify the stages, tasks, and responsibilities involved in bringing a new employee on board.

Utilize Viindoo HRM:
Viindoo HRM module serves as the foundation for onboarding automation. Configure it to capture essential employee details, including personal information, job roles, and contact information.

Create Customized Workflows:
In Viindoo, use the Workflow Editor to create tailored onboarding workflows. Define the sequence of tasks, the departments or individuals responsible for each task, and any task dependencies.

Assign Tasks Automatically:
Within your workflows, set up automated task assignments based on triggers. For instance, when a new employee is added to the system, automated tasks can be assigned to IT, HR, and other relevant departments.

Onboarding automation - Assign Tasks AutomaticallyOnboarding automation - Assign Tasks Automatically

Configure Notifications and Reminders:
Set up automated email notifications and reminders to keep all stakeholders informed about upcoming tasks, deadlines, and important events throughout the onboarding process.

Document Management:
Utilize Viindoo's document management features to store and manage onboarding-related documents securely. This ensures easy access to necessary materials for both HR teams and new employees.

Train Stakeholders:
Provide training for HR personnel and other stakeholders involved in the onboarding process. Ensure they are familiar with the automated workflows, notifications, and other features.

Streamline Onboarding with Viindoo's Automation Training and Onboarding Automation E-learningStreamline Onboarding with Viindoo's Automation Training and Onboarding Automation E-learning

Launch and Monitor:
Once you're confident in your setup, launch the automated onboarding process for new employees. Continuously monitor its performance, gather feedback, and make improvements as needed.

Analyze and Improve:
Utilize Viindoo's reporting and analytics tools to track key metrics such as completion rates, task durations, and feedback. Use this data to identify areas for improvement and optimize your onboarding process over time.


Viindoo's employee self-service portal allows for uploading a wide range of document types, including contracts, benefits information, and company policies.

Can onboarding automation be customized for different job positions?

Yes, Viindoo's customizable onboarding checklists allow companies to create unique on boarding experiences for each job position, ensuring that new hires receive all necessary information and training specific to their role.

Viindoo HRM is free forever for first application with unlimited users. Checkout here:

Yes, Viindoo HRM is designed to be user-friendly and easy to use. We offer training and support to help users become familiar with the software and its features.

Yes, our Viindoo HRM offer integration with other software systems, ensures that all of your business operations are seamlessly connected and optimized for efficiency.


Onboarding automation can have significant benefits for companies looking to streamline their employee integration process. By using Viindoo's powerful onboarding automation features, companies can save time and resources while providing a consistent and efficient onboarding experience for new hires. With customizable onboarding checklists, automated email notifications, an integrated calendar, and an employee self-service portal, Viindoo offers everything companies need to master the art of onboarding automation.

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Mastering Onboarding Automation with Viindoo Employee
Viindoo Technology Joint Stock Company, Athan Hoang August 29, 2023