Last Updated on June 30, 2025 by Ewen Finser
From what I’ve seen, it’s pretty common for new employees to spend their first week or two just trying to get settled. They’re often stuck waiting for account credentials, hunting down where important documents are stored, and have to dig through a maze of file folders just to find the right policies and job descriptions for their role. A lot of the time, they end up waiting around for someone more experienced to point them in the right direction or tell them what to do next. All of this can really slow employee onboarding down and waste valuable time that could be spent getting up to speed.
How do you avoid this kind of onboarding limbo? The best solution I’ve found is to use an onboarding software tool. There are plenty of tools out there that can help streamline the whole experience. Let’s take a look at a few great options and see how they can make onboarding easier for everyone.
Best team onboarding software
- Guidde – Best for teams that want to create clean visual AI driven onboarding guides.
- Homebase – Best for teams that want an all-in-one tool for hiring and onboarding.
- Enboarder – Best for teams that want personalized AI onboarding tools.
- Scribe – Best for teams that want quick AI powered onboarding step by step guides.
- ZohoRecruit – Best for teams that want comprehensive and automated onboarding.
Here’s some more information about each of these platforms.
Guidde
Guidde makes it incredibly simple to create polished, step-by-step video onboarding tutorials through their AI-driven platform. Guidde’s intuitive tools let anyone easily record and share clear how-to guides and no fancy tech skills are required. Using their desktop app or browser extension, all you have to do is hit the “capture” button and walk through the workflow you want to document; when we’re finished, just click “stop.” From there, Guidde’s AI instantly turns your recording into a professional-looking onboarding guide, complete with automatic step-by-step instructions.
With engaging and easy-to-follow video resources, Guidde takes the headache out of onboarding and training and makes the experience much smoother for everyone involved.
What I like
One of the things I love most about Guidde is just how user-friendly and flexible its editing tools are. Customizing our onboarding guides feels natural and easy. Whether I want to add a voiceover for clarity, change up the backgrounds to better match our branding, or drop in extra info for more context, the interface makes it all easy.
Since our team is spread across the globe and operates in several different languages, I especially appreciate Guidde’s narration options. There’s a huge selection and I can choose from over 100 voices in a wide variety of languages, accents, and tones, so our onboarding guides sound authentic and relevant no matter which employee or team we’re speaking to.
Guidde makes collaboration and onboarding much smoother for remote teams. It’s easy for anyone to access resources when they need them, which is fantastic for improving team skills and coordination. Plus, Guidde works seamlessly alongside platforms like Salesforce, so it fits right into our existing workflow.
Finally, their advanced analytics insights at the higher tier plan helps to quickly identify which tutorials are resonating most and where you may want to make improvements. It’s an invaluable way to keep track of employee engagement and ensure our onboarding resources are truly useful and helpful.
What I don’t like
One thing to keep in mind is that, since Guidde is powered largely by AI, it doesn’t always get everything perfect and sometimes there are a few hiccups to work around. And if you run into issues, most of the support available is through their AI chat rather than having a real person to talk with, which can be a bit frustrating. Also, getting up and running with Guidde can take a little more time than expected, mainly because there are so many features to discover and learn.
Another thing you may notice is that, although the editing tools are quite robust, there aren’t a ton of pre-made templates to choose from. This means there could be more time building up guides from scratch, especially in the beginning.
The price
Guidde made it easy to get started by offering a free plan, which lets you create up to 25 videos, add your own voiceovers, and share your content with others. If you need more advanced features, there are also several paid options. These plans are priced between $23 and $50 per user each month, depending on the level of functionality you need.
If you opt for one of the higher-tier subscriptions, you get access to a wider range of tools such as unlimited text-to-voice conversions, the ability to transform PDFs and PowerPoint presentations into video guides, enhanced privacy features, detailed analytics, and space for up to five users.
Homebase
Homebase is a great tool to help businesses to onboard their employees. Homebase is a full human resources tool, and brings everything needed for managing staff into one place, offering features like scheduling, tracking employee hours, team chat, payroll, and tools for hiring and onboarding.
When it comes to onboarding employees, Homebase makes this process simple and efficient. You can quickly add new members to the roster and immediately send them their schedules and any other important documents they need. This helps our new employees get up to speed right away and ensures they have all the information needed from day one.
What I like
One thing I really appreciate about Homebase is how fast it is to add new employees to the system. It was intuitive for us to set up, and easy for the employee to use. As soon as I enter their information, Homebase automatically sends them an invitation to join the online portal. From there, I can easily upload and share all the essential documents they need for a smooth onboarding experience, like W-4 forms and payment method paperwork. It’s also convenient that I can include our own company-specific documents, making sure everything they need is in one place.
What I don’t like
Homebase’s approach to onboarding is fairly traditional, relying heavily on paperwork and documentation. Currently, you can’t upload videos or include video links within the onboarding materials, which means that if you want to share fun onboarding or training videos with new hires, you need to use a separate platform.
The onboarding process in Homebase isn’t very tailored to individual employees; instead, it’s a one-size-fits-all approach for everyone. If you have team members in different parts of the world, this lack of personalization might not meet the needs of all your staff. It could be less effective for employees who require a more customized or region-specific onboarding experience.
The price
Homebase provides a free plan that covers up to 10 employees, which is helpful for smaller teams. For more advanced features, however, you need to upgrade to a paid subscription. The cost for these paid plans depends on how many business locations you have, not how many employees on your team.
Enboarder
Enboarder uses AI to help create a warm, engaging onboarding experience for new employees. It lets you easily automate tailored welcome messages and team introductions, so new hires start feeling like part of the team right away. This platform makes it simple to personalize the onboarding journey and help everyone feel comfortable from day one.
What I like
Enboarder provides an easy-to-use onboarding checklist template that works well for both onsite and remote employees, covering every step needed to get someone started. The checklist includes administrative tasks like legal and compliance requirements, training, and setting up access to necessary technology and tools. Enboarder also makes it simple for new hires to connect with a designated “onboarding buddy”, helping them feel supported from day one.
What I don’t like
Because Enboarder is such a comprehensive platform, there’s definitely a learning curve and it can take some time to get everything set up. There aren’t a ton of templates or pre-built automated workflows to choose from, which means you need to create a lot of things from scratch. Additionally, integrating Enboarder with other systems can be a bit challenging, so it’s important to plan for a little extra time and effort.
The price
Enboarder can be pricey, with plans starting at $9,950 per year. To get a specific quote for your company, you need to contact their sales team, as their pricing is determined on a per-user basis. This means with a larger team, the overall cost will go up, so it’s important to consider team size when budgeting for this platform.
Scribe
Scribe is an AI-powered platform that makes documenting onboarding processes easy. It automatically creates detailed step-by-step guides by capturing work as you go, turning each action into clear visual documentation with helpful screenshots and written instructions. It automatically generates step-by-step onboarding guides, turning any workflow into visual documentation, including screenshots and text instructions.
What I like
What I like most about Scribe is its dedicated “Onboarding Guide Maker,” which makes it simple to customize onboarding workflows for different departments. This tool captures each step as you go about your work, allowing you to produce detailed guides in just a few minutes. From there, you can tailor each guide to address the unique needs of every department, including specific policies, procedures, and resources. This way, every new employee gets a personalized onboarding experience. Plus, you can enhance the guides with visuals like videos, images, and other interactive features to make the onboarding process even more engaging and informative.
What I don’t like
Sometimes, I’ve noticed that Scribe’s screen capture feature can be a bit glitchy, and occasionally picks up more details than you actually need. This means you might have to spend some extra time editing the guides afterward to make them clearer and more focused. Additionally, while Scribe works well for most onboarding documentation needs, it may not have enough advanced features to fully support the needs of large teams or organizations looking for a more robust solution.
The price
Scribe is affordable, making it accessible for different needs and budgets. They offer a free version with basic features, so you are able to try it out without any cost. For more advanced capabilities, there are paid plans available at $15 and $29 per user each month. The top tier gave us access to all of Scribe’s features, so you can take full advantage of everything the platform offers.
ZohoRecruit
ZohoRecruit is a full human resources platform that really streamlines the employee onboarding process. Once you’ve made a successful hire, you can easily transition that candidate into an employee directly within the same platform. The whole hiring and onboarding process can be automated, which means you spend less time dealing with paperwork or juggling different applications. This all-in-one experience makes it much easier to manage new hires and get them started smoothly and efficiently and does a comprehensive job onboarding employees.
The Pros
Zoho Recruit offers a really comprehensive onboarding process for new hires and teams. You can personalize it by adding or adjusting tabs for things like welcome messages, personal information forms, documents that need to be reviewed and signed, training modules, and team objectives. You can also assign an HR contact for each new team member. Plus, it’s easy to set up workflow rules and triggers so tasks like changing statuses, sending welcome emails, and delivering key communications all happen automatically.
The Cons
Zoho Recruit can be a bit challenging in the beginning, especially if you’re new to the platform. The setup process isn’t exactly straightforward, and there are a lot of features and workflows that take some time to learn.
Then setting up onboarding processes in Zoho Recruit was also a bit involved. You have to first connect it to Zoho People and then build out the onboarding process within that system. This meant mapping out fields between the two platforms, organizing the onboarding steps in Zoho People, and creating automated triggers to move candidate data from Recruit over to People. It definitely takes some work to get everything running smoothly.
Pricing
Zoho Recruit has several pricing plans to fit different needs. The Forever Free plan covers basics like one active job posting, candidate management, interview scheduling, and weekday support. The Standard plan is $25 per user each month and adds up to 100 job postings, premium job boards, social recruiting, and more integrations.
Which team onboarding software is best for your employees?
Onboarding new team members can be a frustrating and slow process, with new hires often spending their first days just trying to find their footing while waiting for account access, searching for key documents, and hoping someone points them in the right direction. The best way to avoid this kind of confusion is by using dedicated onboarding software.
Guidde is ideal for teams wanting to create clear, AI-driven video onboarding guides that are easy to customize and share. Homebase is a great option for small businesses looking for an all-in-one HR and onboarding platform. Enboarder uses AI to automate and personalize onboarding with features like welcome messages and checklists, making new hires feel engaged from day one.
Scribe excels at quickly creating step-by-step onboarding guides with screenshots and text instructions. ZohoRecruit offers a comprehensive HR solution with customizable onboarding workflows and automation.
With these platforms as choices, you can ensure your onboarding process is organized, efficient, and welcoming to help every new hire get up and running with ease.