7 Best Employee Onboarding Software in India 2025 – A Comprehensive List

Your broken employee onboarding process is costing you millions. Hear us out.

A study by Gallup showed that low employee engagement cost the global economy a staggering $8.1 trillion. Employee onboarding is the most crucial part of employee experience. It’s also one of the most flawed. 

The impact on the new hires is staggering:

• One in five employees has reported that either their onboarding experience was poor or non-existent (Gallup).

• 81 per cent of new hires have reported feeling overwhelmed during the onboarding process (AIHR).

• Only 29 per cent of new hires feel they are fully prepared for their new roles (AIHR) and 20 per cent quit within the first 45 days (Harvard Business Review).

HR professionals already know this so why do companies continue to struggle?

In the majority of the cases, it boiled down to their legacy software. In fact, 47 per cent of companies struggle with employee onboarding due to their current IT infrastructure or lack thereof.

The solution is obvious – upgrade to a better employee onboarding software. But in this age of information overload, how should you choose a “better software”? This article will help you find the answer. Read on. 

What is an Employee Onboarding Software

Imagine a colleague who’s been hired exclusively to take away all your mundane administrative tasks. 

They answer queries, take care of all the paperwork, set up new hire records, and facilitate orientation sessions while ensuring compliance throughout the hiring process. They take away all the repetitive work that you hate so that you can concentrate on your core tasks. This colleague doesn’t complain, doesn’t slack, doesn’t stop and is available 24x7x365 days. 

Employee onboarding software is that colleague. 

Designed to help organizations streamline their new hire onboarding process, the employee onboarding software automates key tasks like paperwork, handles critical workflows, captures data, mitigates compliance risks and eliminates manual intervention among other things.

They standardize processes, reduce the time spent on administrative tasks for both the HR professionals and the new hires and help companies optimize the onboarding process. 

Benefits of a Smooth Employee Onboarding Process

Did you know that new hires who have experienced a well-structured onboarding experience are:

• 2.6 times more likely to be extremely satisfied at work (Gallup).

• 58 per cent more likely to stay with a company for more than three years (SHRM).

• 50 per cent more productive than their peers who haven’t experienced a smooth onboarding process (SHRM).

Not just that, a smooth onboarding process also leads to higher profitability, reduces absenteeism and sets the stage for success. On the flip side, a chaotic onboarding can lead to a disengaged workforce, poor employee morale, and lower productivity and profitability.

“An organization can do all the right things to attract the best talent, but if they are unable to integrate them within the organization, the chance for the new employee to get disillusioned, disengaged and eventually leave becomes high.”

– Abhishek Mathur, Director of HR, Space Matrix

How To Choose the Best Employee Onboarding Software in India

There are lots of modern HR onboarding software solutions available in the Indian market today. However, the best new hire onboarding platform is the one that fits your purpose and your budget, is easy to use and makes both you and your new hire’s life easy. 

It should automate routine onboarding tasks like paperwork and compliance so that you can focus on strategic initiatives while your new hire feels welcome and starts strong. 

Here are a few features your employee onboarding software must have in 2025:

1. Custom Workflows

   Automation is great but customization is better. Invest in software that lets you create customized workflows so that the onboarding tasks can be adapted to your unique business needs. 

2. Scalability and Integration

   Enterprises often use multiple systems to manage various HR functions like payroll, learning and development, applicant tracking systems, etc. The ideal onboarding software should be able to integrate with all the systems seamlessly.

3. Digital Documentation Management

   Everyone hates paperwork, especially when it is on actual paper. A seamless digital document submission with the help of inbuilt OCRs, digital signatures, fillable PDFs etc. is not just a luxury but a necessity in the modern onboarding software.

4. AI and Predictive Analytics

   Artificial Intelligence is revolutionizing the new hire onboarding experience. AI-powered chatbots can assist new hires at every step of the way and reduce the HR department’s workload. Meanwhile AI agents can even create custom onboarding road maps. Perhaps the most transformative application of AI has been predictive analytics which can forecast new hire performance based on historical data. In fact, IBM was able to use people analytics and artificial intelligence to save $300 million.

5. Data Protection and Privacy

   The global average cost of a data breach in 2024 was estimated to be USD 4.88 million. In fact, data is the single most valuable asset owned by any organization. In this scenario, it’s crucial to ensure that your onboarding platform adheres to strict security and privacy standards like SOC 2 Type 2 and complies with global standards like Europe’s General Data Protection Regulation (GDPR) and India’s Digital Personal Data Protection Act (DPDPA).

Best Employee Onboarding Software 2025, India

Now that we know what to look for in your next employee onboarding platform, let’s have a look at the top software tools that meet these needs:

1. Darwinbox

   Darwinbox is an AI-powered all-in-one HCM platform. Trusted by over 950 organizations in over 130 countries, this mobile-first HR tech platform has been engineered for organizations of all sizes from start-ups the size of MobiKwik to conglomerates like Vedanta Group.

   Darwinbox utilizes automation, custom workflows and compliance management to streamline your employee onboarding process. It integrates pre-onboarding, document management, and employee engagement tools onto a single platform.

   Key Features

   Configurable Onboarding Journeys: Allows you to design role-specific workflows that seamlessly guide the new hires through the entire onboarding process. You can create custom welcome pages with company videos, and handbooks and help new hires connect with your organization from day one. 

   AI-Powered Automation: Helps you reduce administrative workload and increase process efficiency with key capabilities like AI-powered document validation, task management with real-time status updates, and pre-onboarding support with digital forms and approvals.

   Compliance Management: Built-in compliance management tools will help your organization align with local and global regulations. This minimizes risk and ensures your HR team is always audit-ready.

   Seamless Integration: Darwinbox is equipped with more than 100 connectors to third-party apps, ensuring seamless integration with your ATS, payroll and HRMS platform.

   Bulk Onboarding: Handle high-volume hiring efficiently with features like bulk initiation which eliminates the need to manually set up each new hire individually. Great for industries like retail and insurance.

   Mobile-friendly Access: Darwinbox’s AI-enabled, mobile-first technology lets new hires and managers access the platform anytime, anywhere.

   Best For: Darwinbox’s scalable architecture makes it suitable for a wide range of organizations from mid-sized to large enterprises that seek to automate employee onboarding. It is the best option for larger enterprises that want the comprehensiveness of players like SAP and Oracle without the additional cost or complexity. 

   Unique Value: Scalability and integrability. Darwinbox’s cloud-based architecture can scale effortlessly with your company’s size or geographic presence. Its modular design also helps the platform integrate seamlessly with a wide range of third-party software from payroll to performance and employee data management.

2. PeopleStrong

   PeopleStrong is an HR tech company that offers a cloud-based employee onboarding solution for organizations. Offering preboarding, onboarding and workflow automation, PeopleStrong enables companies to digitize their onboarding processes.

   Its automated workflows, AI-powered chatbot and remote onboarding capabilities allow you to facilitate a standardized onboarding experience for new hires. You can track onboarding progress on its dashboard.

   Key Features

   Preboarding Package: This enables you to provide training materials, policy documents, and resources to your new hires before their official start date.

   AI-Chatbot (Jinie): The AI-chatbot called Jinie can be configured to guide your new hires during the onboarding process by answering queries in real time.

   Workflows and Dashboards: Enables the creation of workflows with triggers, document parsing, and auto-population of statutory forms. Includes tools to track task completion, document submission and status updates.

   Employee Self-Service Tools: Let new hires update their profiles, upload necessary documents, and complete onboarding steps independently.

   Cultural Integration Tools: Supports communication of the company culture, policies and values during onboarding.

   Best For: Small to medium-sized organizations with hybrid and remote workforces that require a digital-first onboarding process.

   Unique Value: PeopleStrong’s automation tools, self-service capabilities, and AI-driven assistance can help organizations digitize their onboarding workflow for new hires.

3. BambooHR

   BambooHR is a suitable option for small and growing businesses. It eliminates paperwork and provides an systematic and self-guided onboarding process for new hires.

   BambooHR enables HR teams to create custom onboarding packets that include welcome messages, role-specific onboarding tasks, and essential documents. BambooHR also comes with an e-signature feature that allows new hires to sign contracts, and complete forms and policy documents remotely and in a paperless manner. 

   Key Features

   Customizable Onboarding Packets: Allows tailoring the welcome materials and onboarding tasks based on job roles.

   Preboarding & E-Signatures: Allows new hires to complete paperwork digitally before their onboarding.

   Employee Profile Management: Access centralized new hire information to create a more streamlined HR process.

   Task Automation & Notifications: Assign tasks and send automated reminders for pending actions.

   Paperless Documentation: Replace physical paperwork with digital onboarding workflows.

   Best For: Small and growing businesses transitioning to a fully digital, self-guided onboarding system.

   Unique Value: An SMB-focused design that makes it simple to use for growing businesses. The customizable onboarding workflows and preboarding tools offer businesses a paperless, automated onboarding process without the need for a complex tech overhead.

4. SAP SuccessFactors

   If your company already uses the SAP software suite, SAP SuccessFactors will fit into the equation directly. Built for large enterprises with extensive, global operations, SAP SuccessFactors is designed for organizations that aim to deliver a standard onboarding experience by integrating with other SAP HR modules such as Recruiting, Learning, and Employee Central. 

   Companies can leverage its automated workflows and analytics, to track onboarding progress, identify process inefficiencies, and improve new hire engagement.

   Key Features

   Unified Employee Transitions: Manage employee onboarding, offboarding, cross-boarding and rehiring on one platform.

   Central Dashboard: Get a bird’s-eye view of the onboarding cycle. Initiate and complete tasks directly from the dashboard.

   Admin Centre: Administrators can define and configure the onboarding experiences to design a tailor-made onboarding program for new hires.

   Analytics and Reporting: Use People Analytics to garner data-driven insights about the onboarding process. Spot lags, and inefficiency and fix loopholes to deliver a uniform employee experience to new hires.

   Integration with SAP HR Modules: Integrates with SAP Recruiting, Learning, and Employee Central.

   Best For: Large organizations with complex HR operations spread across multiple geographies. Especially if they’re already using other SAP products.

   Unique Value: The SAP ecosystem. If you’re already an existing SAP customer, SAP SuccessFactors can integrate with your other systems to provide an end-to-end employee experience.

5. TrackOlap

   TrackOlap is a cloud-based analytics platform with a focus on business automation and employee efficiency. Designed primarily with hybrid teams in mind, TrackOlap offers a complete suite of software to help employers and employees operate in virtual and hybrid workplaces. 

   Their onboarding dashboard allows you to create custom workflows to automate and personalize the onboarding experience for new hires. 

   Key Features

   Employee Self-Serve: You can create personalized portals and landing pages with the company information so that your new hires can jump in with both feet.

   Custom Workflows: Create an onboarding process with custom checklists, email templates, and alerts. 

   Onboarding Analytics: Access onboarding reports categorized by candidate status like offer, accepted, declined and onboarded.

   E-Verification: Paperless e-verification process which allows new hires to self-upload their documents and certificates directly into the system. 

   Best For: Small to medium-sized businesses deploying a hybrid or remote workforce. 

   Unique Value: Simplifies the employee onboarding process for growing business with a hybrid or remote workforce. They offer customized packages as per your business requirements.

6. Timelabs

   Established in 2009, Timelabs started as a time attendance and payroll software. Today it offers a full suite of cloud-based HR software including new hire onboarding software. Timelabs caters to wide range of industries including manufacturing, education, healthcare and IT services. 

   Besides the software, it also offers physical solutions like biometric devices, fingerprint readers, door locks and more.

   Key Features

   Custom Workflows: Design and assign pre-defined induction tasks tailored for specific roles. Create actionable lists to guide your new hires through the onboarding process.

   Detailed Dashboard: Track onboarding status, outstanding tasks, department-wise onboarding statistics and more on a central dashboard.

   Paperless Onboarding: Digitize your onboarding process with digital documentation, e-verification, e-signatures and auto-populate feature.

   Best For: Small to medium-sized businesses seeking affordable and easy-to-use software

   Unique Value: Affordable and easy-to-use software solution that also comes with an option of hardware integration. 

7. Keka HR

   Keka HR is a cloud-based all-in-one HCM platform that has gained popularity with small to mid-sized businesses. One of the reasons for its popularity is its interface which reduces the learning curve.

   Keka HR also offers a mobile application for both Android and iOS. It supports six languages including English, Hindi and Telugu which can help organizations with diverse teams.

   Key Features

   Preboarding Package: Share company insights, cultural materials, and enable new hires to complete all documentation days ahead of onboarding.

   Buddy Assignment: Help your new hires integrate better with your team by appointing a welcome buddy.

   90 Days Onboarding Plan: Organize your new hire’s onboarding process all the way to the end of their probation period. 

   Track Candidate Progress: Set goals, track performance, and provide one-on-one counselling throughout the onboarding process.

   Best For: Small to medium-sized businesses, ideally with less than 1000 employees.

   Unique Value: Keka HR offers an HR solution with a strong India focus. Its unique features like 90 days onboarding plan and new hire progress tracker make it a worthy contender.

Top 7 Employee Onboarding Platforms in India 2025

Conclusion

India is facing a record talent shortage with 80 per cent of employers struggling to fill roles. Exacerbating this situation are trends like ‘quiet quitting’ and ‘revenge quitting’. Talented employees are resigning out of sheer frustration and poor employee experience. 

The only way to avoid bleeding talent is to up your employee experience game. A stellar onboarding experience is no longer an option but a necessity. The right employee onboarding software can be the tip of your spear in today’s talent war.

We hope that our comprehensive article will help you zero down on the right new-hire onboarding platform for your organization. If you want to book a demo and see how Darwinbox helped Niva Bupa reduce their candidate drop-off rate by 45 per cent or how Kopi Kenangan hired over 2000 candidates rapidly, book a demo today!