Reboarding: How to Successfully Reintegrate Employees

This blog post was recently updated on April 15, 2024.

Reboarding is the process of reintegrating employees into the workplace after a prolonged absence. It requires careful planning and execution to make the transition smooth for both the employee and the organization.

In this blog, we’ll cover:

• Why reboarding is important
• When to reboard employees
• How to get buy-in from leadership
• How to tailor your reboarding program
• Mistakes to avoid
• Best practices to follow
• How to measure success

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What is reboarding?

Reboarding is the process of bringing employees back into the workplace after an extended absence. Unlike onboarding, which helps new hires integrate into the company for the first time, reboarding focuses on reacclimating existing employees who may already know the organization but need to catch up on changes.

During reboarding, employees receive the support, training, and resources they need to refresh skills, understand updates, and reconnect with colleagues and company culture.

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Reboarding vs. onboarding

Both reboarding and onboarding aim to create a smooth transition. The difference is timing and focus.

• Onboarding: Helps new employees build a foundation in their new role.
• Reboarding: Helps existing employees readjust after a long absence. It recognizes that they already know the basics but need guidance to reintegrate into new processes or cultural shifts.

When should companies reboard employees?

After promotions or transfers

When someone moves into a new role, they may know the company but not the expectations of their new position. A condensed onboarding helps them understand their responsibilities, get familiar with new systems, and meet their new team.

Upon return from leave

Employees returning from parental leave, long-term illness, or other absences often face challenges reconnecting with the workplace. Reboarding provides the refreshers and support they need to feel confident again.

To reinforce company culture

Some organizations schedule regular reboarding moments, for example once a year. This helps re-energize employees around the company’s mission, share recent achievements, and strengthen engagement.

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Why is reboarding important?

A structured reboarding program prevents employees from feeling lost, anxious, or left behind. It benefits both the individual and the wider organization.

For employees

Reboarding helps employees feel supported, rebuild connections with colleagues, and catch up on changes. It also gives them space to refresh their skills and regain confidence in their role.

For the organization

• Higher engagement: Employees who feel valued are more motivated and connected.
• Boosted productivity: Structured reboarding reduces ramp-up time so people contribute faster.
• Stronger retention: When employees see that the company invests in their success, they’re more likely to stay.

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Securing leadership buy-in

Without leadership support, reboarding can quickly lose priority. To convince decision-makers:

1. Show the benefits: Link reboarding to outcomes leaders care about, like retention, engagement, and productivity.
2. Explain the risks: Highlight the costs of turnover, disengagement, and rehiring when reboarding is neglected.
3. Present a concrete plan: Outline the steps, resources, and outcomes in a clear roadmap.
4. Start small: Propose a pilot program to demonstrate results quickly.
5. Share success stories: Report progress regularly so leaders see the impact of their investment.

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Key factors to consider

Every reboarding program should be tailored. Three important factors influence the approach:

• Reason for absence: A sabbatical differs from medical leave, and each requires different support.
• Duration of absence: The longer the absence, the more updates and training will be needed.
• Capacity to return: Some employees may return full-time, others may need a phased approach.

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How to design a reboarding program

A good program includes a mix of communication, training, and support. For example:

• Open communication: Keep employees informed of changes and check in regularly.
• Training: Offer refreshers on tools, processes, or industry updates.
• Team integration: Organize introductions, team lunches, or workshops to rebuild connections.
• Flexible arrangements: Offer remote work or reduced hours during the first weeks if needed.
• Mentoring: Pair the returning employee with a buddy for guidance and quick answers.

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5 steps for effective reboarding

1. Show empathy
Recognize the challenges of returning after time away. A simple message from leadership that emphasizes support can go a long way.
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2. Communicate changes positively
If policies or roles have shifted, explain the benefits and frame them as opportunities for growth.
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3. Provide training and resources
Offer refreshers, set up peer mentoring, and share guides or FAQs.

👉 With Oneteam’s Documents tool, you can upload and share files in a central place, creating your own knowledge base.
To start, head to the Oneteam web app and click on any existing Community. There, you’ll find the Documents button.
Once you click on it, you’ll be taken to a new screen where you can start creating your folders and uploading files.

When you create a new folder, you can set the permissions for it so that only specific Communities and/or Roles can view and open the folder.

Once you’ve created a new folder, simply click on it to start uploading your files. It’s as simple as that!

4. Clarify responsibilities and goals
Realign expectations with 1-on-1 meetings and explain how the role contributes to overall company goals.‍

‍5. Foster open discussions
Host team sessions or surveys to gather feedback. Employees should feel safe to share challenges and suggestions.

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The reboarding process

A successful reboarding process aims to ease employees back into the workplace rather than expecting them to immediately return to business as usual.

Here are some key aspects of the reboarding process to consider:

→ Stagger return of employees: When possible, avoid having all employees return on the same day or week. Create a staggered timeline for employees to transition back based on role, team, location, or other factors. This prevents overwhelming your systems and management.

→ Give teams time to adjust: Recognize that team members who have been away from work for longer periods of time will need time and space to adjust to in-person interactions and new work arrangements. Expect an adjustment period and provide extra support.

→ Allow flexible workloads and pace of return: Employees are returning from very different personal situations. Allow flexible hours, workloads, and pace of return to work based on individual needs. This will also help prevent burnout by not demanding too much too soon.

→ Arrange tours and team building: To reacclimate to the workplace, give returning employees tours highlighting new safety procedures and arrangements. Hold team building activities to improve collaboration and morale. 

→ Schedule 1-on-1s to check in regularly: Frequent check-ins show you value your employees' wellbeing. Schedule 1-on-1 meetings to see how employees are adjusting and address any concerns early on. Be understanding and provide resources as needed.

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Best practices for reboarding

A strong reboarding program relies on leadership, communication, and a clear plan. Below are some practices that can help you create a smooth and positive return-to-work experience.

Communicate your company’s direction and values

Employees returning after a long absence may feel uncertain about what has changed and what has stayed the same. Use reboarding as an opportunity to re-emphasize the company’s mission and long-term goals. Share updates on strategy and reassure them that the organization’s core values remain intact. This creates stability and reminds employees why their work matters.

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Gather employee input and feedback

One of the most effective ways to re-engage employees is to listen to them. Encourage returning team members to share their thoughts on what works, what feels challenging, and where they need support. With Oneteam, you can easily send surveys or create interactive forms to gather this feedback. By acting on what employees tell you, you show that their voices truly influence policies and practices.

To get started, click on Surveys and select if you want to start from scratch or use one of our pre-existing survey templates.

If you’ve selected one of our templates, you can fully customize it by:

• Adding components (such as images, video, and more) within the questions to make them more interactive and engaging
• Setting questions as optional or mandatory according to your survey goals
• Editing the text format in every module (bold, italicize, create headers, etc.)

You can further customize your surveys by adding more questions. All you need to do is click on + New question. Your questions can be formatted as text answer, multiple choice, or slider. You can also add a content module with no question.

Once you’ve finished creating your survey, click on Select audience to filter who will receive this survey. You can filter your audience by name, language, days in service, Community, and Role).

Additionally, you can set a deadline for your survey. This will mean employees will receive multiple reminders to complete the survey.

It’s important to ensure that diverse voices are represented and that all employees feel their feedback is valued.

With Oneteam, once your employees have completed their survey you can quickly review their feedback by exporting all results as a .csv file.

Demonstrate how employee input helps shape new policies and procedures by implementing changes that directly address their feedback. This inclusivity and participatory approach can foster a sense of ownership and engagement among employees.

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Invest in training and professional development

Reboarding should not only bring employees back up to speed but also prepare them for the future. Offer refresher training on new technologies or workflows, and provide opportunities for skill-building. With Oneteam’s Academy, for example, you can create e-learning courses that employees can complete on their own schedule, making training accessible and flexible. This investment builds confidence and helps employees feel capable and valued.

To get started, navigate to Academy in the left menu, click on E-learning and then Add course.

Give your e-learning course a name, a cover image and a description (optional) and click on Create.

Now, you can start adding in your course content by clicking on New module +.

Every e-learning course is composed of multiple modules. When you want to create a new module, you’ll have the choice to create a Content Module (to provide information to your learners) or a Quiz Module (to test your learners on their knowledge).

For both types of modules, you can insert content in various formats including text, images, videos, PDF files, and YouTube videos.

Plus, as you create your content you’ll automatically get a preview of what your learners will see on mobile, allowing you to create a user-friendly learning experience from the get-go.

Once your course is ready, it’s time to assign it to your learners. Simply click on Everyone and apply your filters.

Using our example, let’s imagine we want to reboard the cashiers in our Amsterdam location since they have both just returned to their regular work location after an extensive renovation period. In this example, we’ve filtered our audience by Function > Cashiers and Community > Amsterdam.

Johan and Chantal will now receive a notification to complete this e-learning course to bring them up to speed about NFC payments.

Lastly, it’s time to assign a deadline. To do so, simply on Deadline and choose one of two options:

• A static date and time in the future: This means all learners must complete the e-learning course by this pre-set date.
• A dynamic deadline: With this option, you can give your employees a specific set of time (starting from the moment you’ve assigned the course to them) to complete the course.

Once you’ve done a final check of your course, change it from Concept to Active. This will automatically publish your course and send out a notification to your employees, if you choose to enable that option.

Here are some additional tips to start setting up your reboarding training and development:

• Allocate budget and resources to retrain employees across all roles and levels. 
• Partner with experts to identify skills gaps and develop targeted training programs. 
• Encourage participation by offering incentives and allowing time for learning during work hours.

By supporting employees in acquiring necessary new skills, you set them up for success and build their confidence in navigating the work environment upon their return.

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Collaborate on policy updates

Policies often evolve, especially during long absences. Involve employees in reviewing and updating these policies so they feel ownership of the new standards. Make the process interactive by using tools like Oneteam’s Idea box template for Forms to collect suggestions. When employees see their input reflected in final policies, it strengthens trust and alignment.

With this template, you can create a form to continuously collect feedback about your workplace policies.

Once you click on Idea box, you’ll be able to fully customize your form by editing the existing content and adding more modules.

In the Settings tab, you can fully customize your form to add Form Moderators and filter which users can see and complete your Idea box form.

Cultivate flexibility and empathy

Finally, never underestimate the importance of empathy. Employees may return under very different personal circumstances, and showing flexibility in working hours, hybrid arrangements, or responsibilities makes a big difference. By building a culture of understanding, you not only ease the transition but also strengthen loyalty and morale across the organization.

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Mistakes to avoid

Even with the best intentions, reboarding can go off track if handled poorly. Some common pitfalls include:

• Failing to communicate changes. When employees return to new systems, policies, or workflows without clear guidance, they can feel excluded or overwhelmed. Transparent communication is key.
• Imposing rigid demands too soon. A “business as usual” mindset ignores the fact that employees need time to re-adjust. Forcing full productivity on day one risks burnout.
• Overlooking anxieties. Many employees feel nervous about returning, especially if things have changed significantly. Ignoring these emotions instead of addressing them openly can damage morale.
• Micromanaging. Close monitoring or excessive oversight signals distrust. Instead, give employees room to rebuild their rhythm while being available for support.

By avoiding these missteps, you create a smoother and more human reboarding process where employees feel supported rather than pressured.

Measuring success

Like any program, reboarding should be evaluated continuously. This ensures it remains effective and relevant. Here are a few ways to measure impact:

Employee surveys

Regular pulse surveys provide direct insight into how employees are feeling. Ask about their comfort level, clarity around responsibilities, and overall satisfaction with the reboarding process. Oneteam makes it easy to distribute and analyze these surveys quickly.

Retention and turnover data

Track whether reboarding efforts are improving retention. A reduction in regrettable turnover is a strong indicator that employees feel supported and engaged after returning.

Productivity and performance

Compare output levels before and after reboarding. While some adjustment is normal, productivity should steadily rise as employees settle back in. If not, it may signal gaps in training or communication.

Training and participation rates

Engagement in reboarding activities is another important metric. High attendance at training sessions or strong completion rates for e-learning courses show that employees are actively involved.

Pro tip: Don’t just collect data - share results with leadership and employees. Demonstrating progress helps build trust and reinforces the value of the program.

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Continuing the reboarding process

Reboarding doesn’t end after the first week back. To truly support employees, the process needs to continue over time.

• Regular check-ins: Managers should hold recurring 1:1 meetings to discuss how employees are adjusting and what support they need. These sessions also create space for honest feedback.
• Refresher updates: As policies, tools, or workflows evolve, keep employees informed with quick updates or micro-trainings. This prevents knowledge gaps from growing again.
• Ongoing training and team building: Make learning and connection part of everyday culture. Plan periodic workshops, e-learning modules, or team events to keep skills sharp and relationships strong.
• Realigning responsibilities: As business priorities shift, revisit roles and responsibilities. Ensure employees have clarity about expectations and feel confident in their contributions.
• Keeping communication open: Above all, maintain an environment where employees can share concerns without hesitation. Open channels—whether surveys, forms, or informal conversations—are essential for long-term success.

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✨ Key takeaway: Reboarding is not a single event but an ongoing process of reintegration, support, and growth. By combining communication, empathy, training, and feedback, organizations can ensure employees return with confidence and stay engaged for the long run.

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Streamline your reboarding program with Oneteam

With a robust process and the right tools in place, you can create a reboarding program that allows your employees to ease back into work on the right foot.

Oneteam gives you a holistic employee experience solution to help you connect, train, and engage your frontline workforce at every moment of the employee experience.

This includes:

• E-learning for creating and delivering engaging training programs so you can bring your employees up to speed on the go
• Surveys to learn what’s working and gain actionable insights on how you can further improve your reboarding process
• Events to easily schedule and plan events for all or a selected group of employees during the reboarding process