The complete guide to employee onboarding: how to welcome, integrate, and retain top talent

What is employee onboarding?

Employee onboarding is the process of helping new hires integrate into your organization so they feel welcome, understand their role, and can contribute quickly. It covers far more than signing paperwork or showing someone their workstation. Onboarding begins before the first day and continues well into the first months, blending admin, training, culture, and connection.

Onboarding vs induction

Induction is the initial welcome: contracts, HR forms, policy reviews, and basic introductions. It gets people legally and logistically ready to work.

Onboarding is broader. It combines induction with role training, cultural immersion, social integration, and long-term development.

Onboarding vs orientation

Orientation is usually a one-time session to explain the company’s structure, mission, and policies. Onboarding is an extended journey that ensures employees feel confident, connected, and productive.

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Types of onboarding

Onboarding is not one-size-fits-all. Different contexts require different approaches.

Reboarding employees

Reboarding is reintroducing employees after a significant absence or role change. For example, a store manager returning after maternity leave might need a condensed refresher on updated systems, team structures, and safety procedures. Reboarding is faster than initial onboarding but equally important.

Onboarding during the hiring stage

Onboarding can begin as early as recruitment. Candidates who understand your culture and expectations will make a smoother transition if hired.

• Share mission and values: Be transparent about your purpose, values, and goals. Highlight what makes your culture distinctive. For example, a hospitality group might showcase community initiatives that reflect its values.
• Set expectations: Offer realistic previews of job duties and challenges. This avoids surprises and builds trust.
• Build excitement: Share success stories, career paths, or unique traditions. At Oneteam, for instance, we highlight our remote work trips to show how we live our values.

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Onboarding during the offer stage

The offer stage is the perfect time to start building commitment.

• Send a welcome package: Company swag, a handwritten note, or a small gift makes the role feel real.
• Introduce key people: Share org charts and team bios, and set up intro calls with managers and teammates.
• Answer questions: Keep communication open. Quick, honest answers set the stage for transparency.

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The phases of the onboarding process

A strong onboarding program usually follows several phases:

1. Pre-hire (preboarding): Contracts, background checks, and initial communication.
2. Orientation: A structured introduction to culture, values, and policies.
3. Training: Job-specific learning, compliance, and role-related skills.
4. Integration: Relationship building, buddy programs, and cultural immersion.
5. Performance and development: Goal setting, feedback, and growth opportunities.
6. Long-term engagement: Continuous activities like mentoring, team-building, and training to retain and grow talent.

Onboarding timeline: the first 90 days

The first 90 days in a new role are often referred to as the “make or break” period. Employees decide in this window whether they see a future with your organization. A structured, supportive approach helps them feel confident, motivated, and engaged from day one.

Below we break down how HR and managers can structure the onboarding journey in the first hours, days, weeks, and months.

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The day before the first day

Preparation sets the tone. A new hire’s experience should begin before they even set foot in the building or log on remotely.

• Confirm the essentials: Send a short email or text confirming start time, dress code, and where to go (or how to log in if remote). Small details prevent stress.
• Provide a welcome message: This could be a video greeting from the manager or even a personal call. It shows the employee they’re already valued.
• Set up the workspace: For office roles, ensure their desk, laptop, and login credentials are ready. For frontline or deskless employees, prep uniforms, tools, or devices they’ll need on the job.

Example: A retail chain prepares new store staff by sending them a WhatsApp voice note (or a message via your team app) from the store manager the night before, introducing themselves and confirming shift details. The employee starts their first day already knowing a friendly voice.

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The first day

The first day onboarding is about making the employee feel welcome, not overwhelming them with manuals. Focus on connection and clarity.

• Kick-off meeting: A short session introducing the company’s mission, vision, and values. Keep it interactive, not a lecture.
• Team introductions: Organize quick 1:1 introductions or a team lunch. Relationships matter more than policies on day one.
• Orientation tour: Show key spaces: breakroom, lockers, safety exits, or digital equivalents for remote hires.
• First task: Give them a small, achievable assignment. It provides an early win and a sense of contribution.

Tip: Pair the new hire with a buddy. This peer connection makes asking questions less intimidating.

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The first week

The first week should gradually build confidence and provide context for the role. Balance learning with doing.

• Role-specific training: Whether that’s POS system training for frontline staff or compliance modules for office workers, break it into digestible sessions.
• Shadowing opportunities: Let them observe an experienced colleague to see theory applied in practice.
• Check-ins: Schedule at least two short conversations with their manager. Ask about challenges, first impressions, and support needs.
• Cultural immersion: Share stories, customer experiences, or team rituals that reflect your values.

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The first month

By the end of the first month, the employee should feel like a contributing member of the team. This phase is about deepening skills and relationships.

• Gradual responsibility: Assign projects or shifts that let them test their knowledge with supervision.
• Feedback loop: Conduct a 30-day review. Focus on positives, identify obstacles, and set short-term goals.
• Learning resources: Provide access to e-learning modules or self-paced resources to reinforce training.
• Integration activities: Team challenges, cross-department meetups, or social events strengthen belonging.

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The first three months

The first 90 days should solidify both performance and engagement. By now, employees want to see career pathways, clear expectations, and ongoing support.

• Structured reviews: Hold check-ins at 60 and 90 days. These reviews should cover role clarity, performance metrics, and personal development goals.
• Mentorship growth: Encourage deeper conversations with their mentor or buddy. Shift from practical guidance to career conversations.
• Refine responsibilities: Adjust job scope if needed. Sometimes early feedback reveals a mismatch between role expectations and employee strengths.
• Celebrate milestones: Recognize the employee’s first 90 days. A small gesture (certificate, team lunch, digital badge) reinforces their value.

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Why employee onboarding matters

Onboarding is not just about compliance checklists or quick introductions. It has a direct impact on business performance, retention, and company culture.

Benefits for the organization

1. Faster time to productivity
   A structured approach ensures employees understand tools, processes, and goals quickly. For example, a logistics company that invested in digital onboarding saw new drivers reach full productivity two weeks faster than before.
2. Higher engagement and retention
   Employees who feel supported are more likely to stay. Research shows strong onboarding improves retention by up to 82%.
3. Stronger culture
   Onboarding is the perfect time to reinforce values and behaviors. If collaboration is key to your culture, show this by organizing team-based training early on.
4. Better performance
   Clear expectations and accessible training mean fewer mistakes and faster skill development.
5. Employer branding
   A great onboarding experience shows you care. Employees talk about it, influencing both referrals and your reputation in the job market.

Benefits for the employee

• Clarity: They know what’s expected of them.
• Confidence: They get the resources and training needed to succeed.
• Connection: They feel part of the team and culture.
• Career growth: They see pathways for learning and development from the start.

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Helping employees prepare for their new role

Preparation is one of the biggest signals you can give to a new hire that they’re valued. When everything is ready on day one, they can focus on learning instead of waiting for logins or chasing equipment.

Set up equipment and accounts

Work closely with IT and facilities to make sure everything is functional from the start. This includes laptops, mobile devices, uniforms, access badges, and any role-specific tools. Digital accounts and permissions (like HR systems, scheduling apps, or email) should also be pre-configured.

Example: A supermarket chain ensures that every new cashier gets their staff badge, till login, and training schedule ready before their first day. This way, they can immediately shadow a colleague and try out the system without delays.

Create training resources

Have easy-to-follow materials prepared, such as quick-start guides, how-to videos, or process checklists. Short, visual resources help employees recall information when they need it most.

Assign a mentor or buddy

Assigning a peer mentor is one of the most effective onboarding practices. A buddy provides both technical guidance and cultural insight, making it easier for new hires to settle in.

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Helping new hires integrate

Onboarding is as much about social integration as it is about skills. Employees who feel a sense of belonging from the start are more motivated and engaged.

• Individual introductions: Arrange short 1:1 meetings with each team member in the first week.
• Encourage collaboration: Involve them in small group projects early. Working together naturally builds trust.
• Host social events: A team lunch, coffee break, or after-work gathering creates informal bonding opportunities.
• Find common ground: Managers can highlight shared hobbies or experiences during introductions, giving the employee an easy entry point into conversations.
• Promote unstructured interaction: Spaces like breakrooms or virtual chat channels allow for casual exchanges that strengthen relationships.

Tip: Onboard in groups when possible. New hires who start together often form a natural support network.

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Roles and responsibilities in onboarding

Onboarding is a shared responsibility. It requires coordination across HR, managers, co-workers, and leadership.

HR

HR lays the foundation. They design the onboarding program, coordinate paperwork, and ensure compliance. They may also provide training modules and oversee progress tracking.

Trainers and specialists

These individuals deliver role-specific or compliance training. Their expertise ensures new hires get accurate and practical knowledge, whether it’s handling machinery, using software, or applying safety protocols.

Managers

The direct manager has the biggest influence on the new hire’s experience. Their job is to clarify expectations, provide feedback, and be approachable. Regular check-ins from managers prevent new hires from feeling adrift.

Co-workers

Colleagues are often the ones who shape how welcome a new hire feels. A friendly culture, patience in answering questions, and inclusivity in team discussions all make a big difference.

Executives

Leadership visibility matters. Even a short video message or welcome breakfast hosted by senior leaders shows that onboarding is valued at the highest level.

Mentors

Mentors (or buddies) give new hires a safe space to ask questions and share concerns. Their guidance accelerates learning and helps the employee feel more at home.

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Onboarding different types of employees

Not every employee has the same onboarding needs. Tailoring the process increases its impact.

Executives

Executives require deeper exposure to the company’s strategic goals, leadership team, and stakeholders. Pair them with an executive mentor and provide structured integration plans to help them contribute quickly.

Managers

Manager onboarding should emphasize leadership skills, team dynamics, and communication strategies. Provide clear insights into performance management and expectations for leading people.

Remote workers

Remote employees need strong digital onboarding. Use video introductions, virtual tours, and online collaboration tools to make them feel included. Regular check-ins are even more important to avoid isolation.

Freelancers

For freelancers, keep it simple but clear. Provide contractual clarity, project details, and easy access to resources. Assign a single point of contact for smooth communication.

Frontline employees

Frontline or deskless workers need hands-on, accessible training that can be consumed quickly, often on mobile devices. Safety, procedures, and customer interaction protocols should be top priority. Pair them with supervisors or experienced peers for guided learning.

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Onboarding best practices for deskless workers

Frontline employees face unique challenges: dispersed teams, limited access to email, and high turnover. A tailored onboarding program ensures they feel supported from the start.

Preparation is key

Make sure all contracts, uniforms, certifications, and safety training documents are ready before their first shift.

Use mobile-friendly technology

Give them access to onboarding materials via a mobile app. This allows them to learn on the go and keeps everything in one place.

Example: A hospitality group uses an employee app to deliver bite-sized training videos on customer service. Staff can watch them while commuting, ensuring consistent training across locations.

Deliver engaging orientation

Host an orientation session tailored to frontline work. Include practical demos, safety briefings, and introductions to supervisors.

Task-oriented training

Focus on specific skills, such as using a POS system, food handling, or safety checks. Use short videos, simulations, and quizzes to reinforce learning.

Buddy system

Assign every new hire a peer or supervisor to guide them during the first weeks. This personal connection builds confidence and trust.

Ongoing communication

Regular check-ins via team meetings, messaging apps, or in-person conversations help employees feel connected, even across multiple locations.

Recognition and feedback

Celebrate early achievements, such as completing their first shift successfully. Use digital tools to give instant recognition and gather feedback through quick surveys.

Continuous development

Offer follow-up training modules and clear learning paths. For example, create a “soft skills” path that includes communication, teamwork, and customer handling.

You can use our E-learning tool to do this. Simply click on Academy and select E-learning to start creating your new e-learning training modules.

To start creating your own e-learning course, click on Add course +. You can then start adding content by creating Content modules or Quiz modules. Both of these are fully customizable with text, videos, images, PDFs and YouTube videos.

As you edit your content, you’ll also get an automatic preview of your content on mobile so you can keep track of your employees’ learning experience on the go.

When you’ve finished creating your course, you can set your target audience and course deadline:

• Audience: This can be filtered by name, language, days in service, Community, or Function group. These options allow you to deliver your training to the employees who need it.
• Deadline: A deadline can be a static date in the future (for example: June 15, 2024) or a dynamic deadline set for a specific number of days after the course is assigned (for example: 30 days after assignment).

If you’re looking to deliver a more complete training program with multiple e-learning courses, you can also group courses together into a Learning Path. You’ll find this option in the E-learning tab, right next to Courses.

To create a Learning Path, simply group existing courses together and assign them to your target audience. In our example, we grouped together the courses Giving Feedback, Time management Crash Course, Organizing!, and Social Skills to create a Soft Skills Learning Path.

Measuring success

Track turnover rates, training completion, and feedback results. Use this data to continuously improve your program.

You can use our Survey feature within the Oneteam app to create your survey, send it out, and track results.

Start by clicking on the Surveys icon in the menu on the left, and tap Onboarding survey (or Create survey if you’d like to start from scratch). 

You’ll be taken to our Onboarding Evaluation survey template which you can then customize by adding or removing Content or Quiz Modules or by editing the existing content.

Preview your survey on mobile as you go. When you’re finished, click on Select audience to determine who will receive your survey. You can customize your audience in a few different ways:

• How to send: Send out your survey to employees who meet your requirements right now or keep sending it on an ongoing basis.
• Anonymous: Toggle this option to make survey responses anonymous.
• Filters: You can further filter your survey audience by name, language, days in service, days before out of service, Community, or Function group.

Once you’ve sent out your survey, it’s easy to keep track of responses. Click on the name of your survey to view them. You can review all responses in the Summary tab or check individual responses in the Responses tab.

Key takeaways

• Onboarding should be seen as a continuous journey, not a one-off event.
• A well-structured onboarding process improves retention, engagement, and productivity.
• Preparing equipment, accounts, and resources before day one prevents delays and frustration.
• Integration is social as much as it is technical. Relationships matter.
• Roles and responsibilities should be clearly divided across HR, managers, co-workers, executives, and mentors.
• Tailor onboarding for different employee types, especially frontline staff, who need mobile, practical, and engaging resources.
• Measure success through surveys, turnover rates, and productivity data to keep improving your program.

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Building your onboarding program with Oneteam

With a clear strategy and the right tools, HR managers can create onboarding programs that set employees up for long-term success.

Oneteam’s platform with Onboarding allows you to:

• Create interactive modules: Build e-learning tailored to onboarding needs.
• Assess learning: Add quizzes and checkpoints to ensure knowledge retention.
• Track progress: Monitor completion rates and performance in real time.
• Centralize employee experience: Combine onboarding with communication, surveys, forms, and more in one mobile app.

This all-in-one approach makes onboarding smoother for HR teams and more engaging for employees, especially those on the frontline.