New hires arriving on day one without IT access, a signed contract, or a clear idea of what their first week looks like because the onboarding process relies on email chains between HR, IT, and the hiring manager?
Compliance documentation -- right-to-work, policy acknowledgements, mandatory training -- managed through a mix of paper forms and emails that are difficult to audit when regulators or employment tribunals ask for evidence?
Employee Onboarding Software Development
The gap between offer accepted and productive employee is where most onboarding breaks down -- not because the people are wrong, but because the process is a collection of emails, checklists in Word documents, and tasks that fall through the gap between HR, IT, and the hiring manager's team.
We build custom employee onboarding software that turns the first days and weeks into a structured, trackable process -- digital pre-boarding, compliance documentation, multi-party task checklists, and role-specific learning paths, connected to your ATS and HRMS so the hire flows through without manual handoffs.
Digital pre-boarding portal where new hires complete paperwork, read about the role, and meet their team before day one
Multi-party task checklists covering HR, IT, facilities, and the hiring manager -- each seeing their own tasks, with HR tracking completion across all parties
Right-to-work verification and compliance document management with e-signature and audit trail
Role-specific onboarding journeys with different task sequences, learning content, and compliance requirements for each employment type and department
RaftLabs builds custom employee onboarding software for businesses whose onboarding process -- the pre-boarding workflow, the compliance documentation, the role-specific task sequences, and the HRMS integration -- can't be handled by a standard platform like Enboarder or WorkBright. We build digital pre-boarding portals, right-to-work verification tools, task checklist systems for multi-party onboarding, and role-specific onboarding journeys that connect to your HRMS and ATS. Most onboarding projects deliver a production-ready system in 8 to 12 weeks at a fixed cost.
100+Software products shipped
·24+Industries served
·FixedCost delivery
·8-12Week delivery cycles
When onboarding depends on people remembering things
Most onboarding problems are not problems with the people managing them -- they are problems with the process. When the onboarding checklist is a Word document, the contract is sent by email, the IT request is a separate form, and the right-to-work check is tracked in a spreadsheet, the process produces inconsistent outcomes because it depends on everyone remembering their part at the right time. When any one step is late or missed, the new hire's first week is disrupted and HR spends time fixing it rather than supporting the employee.
We build onboarding software that makes the process trackable and automatic -- the right tasks assigned to the right people at the right time, with the completion status visible to HR, the hiring manager, and the new hire without anyone having to chase. The system connects to your ATS so the hire triggers the onboarding workflow automatically, and to your HRMS so the employee record is created from the confirmed hire data rather than re-entered by HR. Compliance documentation, right-to-work verification, and mandatory training completion are tracked in the same system and auditable when needed.
What we build
Pre-boarding portal
Pre-boarding portal accessible to the new hire before their start date -- the point where they complete their paperwork, read about the company and their team, and understand what their first week will look like before they arrive. Contract and offer letter presented in the portal for digital signature rather than sent as a PDF attachment that arrives in the wrong email folder. Personal details collection from the new hire -- bank account for payroll, emergency contact, right-to-work documents, and any other information HR needs before the start date -- collected in a structured form rather than by email. Welcome content configured to your employer brand: a message from the CEO or the hiring manager, information about the team, the office, or the first week's agenda, and links to any materials the new hire should read before they start. The pre-boarding portal accessible on any device so new hires can complete their onboarding on their phone rather than waiting for a work laptop to arrive.
Multi-party task checklists
Onboarding task checklist with tasks assigned to each party involved in the new hire's setup -- HR, IT, facilities, payroll, the hiring manager, and any other team with a role in the process. Each party sees only their own tasks so the IT team sees the laptop provisioning and account creation tasks without seeing the HR compliance items, and the hiring manager sees the team introduction and first-week agenda tasks without seeing the payroll setup items. Task completion tracked centrally so HR can see the status of every task across every party for every active new hire without chasing individual teams for updates. Automated reminders sent to each party when a task is approaching its due date or overdue, without requiring HR to manually follow up. Onboarding dashboard for HR showing the overall completion status across all active onboarding cases with the ability to drill into any individual case and see which tasks are outstanding.
Right-to-work and compliance documentation
Right-to-work document collection with document type selection, document upload, and the verification checklist required by the employment regulations in your jurisdiction. Document expiry tracking for employees on time-limited work authorisation -- the visa or permit type, the expiry date, and an automated reminder to HR and the employee before the expiry date so the renewal can be initiated in time. Policy acknowledgement distribution -- the required policies sent to the new hire in the pre-boarding or onboarding phase, each policy requiring a digital signature or explicit acknowledgement, with the completion recorded against the employee's record and auditable at any point. Mandatory training assignment at the point of onboarding with completion tracking through the onboarding dashboard -- the training modules assigned by role type, with the due date and completion status visible to HR and the hiring manager.
Role-specific onboarding journeys
Onboarding journey templates for each combination of role type, department, location, and employment type in your organisation -- the task sequence, the compliance requirements, the welcome content, and the learning content configured differently for a permanent head office employee, a part-time retail worker, a contractor, and an employee in a regulated role. Journey template management by HR so new templates can be created and existing templates updated without developer involvement when the onboarding process changes. The correct journey assigned automatically from the new hire's role type when the onboarding is triggered, with a manual override option for cases that don't fit the standard template. Probation period management built into the journey -- the probation review task appearing in the hiring manager's checklist at the configured point before the probation end date, with the outcome recorded against the employee's record.
ATS and HRMS integration
ATS integration so that an offer accepted in the applicant tracking system triggers the onboarding workflow automatically -- the new hire's details, role, start date, and hiring manager populated from the ATS record without HR re-entering the information. HRMS integration so the employee record is created in the HRMS from the onboarding data at the configured point -- typically after the right-to-work check is complete and the contract is signed -- without HR manually creating the record. Payroll integration for the bank account and tax information collected during pre-boarding to be passed directly to the payroll system rather than re-entered by the payroll team. Identity provider integration for IT provisioning -- the new hire's account creation request generated from the onboarding system and sent to IT or the identity provider at the configured point in the onboarding timeline.
Onboarding reporting and audit
Onboarding completion reporting for HR showing the overall completion rate across all new hires in a period, the average time to complete each task category, and the tasks most frequently overdue. Compliance audit report showing the right-to-work verification status, policy acknowledgement completion, and mandatory training completion for every employee hired in a given period -- the report that HR needs when an employment tribunal, a regulator, or an internal audit asks for evidence that the onboarding compliance process was followed. Individual onboarding record for each employee showing the complete history of their onboarding -- every task, every document, every policy acknowledgement, every completion date -- retained for the full statutory period. Time-to-productivity analysis for businesses that track the point at which new hires reach full productivity, with the onboarding completion data linked to the performance data to identify whether onboarding completion rates correlate with early-tenure performance.
Frequently asked questions
Standard onboarding platforms handle a relatively uniform onboarding process well -- a single employment type, a standard set of compliance documents, and a consistent first-week experience for all new hires. Custom becomes the right choice when the onboarding process needs to vary significantly by role type, employment type, or location; when the compliance requirements are complex enough that a standard platform's document management can't handle them reliably; or when the onboarding system needs to integrate with an internal ATS, a custom-built HRMS, or an IT provisioning system that the standard platform has no connector for. The other common driver is multi-party task management: when the onboarding involves a large number of parties each with their own task list, a standard platform often provides only a limited view rather than the full multi-party dashboard HR needs.
Yes, and these integrations are typically in scope for every onboarding project. The ATS integration ensures that a confirmed hire in the recruiting system automatically triggers the onboarding workflow without HR manually creating the onboarding record. The HRMS integration ensures that the employee record is created from the onboarding data -- the contract details, the right-to-work documents, the bank account, and the tax information -- without a manual data entry step that introduces errors and delays. We document the integration specification before development begins, including what data flows, in which direction, and what happens when a record fails validation.
Right-to-work requirements vary by jurisdiction -- the documents that establish the right to work, the verification steps required by law, and the records that must be retained. We implement the verification requirements for each jurisdiction in scope during the design phase, based on the official guidance from the relevant authority. The document collection form presents the correct document options for the employee's jurisdiction, the verification checklist covers the steps required for that jurisdiction, and the record is retained for the statutory period. For businesses with employees in multiple countries, the onboarding journey for each jurisdiction has the correct right-to-work configuration without the HR team needing to know which jurisdiction's rules apply to each new hire.
A digital onboarding platform covering pre-boarding, multi-party task checklists, right-to-work document management, and HRMS integration for a single employment type typically runs $25,000 to $55,000. Adding role-specific journey templates for multiple employment types, ATS integration, payroll integration, and onboarding analytics typically brings the total to $50,000 to $100,000. We scope every project before pricing. Fixed cost only.
Talk to us about your onboarding software project.
Tell us where your current onboarding process breaks down -- the manual steps, the compliance gaps, the delayed IT access. We'll scope a system that handles it automatically.
