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The AI Onboarding Layer for the Employee Lifecycle

Employee Onboarding Software for Frontline & Hourly Teams

From preboarding to offboarding, HR Cloud sits above your HR and payroll stack to coordinate forms, compliance, tasks, and cross-functional employee journeys.

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4.7On G2
Platinum ADP Marketplace PartnerG2 High Performer
4.7On Capterra

4.7/5 from 399 reviews

4.7 / 5 — 399 reviews

Trusted by leading companies

ToyotaChick-fil-APelotonAmazonBurger KingDunkin'KFCTaco BellBaskin RobbinsInterim HealthcareComfort SystemsOsmoseYMCAPizza Hut

Maya: AI onboarding for frontline teams

Your Field Worker Doesn’t Have a Desk. Maya Meets Them on Their Phone.

For healthcare, retail, and construction teams onboarding 50 or more new hires per month, the completion gap isn’t a motivation problem, it’s a friction problem. Maya reaches new hires via SMS on any phone. No app download. No portal login. Just a text message with the next task.

Learn About Maya

Maya message: new hire conversation

Maya
Maya
Onboarding Assistant

Welcome to Maya

Sign in to start your onboarding journey

Email
Phone
you@company.com
New hire completes all tasks on any phone.
HR receives real-time completion status in the dashboard.

The complete employee journey

The new standard for
employee workflows.

HR technology is usually organized around records. Real employee journeys are organized around people, deadlines, and teams that must act together.

Preboarding

Start the relationship before the first day.

Branded new-hire portalDocuments before day oneNo company email required

Give every hourly and mid-market new hire a mobile-first, branded welcome with the right documents, information, contacts, and next steps before they arrive.

Explore Remote Onboarding
HR Cloud Onboard preboarding product interface

Day One Experience

Make Day One feel ready, not improvised.

First-day checklistManager handoffsMobile-first access

Coordinate the first-day schedule, manager handoffs, documents, access, and introductions in one guided experience so every new hire knows what happens next.

Explore the Employee App
HR Cloud Onboard Day One product interface

Forms & E-Sign

Finish the paperwork before it slows the first week.

Digital formsE-signaturesCompletion tracking

Send forms, collect signatures, and track completion digitally so HR sees what is finished, what is missing, and who needs a reminder. No email attachments to chase.

Explore E-Signatures
HR Cloud digital forms and e-sign product interface

Automated I-9 & E-Verify

Move verification forward without losing the audit trail.

I-9 workflowE-VerifyAudit-ready records

Guide employees through I-9 steps, keep required information together, and connect E-Verify into the onboarding workflow so compliance is visible before Day One.

Explore I-9 & E-Verify
HR Cloud I-9 and E-Verify product interface

Tasks & Reminders

Keep every owner, task, and deadline moving.

Role-based tasksAutomated remindersReal-time status

Automatically route onboarding tasks to HR, managers, IT, and the new hire, then surface what is due, overdue, or complete without another spreadsheet or follow-up thread.

Explore HR Automation
HR Cloud onboarding tasks and reminders product interface

Transitions

Carry every employee change into the next workflow.

Role changesCross-team handoffsLifecycle workflows

When roles, locations, managers, or responsibilities change, trigger the right handoffs and follow-up tasks so employee transitions stay coordinated across teams.

Explore Custom Workflows
HR Cloud employee transition workflow interface

WORKS WITH YOUR PAYROLL

Keep your payroll.
Add the onboarding layer it’s missing.

Your payroll remains the system of record. HR Cloud works alongside it to coordinate the employee experience, from accepted offer through completed forms, compliance, tasks, and Day 1.

  • 01
    New-hire data syncs automatically
  • 02
    Documents return to the right record
  • 03
    One connected employee experience
See the ADP Workforce Now integration →
YOUR SYSTEM OF RECORD
ADPUKGWorkdayPaylocity
HR CLOUDHR Cloud OnboardEmployee experience layer
✓Forms signed✓I-9 complete✓Ready for Day 1

Customer success

What HR teams report after 90 days

Not projections. Measured outcomes from customers running distributed, frontline-heavy operations.

Toyota Material Handling
Toyota Material Handling
Read the Toyota case study
2
Ways to connect: mobile and desktop.
Toyota Material Handling
“Our associates can comment, react, and provide feedback directly through the platform.”

Danielle Nickerson | Human Resource Specialist

P2P
Peer recognition across the company
2×
Ways to connect: mobile and desktop
Behavioral Progression
Behavioral Progression
Read the Behavioral Progression case study
30%
Data accuracy improvement in three months.
Behavioral Progression
“We were drowning in paper. HR Cloud digitized our compliance documentation and gave managers real visibility into their teams.”

HR Director | Behavioral Progression

8 hrs
HR saves each week onboarding new hires
66%
Efficiency gain
Osmose Utilities Services
Osmose Utilities Services
Read the Osmose case study
24%
Improved data accuracy by 24% within three months.
Osmose Utilities Services
“Onboard has helped us save so much valuable time and effort while increasing data accuracy.”

Kaylee Collins | HR Analyst

7
Hours HR saves each week onboarding new hires
65%
HR efficiency improvement
Rehmann
Rehmann
Read the Rehmann case study
1,200
Employees managed across client accounts.
Rehmann
“We have not received as great of support as HR Cloud provides with any other provider.”

Allyson Homan | Rehmann

1,200
Employees managed across client accounts
22–24
Locations across four states
Interim HealthCare
Interim HealthCare
Read the Interim HealthCare case study
97%
Monthly active usage across all locations.
Interim HealthCare
“Interim HealthCare reduced time-to-productivity for new hires by months, giving care coordinators more time with patients.”

Chief People Officer | Interim HealthCare

6 wks
Full rollout timeline
60%
Efficiency improvement

See it in action

Employee onboarding software that keeps every new hire on track.

Explore HR Cloud Onboard, the new hire onboarding software that automates paperwork, e-signatures, I-9 and E-Verify, tasks, and manager handoffs from accepted offer to day one.

BUILT FOR FRONTLINE INDUSTRIES

One platform.Different operating realities.

HR Cloud is purpose-built for industries where HR is hardest: high turnover, dispersed workforces, and compliance that changes by site.

Healthcare
Healthcare

Credentials, compliance, and location-specific onboarding, without delaying a shift.

Give nurses, clinicians, and support staff a mobile path through documents, certifications, policies, and manager handoffs.

See healthcare onboarding →Track healthcare credentials →
Manufacturing
Manufacturing

Standardize safety, equipment, and plant-specific steps across every location.

Automate the right training and approvals for hourly teams while HR sees progress across facilities.

See manufacturing onboarding →
Construction
Construction

Move crews from accepted offer to site-ready without a desk or company email.

Collect documentation, credentials, and project-specific tasks on any phone before the start date.

See construction onboarding →
Retail & Hospitality
Retail & Hospitality

Get seasonal and multi-location hires productive faster, even when volume spikes.

Use reusable workflows, mobile forms, and local manager tasks without rebuilding the process each time.

See retail & hospitality onboarding →
Caregiver supporting an older adult at home
Senior Care

Keep credentials, documents, and location requirements moving before the first shift.

Give distributed care teams one mobile path while HR monitors every completion deadline.

See senior care onboarding →
Field Services
Field Services

Prepare technicians and crews wherever the work happens.

Deliver mobile forms, safety tasks, equipment handoffs, and reminders without a company email address.

See field services onboarding →

Offboarding

When someone leaves,
every handoff still gets done.

HR Cloud Offboard coordinates documents, equipment, system access, knowledge transfer, and final approvals, so HR, IT, payroll, and managers can close every exit completely.

  • 01Automated exit workflowsLaunch the right process by role, location, and departure type.
  • 02Asset, access, and knowledge handoffsGive every team a clear owner and deadline.
  • 03Audit-ready completion recordsSee what is finished, overdue, and still open.
Explore HR Cloud Offboard →
HR and operations leaders reviewing an onboarding plan in an office meeting

PRACTICAL BUYER’S GUIDE

Test the platform. Take the plan with you.

Before you choose onboarding software, pressure-test the handoffs that usually break: payroll data, frontline completion, compliance proof, and implementation support.

Get free onboarding checklists and templates →
01
Payroll integration depth

Can new-hire data reach payroll without exports and re-entry?

02
Frontline completion

Can an hourly employee finish without a laptop or company email?

03
Compliance visibility

Can HR prove who completed each step and where risk remains?

04
Implementation reality

Who configures the workflows, integrations, training, and launch?

FROM DECISION TO DAY-ONE READINESS

A rollout and pricing model built for real operations.

Get a defined launch path and a modular plan based on the onboarding complexity you actually need.

01
ConnectWeeks 1–2
02
ConfigureWeeks 3–4
03
Pilot & launchWeeks 4–6
✓
Ready to launch
Workflows configured and pilot approved
Week 6

Go live in 6 weeks.

An HR-led rollout connects payroll, configures workflows, and supports your team through launch.

✓

Dedicated implementation lead

One owner keeps every workstream moving.

✓

Payroll and data connection

Keep the systems your team already trusts.

✓

Role-based launch support

HR, managers, and employees know what happens next.

Flexible annual plan

Build the Onboard suite you need

Onboard Suite
Onboard + Compliance
+ Maya and add-ons

Simple. Modular. Honest.

Pricing that scales with your onboarding.

Choose the core suite, add only the compliance and AI capabilities you need, and expand without rebuilding your HR stack.

Explore HR Cloud pricing →

180+ integrations

Keep the systems you already run.

Connect payroll, productivity, recruiting, identity, and communication tools without rebuilding your stack.

See all integrations →

Frequently asked questions about employee onboarding.

Employee onboarding software is a platform that automates the process of bringing a new hire from offer acceptance to productive work. It handles document collection, I-9 and E-Verify compliance, e-signatures, role-based task assignments, and progress tracking — all without HR manually coordinating each step through email. The best employee onboarding software also integrates with your existing payroll system so employee records do not need to be entered twice.
Yes. HR Cloud Onboard syncs new-hire data directly to payroll systems including ADP, UKG, Workday, and Paylocity, so employee records are never entered twice. Your payroll remains the system of record, while completed forms and documents return to the right employee record automatically, keeping HR, payroll, and compliance data aligned from Day 1.
Onboarding software with SMS-based delivery works best for hourly workers without email. HR Cloud's Maya, an AI onboarding agent for HR Cloud Onboard, texts new hires on any phone with their next task and guides them through it — no app download required. That keeps completion rates high for retail, hospitality, healthcare, and construction teams hiring at volume.
HR Cloud's guided launch takes 6 weeks from kickoff to go-live. Weeks 1–2 connect payroll and your data. Weeks 3–4 configure workflows. Weeks 5–6 cover the pilot and launch, with a dedicated implementation lead keeping every workstream moving. For ADP Marketplace customers, implementation is $500 flat for any company size with no additional setup fees.
Yes. HR Cloud is an ADP Platinum Marketplace Partner. It integrates directly with ADP Workforce Now through ADP SSO, new-hire data sync, and document push to ADP Document Cloud. Approximately 500 ADP Workforce Now customers run HR Cloud today as the employee experience layer on top of ADP.
Healthcare, construction, utilities, retail, hospitality, food service, and education are the primary verticals. In healthcare, the platform handles credential tracking, license expiration reminders, and HIPAA-sensitive document management. In construction and utilities, it reaches field workers on their phones. In retail and hospitality, Maya handles high-volume onboarding for shift-based workforces with high turnover.
HR Cloud Onboard is the core onboarding platform — portals, workflows, e-signatures, dashboards, compliance tracking, and ADP integration. Maya is an AI onboarding agent available for HR Cloud Onboard, designed for frontline and high-volume teams. Maya communicates with new hires via SMS, guides them through their portal on any phone without an app download, and keeps completion rates high for workforces that do not use email reliably. Ask your HR Cloud representative about Maya availability and plan eligibility.
HR Cloud maintains SOC 2 Type II certification and follows GDPR data-handling practices. For healthcare organizations, the platform supports HIPAA-sensitive document handling, automated credential tracking with expiration alerts, I-9 and E-Verify compliance, and background check integration.
Mid-market onboarding platforms typically price at $6–$12 per employee per month (PEPM), all-in. HR Cloud's ADP Marketplace pricing includes a flat $500 implementation fee for any company size with no additional setup costs. Total cost of ownership includes implementation, training, payroll integration setup, and ongoing support — verify whether I-9/E-Verify, SSO, and payroll sync are included or billed as add-ons. See pricing and program options for current rates.
Yes, some free onboarding tools and templates exist, but they rarely include payroll sync, I-9 and E-Verify compliance, or audit-ready records. HR Cloud does not offer a self-serve free trial. Instead, a specialist gives you a personalized demo of HR Cloud Onboard and a custom quote based on your workflows.
The five capabilities that most affect outcomes are: native payroll integration that writes data directly to your HRIS rather than requiring CSV imports; built-in I-9 and E-Verify compliance with audit-ready trails; mobile-first access for non-desk workers who cannot complete onboarding at a desktop; role-based workflow configuration that HR can update without IT involvement; and completion-rate dashboards broken out by department, location, and manager. For frontline workforces, add SMS-based new-hire communication to the list.
Ask four questions in every vendor demo: Can I see the audit trail a DOL investigator would see? How does new-hire data reach our payroll system — native sync or export? What is the average time-to-go-live for a company our size, and can we speak to a recent reference? What compliance updates have you shipped in the last 12 months, and how are customers notified? Download free onboarding checklists and templates to build an evaluation scorecard.
Make offer acceptance the trigger, then let the software run the sequence. Eight steps work for most teams: map how onboarding really runs today, rank the most repetitive and highest-risk tasks, choose software that fits your workforce's compliance needs, digitize your forms (tax and compliance documents first), set up e-signatures and I-9/E-Verify with deadline reminders and escalation, connect your HRIS and payroll so data is entered once, auto-assign role-based training and manager checklists, then review completion data monthly and fix where new hires stall.
Digitizing moves paper forms online, but a person still has to send each form, chase it, and decide what happens next. Automating means the software does that routing itself: once an offer is accepted it assigns each task to the new hire, manager, IT, or payroll, sends reminders when something is overdue, and tracks progress until every step is complete.
Veolia has onboarded more than 10,000 employees through HR Cloud, with over 75% of onboarding completed on mobile and 80% of workflows managed by HR without IT involvement. Behavioral Progression cut onboarding from four weeks to two and a half, reduced new-hire procedural questions by 60%, and improved therapist retention at six months by 10%. Results depend on how manual the starting process was.
Yes. An internal transfer already knows the company but still needs role-specific training, an updated reporting line, introductions to the new team, and system access added and removed. HR Cloud Onboard lets you run a separate workflow for internal moves that skips new-hire paperwork while keeping the role-specific steps.

SEE YOUR ONBOARDING WORKFLOW

Make every new hire
ready for day one.

Bring us your current process. We’ll show you exactly where HR Cloud removes the chasing.

Trusted by 760+ organizations worldwide

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Personalized to your operation

Get a personalized demo

See how HR Cloud can support your locations, workforce, and current systems. You’ll know in one call if it’s the right fit.

Capterra 5-star user reviewsG2 High Performer, Winter 2025ADP Marketplace Partner