As organizations evolve, streamlining employee onboarding becomes increasingly critical. The seamless integration of Workleap Onboarding with your Human Resources Information System (HRIS) can significantly enhance efficiency, reduce manual tasks, and improve the overall employee experience. This quick start guide will break down the integration steps for HR managers and IT teams who work hand-in-hand to make sure new hires onboard smoothly.
Streamline, organize, and automate your onboarding process like magic.
What is a Human Resources Information System (HRIS)?
A Human Resources Information System (HRIS) is a comprehensive software tool for HR professionals to manage employee data efficiently. This centralized system consolidates information, eliminating the need for scattered spreadsheets and paperwork.
Essential functions include storing employee details, tracking recruitment progress, managing applicant data, handling benefits, tracking training records, generating HR reports, and managing time-keeping and scheduling. The significance of an HRIS lies in streamlining HR processes, enhancing data accuracy, and providing invaluable support for organizational growth.
You can think of an HRIS as a Swiss army knife for HR professionals, offering tools for recruitment, benefits, payroll, talent management, and more.
Why integrate Workleap Onboarding with your HRIS?
Integrating Workleap Onboarding with your HRIS brings a host of benefits to enhance HR operations. So before diving into the technical details of how to do it, let’s look at the top five:
- Reduce manual data entry (aka music to the ears of anyone who works in front of a computer)
Manual data entry is time-consuming and prone to errors. Synchronization automates the transfer of employee data, eliminating the need for repetitive manual input and nixing chances for typos, missing information, or incorrect formatting. You gain consistency and accuracy with data across systems. No more double-checking or correcting entries. Syncing with your HRIS minimizes these errors and reduces compliance risks since accurate data is crucial for legal compliance (e.g., tax forms, benefits enrollment). - Streamline processes
New hires seamlessly transition from Workleap Onboarding to the HRIS. Their information flows effortlessly, reducing administrative bottlenecks. The same goes when employees leave — regular syncs ensure timely removal from both systems, enhancing security and compliance. - Enhance employee experience
A seamless onboarding experience sets the tone for an employee’s journey. New employees experience a faster onboarding and smoother process, as their details are pre-populated in the HRIS. Employees can also access and update their information through self-service portals. A unified system enhances engagement and satisfaction from day one. - Save on costs
There are considerable time savings to win back when your teams spend less time on data entry and more time focusing on strategic tasks. Plus, reduced errors mean fewer corrective actions and associated costs. - Have a single source of truth
Synchronization creates a single source of truth. HR managers and IT teams can confidently rely on consistent, unified data for decision-making. They can also count on real-time updates where changes made in one system (e.g., job title update) reflect instantly in the other.
Let’s bridge the gap and dive into how to integrate Workleap Onboarding with your HRIS to create a harmonious ecosystem where accurate information flows and you can streamline the creation of plans for your newcomers.
How to extend your HRIS with Workleap Onboarding: A step-by-step integration process
Workleap Onboarding works with your HRIS, supporting over 50 different HRIS. Upon adding a new hire to your HRIS, Workleap Onboarding automatically imports essential details (name, job title, email, manager, first day) to create an onboarding plan in one click.
How to set up your integration
Go to Settings in the left menu and select Integrations.
Scroll down to the HRIS section. Click the HRIS that you want to connect. If you don’t see it in the original list, click View all for more HRIS options.
Click Connect for the desired HRIS, as seen here, with BambooHR as the example.
Each HR system will have a slightly different authentication process, requiring you to sign in or verify your HRIS account. Once you have verified your HRIS account and permitted Workleap Onboarding to access it, Workleap Onboarding will start to sync the employee information.
⏰ Syncing employee information can take anywhere from 5-30 minutes.
Set it and forget it
Once you’re synced, Workleap Onboarding notifies HR about new hires and leverages HRIS data and Workleap templates to launch the onboarding process automatically to ensure nobody slips through the cracks.
How to view upcoming onboarding plans for new employees
When newcomers are detected in your HRIS, you will receive a notification redirecting you to the Onboarding page, where you can create their plan.
On the Onboarding page, select Upcoming plans.
Included in the plan are the newcomer's name, title, manager, and start date — all without you having to enter the information manually again!
Click Create plan to start adding to the newcomer’s plan. If you click Dismiss, the newcomer plan will be removed from the list.
How Workeap Onboarding picks up where your HRIS drops
Workleap Onboarding steps up where your HRIS stops to elevate the onboarding experience. While HRIS plays a foundational role in data management, it falls short in some critical areas:
| Workleap Onboarding | vs. HRIS standalone |
| Provides a more intuitive and user-friendly interface for new hires, making it easier for them to navigate the onboarding process. | Both new hires and managers who don’t often work within the HRIS can find the interface complex and cumbersome to complete tasks. |
| Allows HR teams to create customized onboarding workflows tailored to the organization's specific needs. | Less flexibility to accommodate unique onboarding requirements. |
| Includes features that focus on engaging new hires, such as welcome videos, interactive content, and personalized messages. | More transactional nature and misses out on opportunities to foster a positive and memorable onboarding experience. |
| Thinks long-term with structured 30-60-90 day plans. | Limited to onboarding checklists and forms for the newcomer’s pre-arrival and first few days. |
| Excels in automated communication, sending timely reminders, notifications, and updates to new hires, keeping them informed and engaged throughout the onboarding journey. | Focus remains on handling employee data management. |
Workleap Onboarding and your HRIS work together like a 1-2 punch for a better employee onboarding experience. While HRIS masters managing employee data, it starts to falter when it comes to adding value with employee engagement, fostering culture, and structuring and tailoring onboarding plans. That’s where Workleap Onboarding comes in!
Supercharge your HRIS and onboarding experience
And there you have it! Integrating Workleap Onboarding with your HRIS is really that easy. And doing so is a strategic move. It empowers HR teams, enhances employee experiences, and sets the stage for organizational success. By following these steps, you’ll pave the way for efficient onboarding and a cohesive employee journey. Onboarding doesn’t have to be boring and tedious. Get started for free and discover how Workleap Onboarding can integrate with your HRIS to take your new hire experience to the next level.
FAQs
What types of employee data can be collected and managed through Workleap onboarding software?
Workleap Onboarding only collects the employee data necessary to facilitate the onboarding process, including:
- Full name
- Job title
- Personal/work email
- Manager name
- Date of first day
- Profile picture
What security measures are in place to protect sensitive employee information?
Protecting sensitive employee information is paramount for maintaining trust, compliance, and data security. Workleap Onboarding treats your data with care, and are dedicated to protecting the confidentiality, integrity, and security of all data entrusted to us by our customers and their employees. Read more about the Workleap Trust Center.
Which Human Resource Information Systems (HRIS) do Workleap Onboarding support?
Workleap Onboarding supports over 50 different HRIS. Read the full list of supported integrations.
