What is Online Onboarding and Enrollment

In the wake of Covid-19, countless industries adjusted to communicating and working virtually. While a love/hate relationship with Zoom and email threads may have emerged over the past two years, technology can positively transform the way companies run and employees interact. Specifically, online platforms, such as Ease, Zywave, and TriNet, are essential in securing a smooth and efficient onboarding and enrollment process. Read on to learn more about the best practices for, and benefits of, online onboarding and enrollment.

Benefits of Online Onboarding

The early days for a new hire are critical. From the moment the employee walks in the door or logs on for the first time, she is evaluating her environment and wondering if her perception of the organization from the interview is correct. Ben Peterson of BambooHR stresses that, “…the worst thing for a new employee is being wooed through the recruiting process and then arriving on the job and the receptionist isn’t even expecting [her] and [her] office isn’t even set up.” It has been found that one in ten employees have left a company prematurely due to a mediocre onboarding experience. While the new hire is building her understanding of the company’s culture, values, and treatment of its employees, it is imperative the organization puts it best foot forward during the onboarding process.

With a traditional paper and pen onboarding process, employees have to tediously fill out countless forms by hand. The HR department has to scan, file, and audit these forms. For both the employee and employer, this process can take hours. By utilizing an online onboarding platform, the HR department can enter employee information and then send the new hire a login for completing forms such as the W-2, W-4, and I-9. HR no longer has to scour file cabinets and new hires do not have to endure hand cramps or paper cuts!

An online portal can enhance the onboarding process by giving the new hire a glimpse into the company culture. Before the employee even begins, she can log on to the portal and read about the company’s policies and review an organizational chart as well as company acronyms. HR can also post a FAQ section so she can also prepare for her first day, such as answers addressing where to go and who to ask for upon arrival. On Day One, an onboarding schedule on the portal can outline her day; it is recommended that the schedule is a balance of meeting peers, learning more about her role, and checking in with her manager. The team can also post welcome messages and photos for the new hire. By structuring and streamlining this process, the employee will feel valued, equipped, and supported; this will also empower the employee to quickly become a productive member of the team.  

As an employer, what is the ideal impression a new hire could have of the company by the end of her first day? The onboarding process is directly related to this first impression. As Peterson puts frankly, “You want them back for Day Two, right?”

Benefits of Online Enrollment

In addition to a smooth onboarding process, online platforms can be instrumental during enrollment. Nowadays, HR is tasked with manually determining eligibility, comparing and explaining plan details, and organizing summaries. With an online system, employers and HR can set eligibility conditions so employees can view easily view and compare the insurance plans for which they qualify. During open enrollment, employees and HR no longer have to fill out and comb through piles of paperwork. Rather, an online platform permits HR to electronically submit benefit elections without having to decipher their coworkers’ handwriting. In the event an employee loses his ID card, an online platform allows for easy access to an online version of his medical information during a doctor’s appointment or a trip to the pharmacy.   

Talk to our Benefits Consultant, Dillon Castro, to explore insurance options for your organization. You can reach us here. Our team, made up of expert advisors, can also assist you in acquiring a robust and comprehensive benefits package.

Disclaimer: Any information related to compliance or other subject matters in this blog is intended to be informational and does not constitute legal advice regarding any specific situation. The content of this blog is based on the most up-to-date information that was available on the date it was published and could be subject to change. Should you require further assistance or legal advice, please consult a licensed attorney.