It’s your new hire’s first day. They’ve just logged in, ready to dive into their role. But instead of a smooth welcome, which some of the best onboarding software give, they’re met with scattered emails, outdated PDFs, and a calendar full of meetings.
Only 12% of employees strongly agree their company does a great job onboarding new hires, highlighting a major opportunity for improved onboarding experiences.
Who is to blame?
Not the manager; they’re juggling 10 things. Not the HR team; they’ve tried their best to cobble together resources. Of course, not the hire; they’re trying to make sense of it all.
When onboarding is treated as an afterthought, new hires notice. And in hybrid or remote setups, the gaps are even more apparent.

In this blog post, we’ll explore the best onboarding software to organize your training materials, automate repetitive steps, and create a consistent experience for new hires! 🧰

Top Onboarding Software at a Glance

Here’s a quick comparison of the top onboarding software options:

*Please check the tool’s website for the latest pricing

What Should You Look for In the Best Onboarding Software? 

Some of the best onboarding software can:

• Automate workflows across tasks like document collection, reminders, and approvals for consistent and efficient onboarding

• Customize workflows and content to match your company culture, roles, and branding

• Integrate with HR systems like ATS, HRIS, payroll, and LMS to avoid duplication and streamline data flow

• Centralize resources such as training materials, policies, checklists, and videos in one digital hub

• Enable employee self-service, including pre-boarding tasks, e-signatures, and portal access

• Support mobile access so new hires can complete onboarding from anywhere on any device

• Track progress and analytics, including monitoring completion rates, identifying bottlenecks, and gathering insights for continuous improvement 

The Best Onboarding Software

Let’s take a look at some of the best onboarding software that makes training new hires faster, smoother, and way less chaotic. 💁

1. Customer Onboarding Software

a) Trupeer (Best for AI-driven product videos)

Creating onboarding videos shouldn’t feel like producing a short film. Between writing scripts, recording screen shares, doing voice-overs, and then editing and translating…it’s going to take hours.
Trupeer solves this.
Here’s how it works behind the scenes:
It turns simple screen recordings into polished, professional onboarding videos in minutes with AI-powered voiceovers, avatar narration, multilingual translation, and auto-editing features built in.
Trupeer refines your script by removing filler words and grammar slips, then generates a studio-quality AI voiceover synced to your video.

Here’s what Vedant Sharma, GTM and Partnerships Lead at Ema, says about Trupeer: “Our entire product team uses it and can't stop gushing about it! We create personalized demos for our customers in minutes.”
For instance, an onboarding manager creates a 5‑minute walkthrough of the new HRIS system. Trupeer removes ‘ums’ and syncs voice flawlessly in multiple accents, so every new teammate hears a polished guide.
After this, when you need to add life to training videos, it creates AI avatars without the need for a camera or microphone. You can choose from ready-made personas or upload your own image. 

A remote People Ops could create a company culture video narrated by a HeyGen avatar, ensuring every global team member feels personally welcome with this AI avatar generator. 
Record in your native language, then translate the video into 30+ languages with regional accents and subtitles in one click.
Jeff Miller, Head of Partnerships at nSpire, says: “Trupeer simplified video creation for me, allowing me to create a knowledge library of 20+ videos in just a few days.”

For example, an L&D team delivers onboarding materials to a global workforce, effortlessly customizing the training content for French, Hindi, or Spanish speakers.

Trupeer best features

• AI voiceovers: Generate narration using 100+ natural-sounding voices powered by ElevenLabs

• Engaging avatars: Add human-like avatars with accurate lip sync to bring your videos to life

• Smart auto-zooms: Focus attention on key actions with automatic zooms triggered by user clicks

• Polished audio: Clean up recordings by removing background noise and filler words in seconds

• Built-in documentation: Create step-by-step guides alongside each video for quick reference

• Full walkthrough capture: Record your screen and webcam at the same time for complete context

• Insightful analytics: Track engagement with detailed video views and performance data

• Training-ready templates: Use professionally designed templates built for onboarding, sales, and support

Trupeer pricing

• Free trial

• Pro: $40/month (billed annually)

• Scale: $199/month (billed annually)

• Enterprise: Contact us for pricing

Trupeer ratings and reviews

• G2: 4.8/5 (35+ reviews)

What are real-life users saying about Trupeer?

This G2 review sums it all up perfectly: 
“Trupeer has transformed the way I create product videos. Its AI-driven features, such as automated script generation, realistic voiceovers, and intelligent zoom effects, make the process seamless and efficient. The ability to produce professional-quality videos without prior editing experience is a game-changer. Additionally, the platform's support for multiple languages has been invaluable for reaching a global audience.​”

🎥 Trupeer Insight: Trupeer’s documentation feature auto-generates written step-by-step AI guides and SOPs from screen recordings. It’s ideal for creating reusable onboarding SOPs alongside your videos.

b) Camtasia (Best for offline training and tutorial creation)

TechSmith’s Camtasia is a screen recording and video editing tool that creates polished, professional-looking tutorials and walkthroughs. Record your screen and webcam simultaneously, drag and drop elements, and add callouts, transitions, and even interactive quizzes within a single timeline. 
The training video generator is especially popular with professionals and teams who want to turn complex processes into clear, visual content. Its built-in asset library offers royalty-free music, icons, and templates to speed things up.

Camtasia best features

• Record your screen, camera, system audio, and microphone on separate tracks for post-production flexibility

• Enhance your videos, smooth out jittery movements, and add cinematic effects using advanced cursor editing

• Generate realistic AI presenters from scripts, edit videos, and auto-create captions with its AI-powered features

Camtasia limitations

• Users complain that the background feature doesn’t work well with a green screen 

• Lack of advanced color correction tools and limited options for interactivity, like polls 

Camtasia pricing

For Individuals

• Essentials: $179.88/year per user

• Create: $249.00/year per user

• Pro: $499.00/year per user

For Teams & Business

• Camtasia: $198.00/year per user

For Education

• Camtasia: $198.00/year per user

Camtasia ratings and reviews

• G2: 4.6/5 (1,565+ reviews)

• Capterra: 4.5/5 (440+ reviews)

💡 Pro Tip: Use AI-powered features (like those in Trupeer) to create consistent onboarding videos with clear visuals and clean audio. This engages new hires and ensures a professional, polished experience from day one.

📖 Also Read: HeyGen X Trupeer: AI Videos with Avatars & Voiceovers 

c) Loom (Best for quick async customer tutorials)

Loom is a video messaging tool for fast, async communication, reliable for quick explainers, status updates, and walkthroughs. You can just start recording your screen, camera, or both in a couple of clicks, then instantly share the video via a link without rendering or exporting.

Its adaptability to day-to-day team workflows makes it stand out, especially in remote or hybrid environments. Features like emoji reactions, time-stamped comments, and auto-generated transcripts make it highly interactive and collaborative.

Loom best features

• Transcribe your videos automatically with time stamps and closed captions 

• Analyze viewer engagement with built-in video and viewer insights

• Control privacy by setting who can view your videos

Loom limitations

• The desktop app lags when switching between screen and webcam

• The free version has a limit on recording length and collaboration features

Loom pricing

• Free

• Business: $15.00/month per user (billed annually)

• Business + AI: $20.00/month per user (billed annually)

• Enterprise: Custom pricing

Loom ratings and reviews

• G2: 4.7/5 (2000+ reviews)

• Capterra: 4.7/5 (450+ reviews)

What are real-life users saying about Loom?

Find out what a G2 reviewer has to say about Loom: 

“Loom is incredibly easy to use, just record and go. I love how quickly I can create a video and get information out to those who need it by instantly sharing a link…Every once and a while the video quality lowers due to slow internet connections. Also, the editing tools are not very in depth but for most cases its more than enough to edit your video.”

2. Employee Onboarding Software

a) Enboarder (Best for engaging employee journeys at scale)

Next on our list of the best onboarding software is Enboarder. It’s an experience-driven tool that centers around orchestrating personalized, human-first onboarding journeys through automated workflows and timely nudges. 

Its standout feature is its ability to create engaging onboarding experiences like manager prompts, buddy assignments, and interactive, all timed perfectly. With drag-and-drop workflow builders, integrations with your existing HR tech, and mobile-friendly delivery, Enboarder tries to ensure every new hire stays informed.

Enboarder best features

• Create best-in-class personalized onboarding experiences in minutes with its Intelligent Journey Platform

• Access real-time insights on onboarding progress, employee Net Promoter Scores (eNPS), and overdue tasks 

• Use a comprehensive resource center with stories, research, and templates 

Enboarder limitations

• The tool does not feature any e-signature capabilities 

• Lack of advanced filters and views in reporting features 

Enboarder pricing

• Custom pricing

Enboarder ratings and reviews

• G2: 4.8/5 (60+ reviews)

🧠 Fun Fact: New hires retain up to 95% of information when it's delivered via video, compared to just 10% when it's delivered through text, making video-based onboarding tools highly effective for knowledge transfer.

Exploring your options? Give Trupeer a spin and see how easy onboarding videos can be.

b) BambooHR (Best for HR-led onboarding with documentation)

BambooHR is a user-friendly HR platform that simplifies onboarding for small to mid-sized businesses. Its thoughtful onboarding tools let new hires complete tasks before their first day with pre-boarding checklists, e-sign important documents like W-4s and I-9s, and get introduced to teammates through personalized messages. 

Plus, features like customizable onboarding templates, automated reminders, and ‘Get to Know You’ emails help create a consistent yet human-first experience. You can also connect it to other BambooHR modules like performance, time tracking, and payroll.  

BambooHR best features

• Build smarter compensation strategies using benchmarking data, salary band creation, and advanced planning tools 

• Find, hire, and onboard top talent with its applicant tracking system 

• Use automated performance management and employee satisfaction surveys to gather feedback

BambooHR limitations

• Lack of customization, especially when adding company-specific documents

• Limited integrations with payment and benefits systems 

BambooHR pricing

• Core: Custom pricing

• Pro: Custom pricing

BambooHR ratings and reviews

• G2: 4.2/5 (2500+ reviews)

• Capterra: 4.6/5 (3000+ reviews)

What are real-life users saying about BambooHR?

A Capterra review puts it this way:

“I love the ease of usage for submitting and tracking employee information and payroll. A bulk of reports are great and I love the search ability to make sure the reports capture the information you need…I wish the program would sync with our accounting software or create a simpler report for each payroll run that we could just import into our system. I do not like having to run multiple reports to get the data I need to compile the payroll JE in our accounting system, Sage INTACCT.”

c) Gusto (Best for all-in-one onboarding and payroll)

From the moment a candidate accepts an offer, they can complete paperwork, choose benefits, set up direct deposit, and register for state taxes, all through Gusto’s guided flow.
Customizable onboarding checklists and e‑signatures make the process straightforward, while automated reminders ensure nothing gets missed. 
What sets it apart as one of the best onboarding software is its deep integration with payroll, benefits, and HR tools in one platform. It seamlessly handles background checks, software provisioning, and document storage, then syncs everything with these systems.

Gusto best features

• Automate tax calculations, filing, and direct deposits with just a few clicks 

• Post jobs to popular boards, manage applicants with a centralized ATS, and send custom offer letters

• Track employee hours and time-off requests with robust time-tracking tools

Gusto limitations

• The mobile app lacks desktop functionality, making it difficult to work with on the go 

• It doesn’t allow time tracking directly from the web platform

Gusto pricing

• Simple: $49/month + $6/month per person

• Plus: $80/month + $12/month per person

• Premium: $180/month + $22/month per person

Gusto ratings and reviews

• G2: 4.6/5 (4700+ reviews)

• Capterra: 4.6/5 (4100+ reviews)

3. User Onboarding Software

a) Whatfix (Best for enterprise-level product onboarding)

Whatfix is a digital adoption platform (DAP) delivering in-app onboarding and guidance directly within your software. You set up step-by-step walkthroughs, tooltips, pop‑ups, and checklists that guide new hires or users through processes, reducing the need for external training documents or videos.
The platform also tracks usage and engagement in real time, giving you analytics on where people get stuck and where your content works best. Its AI-powered features include generative content assistance and auto‑translate support for 70+ languages.

Whatfix best features

• Empower self-sufficiency with a Self Help resource center that integrates with your existing knowledge base

• Collect actionable feedback with in-app surveys, including NPS, sentiment, and feature feedback 

• Create and update content easily using a no-code editor to help you build contextual walkthroughs, tooltips, and training modules 

Whatfix limitations

• Using its analytics tools requires technical expertise or IT intervention

• Limited filtering options for reporting tools 

Whatfix pricing

• Standard: Custom pricing

• Premium: Custom pricing

• Enterprise: Custom pricing

Whatfix ratings and reviews

• G2: 4.6/5 (370+ reviews)

• Capterra: 4.6/5 (70+ reviews)

What are real-life users saying about Whatfix?

A G2 user shared this feedback:

“WhatFix is a great tool for supporting the adoption of digital platforms for users without being overly obtrusive…Setting up a projects can take time and you don't always know that you are going to get it right until it's in the hands of your end users. However, when you get it right, the time spent becomes time saved for the organisation.”

🧠 Fun Fact: Trupeer can translate onboarding videos into 100+ languages, helping global teams deliver localized training without needing separate versions.

Try Trupeer to turn screen recordings into ready-to-share training videos, fast.

b) Pendo (Best for product tours inside SaaS platforms)

Pendo is a no-code tool that embeds onboarding directly into your tools, web or mobile, using in-app guides, tooltips, checklists, and videos. These elements are triggered based on user behavior, ensuring employees see the right messages exactly when they need them.
The platform’s ability to analyze real user interactions so you can identify where people get stuck, iterate on guides, and measure productivity impact makes it stand out. Plus, Pendo Orchestrate lets you coordinate multi-step journeys, routing based on individual behavior and integrating with tools like HubSpot for follow‑up emails.

Pendo best features

• Replay user sessions to understand how users navigate your app, including clicks, scrolls, and cursor movements

• Collaborate with team members using built-in commenting and dashboard sharing

• Quantify feature adoption and user engagement to spotlight high-value features and replicate power user behaviors

Pendo limitations

• The software has very limited AI functionality

• Lacks deeper analytics tools and dashboard customization compared to competitors

Pendo pricing

• Free

• Base: Custom pricing

• Core: Custom pricing

• Pulse: Custom pricing

• Ultimate: Custom pricing

Pendo ratings and reviews

• G2: 4.4/5 (1500+ reviews)

• Capterra: 4.5/5 (200+ reviews)

🧠 Fun Fact: Video onboarding improves knowledge retention and speeds up onboarding processes. Plus, 79% of organizations say that onboarding helps new hires quickly feel part of the company culture.

c) Userpilot (Best for behavior-based onboarding flows)

The last one on our list of the best onboarding software is Userpilot. It’s a no-code platform that embeds in-app onboarding experiences into your product with modals, checklists, and slide-outs that trigger based on your target audience’s interactions.
With its visual flow builder (including a Chrome extension), product teams can deliver personalized, behavior-triggered walkthroughs and feature announcements without coding. The tool includes robust product analytics and session replay, helping you uncover where users drop off and iterate on flows with A/B testing to improve activation and retention.

Userpilot best features

• Capture and segment user feedback at scale with in-app microsurveys to measure sentiment and pain points

• Analyze user behavior with custom dashboards, funnel analysis, path analysis, and retention cohort reports 

• Segment users based on demographics, product usage, or lifecycle stage for personalized experiences

Userpilot limitations

• Users complain of bugs when building complex tours

• Lacks an offline mode and native app support

Userpilot pricing

• Starter: $299/month (billed annually)

• Growth: $799/month (billed annually)

• Enterprise: Custom pricing

Userpilot ratings and reviews

• G2:4.6/5 (800+ reviews)

• Capterra: 4.6/5 (50+ reviews)

What are real-life users saying about Userpilot?

According to a Capterra review: 
“Well, this tool is a complete no-brainer for any SaaS business. We were having difficulty in making the users understand different features of the product. We implemented user onboarding sequence with Userpilot and since then we have seen a MASSIVE spike in retention, Increased trial-to-paid conversion, and reduced churn…It's a little techy at first to get it setup but once you start using it frequently, you'll get the hang of it.”
💡 Pro Tip: Use avatar narration in Trupeer to create welcoming, face-to-face-style onboarding videos without needing to be on camera yourself.

Still comparing tools? Discover how Trupeer streamlines training for growing teams with minimal hassle.

Find Your Team’s Next Onboarding Superpower

Now that you’ve seen the best onboarding software out there, ready to pick yours?
If creating onboarding videos feels like a never-ending cycle of re-recording, editing, and translating, it’s time to try Trupeer.
HR leads welcoming new hires, L&D managers rolling out updates, and People Ops teams training across time zones all use Trupeer to skip the endless edits. Just update the script, and your training video refreshes itself—clean, localized, and ready to share in minutes.

Sign up to Trupeer today! ✅

Frequently Asked Questions

1. What is the best onboarding software for training new hires in 2025?

The best onboarding software for training new hires in 2025 offers a mix of ease, automation, and personalization. Tools like Trupeer simplify training with AI-generated videos, while Userpilot focuses on product-led onboarding. The right tool depends on your company’s goals and team size.

2. How do I choose the best onboarding software for my company?

To choose the best onboarding software for your company, start by identifying your needs. Trupeer works well if you want to turn screen recordings into polished training videos with voiceovers and subtitles. If you're focused on interactive employee training, Camtasia and Loom are effective for creating walkthrough videos. For structured onboarding workflows, consider Enboarder or BambooHR.

3. Can onboarding software improve employee retention?

Yes, onboarding software can improve employee retention. It helps new hires feel supported, understand their roles faster, and get up to speed without confusion. When employees have a smooth start, they’re more likely to stay longer and feel confident in their work.

4. Are there free versions of onboarding software available?

Several onboarding software solutions offer free trials or basic plans. Loom has a free tier for video-based onboarding. Trupeer offers a 10-day free trial, giving teams a chance to explore its AI-driven training features, such as automatic video creation and documentation, before deciding on a paid plan.

5. What features should the best onboarding software include?

The best onboarding software should include features like automated task checklists, training content delivery, progress tracking, and integrations with HR tools. Trupeer adds an edge by turning simple screen recordings into fully-produced training materials—complete with AI-generated voiceovers, branded visuals, smart zooms, and editable scripts.