Employee Onboarding in India: Best Practices for HR Teams

Introduction

Employee onboarding in 2025 isn’t just about giving out ID cards or explaining rules. It’s about helping new team members settle in, feel at ease, and start well. When done well, onboarding keeps people engaged, boosts their productivity, and makes them more likely to stay.

In such a scenario, the question could arise: how can today’s employers and HR teams make the most of this critical phase in the employee journey? Let’s take a closer look.

Employee Onboarding Process

From Offer Letter to Day One: What Unfolds in Onboarding?

The answer lies in the employee onboarding process. It is a structured journey that begins when a new hire accepts the job offer and continues until they are fully settled and productive. It’s more than just completing tasks; it builds the foundation for a positive employee experience, stronger engagement, and long-term retention.

Preboarding

The onboarding process typically begins with preboarding, which takes place before the employee’s first official day. During this phase, the organisation may send welcome emails, onboarding schedules, necessary documentation, and thoughtful welcome kits to make the new hire feel valued.

First- day orientation

Next comes the first-day orientation, an important step where the new employee is introduced to the company’s mission, values, culture, and policies. It’s also time to complete tasks such as offering ID cards, setting up email access, and giving an office tour to ensure they feel welcome and ready to start.

Role focused training

After the first day, new employee are trained for their specific role. They are given thorough instruction via guides, practice sessions, watching team members, or online courses. This develops the skills and information required to perform their work confidently and efficiently.

Introduction to Workplace Policies

In this process, new employees learn about the company’s rules, how to follow the regulations, code of conduct, data security, and other daily work guidelines. An overview of company policies is very important for new hires.

Goals and Expectations

It’s also essential to set clear goals and expectations. Managers and team leaders take the time to align on what success looks like, define short- and long-term objectives, and establish performance milestones. This clarity helps eliminate confusion and keeps the new hire motivated and focused.

Digitals Tools

Additionally, the employee is introduced to the digital tools and platforms they’ll use regularly—such as HR portals, communication apps, task management systems, and project tracking software. At the same time, they get to know their teams and stakeholders through one-on-one meetings, group interactions, or informal introductions.

Post several weeks

A good onboarding doesn’t happen overnight. Onboarding usually takes weeks or months to help new hires settle in, build confidence, and feel genuinely part of the team. This gradual approach builds trust, strengthens collaboration, and improves retention.
In short, onboarding is more than just training a new hire—it’s about making them feel part of the company.

Is Your New Employee Onboarding Process Outdated?

Many companies still rely on old-fashioned paperwork and manual checklists, with little communication. This can lead to:

• New employees feeling lost or unsure
• HR forgetting key steps
• Delays in getting started
• A poor first impression of the company

Now, look at some real challenges employers face when onboarding:

Common employee Onboarding Challenges

• Delays in Manual KYC and Compliance
  When KYC and compliance are handled manually it results in things slowing down. Manual KYC and compliance are error-prone tasks and can be frustrating for both HR and the new hire. In a digital age, using traditional methods makes everything more complicated than it needs to be.
• Document Collection
  Asking new hires repeatedly for documents like IDs or certificates takes time and makes the process seem messy. Losing or mixing up papers causes errors and slows things down even more.
• Disconnected Applicant Tracking
  Using spreadsheets to manage applications? Without a proper Applicant Tracking System (ATS), important candidate information can be lost, interviews may be missed, and follow-ups may be delayed. This slows down hiring and lowers the quality of new employees.
• No Real-Time Progress Tracking
  If your HR team can’t easily see what stage an employee is in during onboarding—what documents they’ve submitted, which training they’ve completed, or what tasks are pending—you’re likely working without visibility or control.
• Learning & Development
  Throwing generic training materials at every new hire doesn’t work. Without a structured learning and development plan, employees take longer to become productive and feel less engaged from day one.
• Not Ready for Remote/Hybrid Work
  With more companies going hybrid or remote, traditional onboarding no longer cuts it. Onboarding documents, welcome kits, and training materials must be accessible digitally for a seamless remote experience.

Now that we’ve seen where things often go wrong, it’s time to focus on doing it right. Let’s look at what makes a great onboarding checklist.

What Does a Great Employee Onboarding Checklist Look Like?

Here’s a simple and effective employee onboarding checklist every HR should consider:

Before Day 1

• Send a welcome email and joining instructions.
• Digitally collect documents (PAN, Aadhar, etc.).
• Assign a buddy (a coworker assigned to support a new employee) or mentor.
• Set up work tools and access credentials.

Day 1

• Introduce the team.
• Explain the company’s mission, vision, and values.
• Assign a buddy (a coworker assigned to support a new employee) or mentor.
• Walkthrough of roles, responsibilities, and KPIs.
• Onboarding lunch or informal interaction.

First Week

• Product/service training.
• Department overviews.
• Goal-setting session with the manager.
• Compliance policies (PF, ESI, tax declarations).

First Month

• 1:1 feedback check-ins.
• Role-specific skill development.
• Performance benchmarks.

First 90 Days

• Continuous learning plans.
• Performance review.
• Confirm employment and gather feedback.

Top Reasons to Automate Your Employee Onboarding Process

Manual onboarding wastes time and creates inconsistent experiences. The right employee onboarding software lets you easily.

• Automate document collection and profile setup.
• Track checklist progress.
• Assign and notify stakeholders.
• Digitally integrate with payroll, attendance, and compliance tools.

Cloud-based HR software offers comprehensive onboarding features that simplify the process and enhance compliance and the new hire experience—making it especially effective for hybrid and remote teams.

Boost Employee Onboarding with TankhaPay

What if you could eliminate the above inefficiencies with a single, streamlined platform? Tankha is a modern, cloud-based HRMS platform built with real onboarding challenges in mind. Its employee onboarding features are designed to empower HR teams, engage new hires from day one, and ensure compliance without the hassle of paperwork. All the reasons for automating your onboarding process point to one clear answer—TankhaPay offers everything you need in a single, efficient platform.

Here’s how TankhaPay simplifies the employee onboarding process:

Digital KYC & E-Signatures

No more email back-and-forth or manual verifications. TankhaPay uses digital KYC and e-signatures to make submitting documents safe, quick, and easy to track.

Document Management

All necessary documents—from offer letters to tax declarations—are uploaded, stored, and organised in one place. HR teams can track submissions in real time and send automated reminders.

Learning & Development

Support continuous growth by offering targeted training, monitoring progress, collecting feedback, and maintaining a clear record of employee development and achievements.

Built-in Applicant Tracking System (ATS)

TankhaPay includes an integrated ATS, allowing seamless transitions from hiring to onboarding: no data loss, no double entry.

All types of Employee Onboarding

It simplifies the onboarding of remote, hybrid, or full-time employees. Everything is managed on a single platform, from digital document collection to real-time progress tracking. New hires can complete KYC, submit forms, and access training materials from anywhere. HR teams gain complete visibility into each stage, ensuring a smooth and compliant onboarding experience, no matter the work setup.

Real-Time Progress Dashboards

HR can monitor onboarding progress with checklists, timelines, and alerts—always knowing what’s completed and pending.

HR Letters

Create, manage, and send essential HR letters easily—all from one centralised platform. Whether it’s offer letters, appointment letters, confirmation letters, or relieving documents, streamline the entire documentation process with pre-approved templates and digital signatures. Ensure consistency, save time, and maintain compliance while reducing manual effort and paperwork.

Did You Know? Poor Employee Onboarding Costs More Than You Think

Research shows that nearly 1 in 5 employees quit within the first 45 days. Moreover, replacing an employee can cost a company 6 to 9 months’ salary, factoring in recruitment, training, and lost productivity.

These aren’t just numbers—they reflect the real consequences of ineffective onboarding. When new hires feel lost, unsupported, or disconnected from day one, they’re far more likely to leave early. Every early exit disrupts workflow, lowers team morale, and drains company resources.

Conversely, a structured and engaging onboarding process builds confidence, reduces ramp-up time, and lays the foundation for long-term success. Companies with strong onboarding processes see 82% higher new hire retention and 70% greater productivity.

Proper employee onboarding directly impacts:

• Time to productivity-New hires hit the ground running faster.
• Job satisfaction –Clear expectations and early support boost morale.
• Employee engagement-Engaged employees are more loyal and motivated.
• Organisational reputation-A smooth onboarding experience improves employer branding.

Today, when every hire is essential, onboarding must be a top priority—not something to overlook.

Conclusion: Employee Onboarding is the Beginning of Belonging

A strong new employee onboarding process isn’t just about ticking boxes. It’s about welcoming new hires into your culture, equipping them with the right tools, and enabling them to deliver value from day one.

Platforms like TankhaPay make this not only possible but seamless. With features built for the challenges of today’s workforce—remote onboarding, digital documentation, role-specific workflows—TankhaPay turns onboarding into an experience that employees remember for the right reasons.

Ready to transform your onboarding journey? Visit TankhaPay and discover how you can simplify and scale onboarding with confidence.

For a seamless post-onboarding experience, integrating with a reliable Payroll Software India ensures accurate salary processing and compliance from day one.

Frequently Asked Questions