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Use case · Digital onboarding

Employee onboarding: new hires should master your applications in their first week.

New hires, internal moves, seasonal staff, contractors: every newcomer has to learn the CRM, the ERP or the HRIS while learning the job. The training session happens once a quarter; new starters arrive every Monday.

Book a demoFollow the journey
K-Studio
Exercise 1 of 6Score 100%
Simulation
TaskModuleStatus
Create a quoteModule 3Locked
Find a customerModule 1To do
Log in to the CRMHomeDone
Book an appointmentModule 2Coming up
Customer record · Ms DurandBook a meeting
Customer no.C-204417StoreLyon Part-DieuLast contact12 SeptemberNext stepBook an appointment · module 2
iYour turnWelcome Léa: your day-1 path starts now.!AlmostThe quote comes later: find the customer first.✓Well doneLet’s go: open the Durand customer record.
500new advisers to train every year on OMEGA at Orange
3,000staff trained every year at GNFA, with a certifying course
−55 %in training costs for 17,000 Workday users at a global wine and spirits leader
The short answer

How do you get digital employee onboarding right?

By making the onboarding process a path through the applications, at three moments.

Day 1 · K-STUDIO

Practise before getting access

A path on a replica of the tools, playable from day one, with no session to wait for.

Week 1 · K-NOW

Guide the first real tasks

Help appears in the application the moment the new hire hesitates.

Month 1 · K-VALUE

Track the path to autonomy

Who gets stuck, on which screen, and which module to offer next.

The problem

HR onboarding is ready. Software onboarding rarely is.

The onboarding process covers the contract, the badge and the team welcome. Learning the applications often depends on whichever colleague is free and on documentation written for the previous version.

×Improvised onboarding
  • A training session scheduled around the trainer’s calendar, not around start dates.
  • A buddy colleague who trains on time they don’t have.
  • Static documentation, out of date at the first tool update.
  • Data entry errors found weeks later by quality control.
✓Digital onboarding
  • A path on a replica of the tools: this is how Orange trains 500 new advisers a year.
  • Replayable training on the first day, with no session to wait for.
  • In-app guidance for the first real tasks: 41 guided procedures in Workday at RATP.
  • Cohort tracking: you see who is stuck before the error reaches quality control.
What the numbers say

Onboarding is where a new hire’s productivity is won or lost.

12 %of U.S. employees say their company does a good job of onboarding.Gallup, “8 Practical Tips for Leaders for a Better Onboarding Process”, 2021
12 monthsis how long new employees typically take to reach their peak performance potential.Gallup, same publication
500new users to train every year on a single adviser application at Orange.Orange success story · OMEGA
In Workday

RATP guides its employees step by step in Workday.

Before using the HRIS, employees practise 13 simulated procedures. Once in Workday, 41 procedures are guided live, from onboarding tasks to everyday requests.

13 exercises

Procedures replayed before the first login.

41 walkthroughs

For live procedures, on the relevant screen.

HomekSTEP 1 / 3Open your onboarding tasks.My tasksTeamTime offPay
Onboarding · task 3 of 7Submit
ContractSigned ✓Badge and equipmentReceived ✓Emergency contactkSTEP 2 / 3Enter your emergency contact.kSTEP 3 / 3Finish with your bank details.Bank detailsRequiredManagerPaul Martin
OrangeOMEGA500new advisers trained every year

A simulated training system, always ready

30 business processes replicated for 5,000 advisers.

Read the success story → GNFACertifying course3,000staff trained every year

A mandatory path, updated every year

Updated as regulations change, without rebuilding the course.

Read the success story → Wine & spiritsWorkday17 000Workday users supported

32 languages, one path

55% lower training costs.

Read the success story →

See also:employee onboardinguser onboardingthe HRIS

The software onboarding process

Three steps between arrival and autonomy.

On day one, the new hire explores the screens with no risk. In week one, they complete their first real tasks with guidance. After a month, the manager needs to know what has been learned and what hasn’t. Each step needs its own support.

The method

Four steps for a digital onboarding process.

Design the path by role

Applications, tasks and learning order: day 1, week 1, month 1.

Practise before access

A K-STUDIO path on a replica of the tools, available from day one.

Guide the first tasks

K-NOW shows help in the application, the moment people hesitate.

Track autonomy

K-VALUE shows, cohort by cohort, what still needs to be learned.

By software

Your new hires’ applications are already supported.

The method doesn’t depend on the vendor. See what changes for each solution.

WorkdayWorkdayOnboarding tasks, time off and everyday HR requests.Workday adoption → SalesforceSalesforceThe CRM new salespeople must master fast.Salesforce adoption → SAPSAP S/4HANAOrders, purchasing and finance for new back-office staff.SAP adoption → MicrosoftDynamics 365ERP and CRM built into the Microsoft environment.Dynamics 365 adoption →
The solutions

From day one to autonomy.

K
K-STUDIOApplication simulator

An onboarding path that’s always ready.

A replica of the tools to practise from day one, with no training environment to maintain.

Explore K-STUDIO→
  • Cloned screens, anonymised data
  • PC, tablet and mobile
  • Role-based paths
  • Skills assessment
K
K-NOWDigital adoption platform

Guide the first real tasks.

In-app walkthroughs and messages, targeted at new hires.

Explore K-NOW→
  • Contextual step-by-step walkthroughs
  • Messages targeted by user group
  • Multiple languages
  • Updates without a release
K
K-VALUEDigital adoption analytics

Know when a new hire is autonomous.

Metrics by cohort and by screen to adjust the path.

Explore K-VALUE→
  • Usage screen by screen
  • Abandoned journeys
  • Cohort comparison
  • Long-term tracking
FAQ

Employee onboarding: your questions.

What is digital employee onboarding?
It is the part of the onboarding process that happens in and on the tools: discovering the applications, practising on them, then completing the first real tasks with the right help. See our definition of user onboarding.
What are the steps of a software onboarding process?
Three steps: a path on a replica of the applications from day one, in-app guidance during the first real tasks, then a check on autonomy after a month to offer the right follow-up.
How do you train a new hire on business software without a trainer?
With a replayable simulation: the new hire practises on a replica of the screens, with no access or training environment needed. Orange trains 500 new advisers a year on OMEGA this way with K-STUDIO.
Employee onboarding or user onboarding: what is the difference?
Employee onboarding covers the whole HR integration: contract, welcome, culture. User onboarding is about getting to grips with the applications. The two work together; see employee onboarding.
How do you onboard seasonal staff, temps or contractors?
With a short path, playable on mobile and in their language, then guidance on the tasks they actually perform. A global wine and spirits leader supports 17,000 Workday users in 32 languages this way.
How long does employee onboarding take?
Gallup estimates that new employees typically take around 12 months to reach their peak performance potential. Getting to grips with the tools has to happen in the first weeks so that it doesn’t hold everything else back.
What should employee onboarding software do for business applications?
Let new hires practise before they get access, guide their first real tasks in the application and show managers who is stuck. That is the combination of K-STUDIO, K-NOW and K-VALUE.
How do you measure onboarding success?
Through tool usage rather than training attendance: completed modules, screens where new hires get stuck, errors avoided. K-VALUE tracks these metrics by cohort.
Your digital onboarding

Show us a new hire’s first day, we’ll show you their path.

A CRM, an HRIS, an ERP: we start from your new hires’ real screens to show you their onboarding path, their guidance and their tracking.

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