What is an onboarding app? Your essential guide

Defining an "onboarding app"

An onboarding app is a digital tool that helps make the new hire process smoother, more engaging, and more structured. It presents all the essential information needed during onboarding in a clear and interactive manner. In addition to texts and documents, you can easily incorporate videos, quizzes, and feedback questions into the app.

New employees can access the necessary information and resources remotely. This also makes it simple to share content before their first day.

The term “onboarding app” is often generic since there are different types of apps. Most commonly, for example, are native apps and web apps. Let’s explore the differences between them.

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What's the difference between a "native" and "web" app?

In today’s digital age, there are multiple ways to access an onboarding process, such as through native apps or web apps. They both share the same general benefits of onboarding, but are significantly different in their approach. So what’s the difference between them? 

A native app is designed to be downloaded onto a device, allowing full access to device features such as the camera, microphone, contacts, GPS, and more. This allows for features like push notifications, and sending direct notifications to your device. Native apps are most commonly downloaded into smartphones and tablets.

On the other hand, web apps are often just websites disguised as apps. They are accessed through online browsers and look just like native apps only without the device features. Web apps always require an internet connection.

A popular example is the difference between WhatsApp and WhatsApp web. The native app offers a full range of features, including voice and videocalls on smartphones. While the web app, accessed via a browser, lacks some features. Both provide the same messaging service but with different capabilities.

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The benefits of a native app

Choosing a native app provides clear benefits. They are optimized for specific systems like iOS and Android, making them fast and user-friendly. Plus, they offer better animations and graphics, which is great for gaming. Native apps can access device features like the camera and GPS for advanced functions and usually work without the need of an internet connection.

Moreover, native apps are more secure, stable, and have fewer bugs or compatibility issues since they’re built for one platform. They're easy to update through app stores, ensuring simple distribution and easy discovery in Google Play or the App Store. Plus, they typically have a longer lifespan through consistent updates.

Below is a summary of the main differences between “native” and “web” apps:

Appical is a rare onboarding app that offers both! Users can easily switch between a native- or web-app format depending on their preferences. This is extremely convenient because when you use Appical, you get all the benefits! Generally, we find that new employees prefer the native app, while editors prefer to use the web app for managing content."

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What are the benefits of an onboarding app?

Above all, onboarding apps are the tool to get your onboarding right. Having trouble with employee retention, engagement, or productivity (or all of them)? Onboarding apps are a great way to deliver strong onboarding experiences that will make a major difference on these pain points. 

Let’s go over the benefits of onboarding apps (both web and native apps):

1. Flexible accessibility

Share information with your new hire before Day 1, even before they have access to the company’s internal systems! Apps allow your new hires to continue their onboarding process on-the-go. Whether they’re drinking their morning coffee, waiting for public transport, or simply on their lunch break, new hires are no longer restricted to staying at a desk to complete their onboarding. 

This flexibility is especially beneficial for people who don’t work in an office. For example, delivery or field workers who are not tied to an office desk are still able to access an onboarding app from anywhere.

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2. Single access point for all information and resources

No more scrambling through PDFs and videos scattered everywhere; a digital onboarding app puts everything in one place. For new hires, this means they can easily find all the information and resources they need without getting lost. It also ensures that everyone has access to the same foundational information. For HR, it streamlines the process by reducing the time spent answering repetitive questions and searching for information.

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3. Less information overload

Onboarding apps gradually release information. For example, when an employee completes their first day, week, or month. This can also happen after completing other information in an organized order. This way, new hires get the right info at the right time without feeling overwhelmed. 

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4. Analytics & insights to track progress

Easily track an employee’s onboarding process through dashboards. If you notice someone is off track, apps give you insights into how you can support them. Apps also provide insights into onboarding KPIs, giving you an idea of how successful your onboarding actually is. These data-based insights help you identify any room for improvement.

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5. Automate repetitive tasks

An onboarding app can automatically take care of repetitive admin tasks, like document collection, task assignments, and frequently asked questions. For HR, this means less time spent on paperwork and data entry and more time to focus on the new hire. It also helps with compliance by automatically tracking completed documents and information, making sure everything meets legal requirements.

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6. Consistent onboarding for every new hire

With a digital app, every new hire gets the same basic information, resources, and enjoyable process. This creates a consistent experience, so no one misses important details and everyone starts equally. For HR, it simplifies things by keeping everything uniform and making sure all employees have a reliable onboarding process. For example, aligning everyone with company expectations, culture, and procedures.

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7. Personalise the onboarding process

Personalisation gives new hires relevant information about their specific role, department, or location. For example, a new employee from a different city can be tagged with content about the building layout and facilities, public transportation, or lunch options in the area.

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8. Interactive & engaging experience

Onboarding apps offer interactive experiences that keep new hires actively engaged with the onboarding process. Features like gamification (quizzes, points, rewards), audiovisual content (videos, Spotify lists), and social connection (messaging) make the experience more enjoyable for the employee. 

Making the onboarding experience fun and creative is key to keeping new hires engaged! When it’s enjoyable, they’re more likely to remember the info, stay motivated, and be productive. Plus, since much of the preboarding phase takes place during your new hires' free time, it's important to include some fun elements.

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9. Integration with the systems you use every day

Streamline your workflow by linking Appical with your existing HRIS, ATS systems, or other software solutions. This integration not only helps maintain your established processes but also reduces repetitive data entry and enables automatic actions. 

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10. Scalable & ready for growth

A digital onboarding app is designed to handle an increasing number of new hires, making it ideal for organizations expecting growth. It manages complex onboarding tasks efficiently and can adapt to changing needs without slowing down or losing quality.

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11. Feedback & Improvement

Onboarding apps simplify getting real-time feedback. Feedback features like Likert scales and open-ended questions allow employees to share their experiences openly. This helps HR teams identify issues and improve the process.

So now you know what an onboarding app is, the difference between a web app and native app, and the key benefits behind using an app. Let’s look at a successful case study of an onboarding app.

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Case study: How has Appical helped the Dutch Ministry of Defence? 

The Dutch Ministry of Defence uses Appical's onboarding app to reduce dropout rates among military personnel at the beginning of their training. Their goal is to better prepare soldiers, keep them enthusiastic, and retain more recruits.

The app balances general and personal information, with about 20% customised for each new hire. For instance, this could include details on where to report on their first day, what to expect during their training, and the traditions associated with their assigned unit.

Due to the project's success, it’s expanding across the entire organization.

Read the full case study here. 

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Wrapping up

In summary, onboarding apps help new hires seamlessly integrate into their new workplaces by creating a structured and efficient onboarding process. In doing so, onboarding apps help boost employee engagement, increase productivity, and improve retention rates. These tools help simplify onboarding in a way that is beneficial to both the new hire, and their company.