Chatbots for Onboarding: Features, Benefits, and How to Choose the Right One

Imagine it’s your new hire’s first day, and they’re eager to start strong. They have questions about setting up their accounts, completing compliance forms, and finding their way around the organization—but HR is swamped, onboarding documents are scattered, and responses are delayed.

For scaling businesses in fast-paced industries like SaaS, EdTech, and E-commerce, this scenario is all too common. Traditional onboarding methods often fail to provide the immediacy, consistency, and scale needed to make new employees feel supported. This is where AI-powered chatbots step in.

Chatbots revolutionize onboarding by automating repetitive tasks, delivering consistent communication, and offering 24/7 support. They provide instant answers to questions, guide new hires through workflows, and help HR teams focus on strategic activities. For companies experiencing rapid growth, chatbots can be the difference between a smooth onboarding process and one riddled with inefficiencies.

To help you identify the best chatbot for your onboarding needs, we’ve summarized key details about the top vendors in this category. Each solution brings unique strengths, from customizable general-purpose platforms to HR-specific automation tools. Use this chart to quickly compare their focus, suitability, and pricing before diving into the in-depth analyses.

Vendor	Description	Best For	Pricing
Jotform AI Agents	AI agents built on Jotform’s form and workflow platform. Strong for document collection and task-driven onboarding.	SMBs needing fast setup and structured onboarding	Included with select Jotform plans
CustomGPT.ai	A general-purpose chatbot that can be configured for onboarding workflows. Ideal for companies needing flexibility.	Flexible, configurable solutions	Premium plan: $449/mo. Enterprise plan available.
Microsoft Copilot	AI assistant embedded in Microsoft 365 that can surface onboarding resources and answer internal questions.	Microsoft-centric organizations	Included with Copilot licenses
Leena AI	HR-specific automation tool with robust HRIS integration. Great for HR departments looking for end-to-end automation.	HR departments needing automation	Custom (Contact Vendor)
LiveChat	Hybrid chatbot/live-agent solution offering real-time support. Best for businesses requiring live fallback.	Organizations with live support needs	Business plan: $59/agent/mo.

Note: While we strive to provide the most up-to-date information, we make no representations or warranties of the completeness or accuracy of this information. Always contact the vendor directly for their offerings and pricing.

To recommend the best chatbot solutions for onboarding, HR Launcher Lab evaluates vendors using the following criteria:

1. Configurability: Can the chatbot be customized to align with unique onboarding workflows, company policies, and branding?
2. HRIS Integration: Does it integrate with platforms like Workday, SAP SuccessFactors, or Oracle HCM to streamline data flow?
3. Ease of Use: How intuitive is the platform for HR teams to implement and manage, even without technical expertise?
4. Scalability: Is the chatbot capable of supporting large hiring cohorts or rapid business growth?
5. Support Features: Does it offer real-time support or escalation options for complex queries?
6. Cost Efficiency: Does the pricing structure deliver value for businesses in their scaling phase?
7. Industry Fit: Is the solution well-suited for industries like SaaS, HealthTech, or E-commerce, where agility and precision are key?

1. Jotform AI Agents

Jotform AI Agents extend Jotform’s form and workflow platform with conversational AI. For onboarding, they act as guided assistants that walk new hires through required steps, collect information, and route submissions without requiring an HRIS or complex setup. Because many HR teams already use Jotform for onboarding paperwork, these agents fit naturally into existing processes.

Key Features:

• Conversational onboarding tied directly to forms and approvals
• Automated document collection and acknowledgments
• Workflow routing and notifications to HR or managers
• Easy customization without technical expertise
• Secure data handling and audit-friendly records

Use Cases:

• Collecting new hire paperwork (tax forms, direct deposit, policy acknowledgments)
• Pre–day one onboarding data collection
• Guided onboarding checklists with completion tracking
• Routing completed forms to HR or payroll
• Compliance-friendly documentation storage

Best For:

SMBs and scaling teams that want structured, form-driven onboarding without investing in a full HRIS.

CustomGPT.ai is a flexible, general-purpose chatbot that can be configured to support onboarding workflows. While not exclusively built for HR, its versatility allows companies to tailor it to their specific needs, from answering FAQs to guiding new hires through processes like document submission and system setup

• Customizable Workflows: Configure the chatbot to reflect company policies and processes.
• Knowledge Base Integration: Access internal resources for accurate and consistent answers.
• Multichannel Support: Deploy across websites, intranets, or messaging platforms like Slack.
• Scalability: Handles onboarding for large cohorts without performance issues.

• FAQs Management: Automate answers to common questions such as “How do I access my employee portal?”
• Document Sharing: Provide onboarding documents like tax forms or employee handbooks.
• Task Guidance: Walk new hires through processes like setting up accounts or completing compliance training.

Organizations looking for a flexible chatbot solution that can be customized to support onboarding and other HR processes.

Microsoft Copilot functions as an internal AI assistant embedded across Microsoft 365. While not a traditional onboarding chatbot, it increasingly plays a role in onboarding by helping new hires and managers find information, understand policies, and navigate internal resources stored in SharePoint, Teams, and OneDrive.

• Natural language Q&A using internal Microsoft 365 content
• Embedded directly in Microsoft Teams and Office apps
• Access to policies, handbooks, and internal documentation
• No separate chatbot deployment required
• Enterprise-grade security and permissions

• Answering “Where do I find…” onboarding questions
• Clarifying policies and procedures from internal documents
• Supporting managers with onboarding-related questions
• Reducing HR inbox volume for basic requests
• Enabling self-service onboarding inside Teams

Organizations already standardized on Microsoft 365 that want lightweight, low-effort onboarding support.

3. Leena AI

Leena AI is a comprehensive employee experience platform tailored for HR. It specializes in automating repetitive HR tasks, including onboarding workflows, and integrates deeply with HRIS systems for seamless data flow.

• HRIS Integration: Sync with platforms like Workday or SAP SuccessFactors to streamline data management.
• Task Automation: Automate processes like benefits enrollment, compliance training, and document submission.
• Role-Specific Journeys: Tailor onboarding workflows to specific roles, departments, or locations.
• Analytics and Reporting: Track onboarding progress and identify bottlenecks with actionable insights.

• Automated Task Management: Guide new hires through completing tasks like enrolling in benefits or accessing internal systems.
• Compliance: Ensure employees complete mandatory training and documentation.
• Onboarding Feedback: Collect insights from new hires about their onboarding experience.

HR departments needing an all-in-one onboarding and automation platform with deep integrations and advanced analytics.

4. LiveChat

LiveChat combines chatbot automation with live-agent support, making it a versatile tool for onboarding. It is particularly useful for companies that need immediate human fallback for complex queries while still automating common tasks.

• Hybrid Support: Chatbot automation with live-agent escalation for complex questions.
• Real-Time Responses: Provide instant answers to onboarding-related queries.
• Customizable Bots: Design onboarding workflows to handle common HR tasks.
• Multi-Platform Support: Operates across websites, apps, and internal communication platforms.

• Real-Time Support: Address new hire concerns quickly, with human fallback for unresolved issues.
• Interactive Guidance: Walk employees through onboarding steps like setting up accounts or accessing portals.
• Document Distribution: Share onboarding materials directly through the chatbot.

Companies needing a mix of automation and human support to ensure smooth and responsive onboarding.

How Chatbots Are Used in Onboarding

Onboarding chatbots are powerful tools that enhance the experience for both HR teams and new hires. By automating routine tasks, delivering instant support, and tailoring onboarding journeys, chatbots ensure employees feel supported and engaged from day one. These tools help HR teams save time, reduce errors, and provide a consistent experience, regardless of company size or growth stage.

Here are some ways that chatbots may be configured to streamline the onboarding process.

Chatbots can handle repetitive questions, such as:

• “What is the dress code?”
• “Where can I access my benefits information?”
• “What should I bring on my first day?”

This reduces the burden on HR teams, ensuring new hires get accurate and timely answers around the clock.

Chatbots can distribute essential resources directly through the chatbot interface, such as:

• Employee handbooks
• Tax forms and direct deposit forms
• Compliance documents

By centralizing document access, chatbots eliminate confusion and make it easy for new hires to find what they need.

Chatbots can walk new hires through critical onboarding steps, including:

• Setting up accounts for internal systems (e.g., email, project management tools).
• Completing compliance training or orientation modules.
• Providing checklists for first-day activities.

This ensures employees complete tasks efficiently, improving their confidence and reducing onboarding delays.

Customize onboarding journeys for different roles, departments, or locations. For example:

• Engineers might receive guidance on accessing development tools and documentation.
• Sales teams could be directed to CRM training materials and onboarding sessions.
• Remote workers might be given specific checklists for setting up their home office.

This personalization makes the onboarding process more relevant and engaging.

Chatbots can be programmed to check in with new hires and collect feedback on their onboarding experience. For example:

• “How easy was it to complete your onboarding tasks?”
• “Do you have any unanswered questions or concerns?”

This allows HR teams to identify pain points, improve processes, and ensure new hires feel heard.

By automating these core aspects of onboarding, chatbots create a seamless, stress-free experience for employees and HR teams alike. They enable businesses to scale their onboarding processes while maintaining consistency, boosting new hire satisfaction, and ensuring every employee feels welcomed and informed.

Most vendors like Landbot and LiveChat offer tiered pricing based on:

• Number of Users: Costs scale with the number of employees being onboarded.
• Features Required: Advanced features like HRIS integration or analytics are included in higher tiers.
• Channels Supported: Multi-platform deployment may incur additional charges.

Examples:

• Landbot: Starts at $39/month for basic features.
• LiveChat: Starts at $19/month for core functionality.

Vendors like CustomGPT.ai and Leena AI offer tailored pricing based on:

• Company size and volume of new hires.
• Complexity of required customizations and integrations.
• Additional features such as multilingual support or analytics.

Choosing the right chatbot for onboarding depends on your organization’s specific needs and goals. Here are the key factors to keep in mind:

1. Customizability: Ensure the chatbot can be tailored to reflect your onboarding workflows, company policies, and branding.
2. Integration Capabilities: Look for seamless integration with your existing HR systems, such as Workday, SAP SuccessFactors, or Oracle HCM, to streamline processes.
3. Ease of Use: Select a solution that is intuitive for HR teams to set up and manage, especially if you lack technical expertise.
4. Scalability: Consider whether the chatbot can handle onboarding for multiple hires simultaneously, especially during periods of rapid growth.
5. Support Features: Decide whether your team needs hybrid support options, such as live-agent fallback, for complex or sensitive queries.
6. Analytics and Insights: Evaluate whether the chatbot offers analytics to track onboarding progress and identify areas for improvement.
7. Cost Efficiency: Align the features and benefits with your budget, ensuring the solution provides value for money as your business scales.

By focusing on these factors, you can select a chatbot that enhances the onboarding experience for your new hires while optimizing HR efficiency.

While integrating a chatbot with an HRIS (Human Resource Information System) offers automation and seamless data flow, not all businesses require this level of connectivity. For smaller companies or those with simpler onboarding needs, chatbots can still deliver significant value as standalone tools. Here’s how you can effectively use a chatbot without HRIS integration:

1. Manual Configuration of Onboarding Workflows:
   • Upload static resources like employee handbooks, compliance documents, and training schedules directly to the chatbot’s platform.
   • Program the chatbot with answers to common onboarding questions (e.g., “Where do I find the employee portal?” or “What is the dress code?”).
   • Create structured, role-specific workflows manually within the chatbot interface.
2. Automated But Non-Integrated Processes:
   • The chatbot can collect essential data (e.g., emergency contacts, preferred benefits options) from new hires and send it to the HR team via email or exportable files.
   • Provide step-by-step instructions for common onboarding tasks, like setting up internal accounts or navigating company systems, without relying on HRIS data.
3. Feedback Collection:
   • Chatbots can engage new hires to collect feedback about their onboarding experience. For instance:
     • “How easy was it to complete your onboarding tasks?”
     • “Do you have any suggestions for improving our process?”
   • Responses can be exported or reviewed manually by HR for actionable insights.
4. Multi-Platform Deployment:
   • Deploy chatbots on platforms like Slack, your company website, or email to make them easily accessible to new hires. These platforms allow chatbots to function as centralized support tools even without back-end integrations.

• Cost-Effectiveness: Avoids the need for complex integrations while still automating repetitive tasks.
• Flexibility: Ideal for small companies or businesses not ready to invest in HRIS systems.
• Ease of Use: HR teams can manually manage workflows and update chatbot content without needing technical expertise.

• Personalization: Without syncing to HRIS data, workflows cannot automatically adapt to the employee’s role, department, or start date.
• Task Automation: Processes like syncing completed forms or assigning specific training modules will require manual intervention.
• Centralized Tracking: HR teams will need to track onboarding progress manually rather than relying on automated updates.

Pro Tip: If you’re considering future integration, choose a chatbot platform that allows for scalability and integration with HRIS systems down the line. This way, you can meet your immediate needs without limiting future growth.