Can I use a chatbot without integrating it with an HRIS?

Yes, chatbots can be used effectively for onboarding without HRIS integration. While integration streamlines data flow and automates personalization, standalone chatbots can still handle many onboarding tasks, including: Sharing static resources like employee handbooks and compliance documents. Guiding new hires through workflows such as setting up email accounts or completing forms. Collecting data (e.g., emergency contacts) and sending it to HR manually. Gathering onboarding feedback through surveys. Although you’ll miss out on automated syncing and role-based personalization, standalone chatbots are ideal for smaller companies or those not ready for full HRIS integration. Choose a scalable chatbot platform that allows for future integration if your needs evolve.

How long does it take to deploy a chatbot?

The deployment timeline varies depending on the chatbot platform: No-Code Platforms (e.g., Landbot): These solutions are user-friendly and can often be deployed within a few hours to a few days. For example, HR teams can use drag-and-drop tools to set up FAQs and onboarding workflows without needing technical skills. Customizable Solutions (e.g., CustomGPT.ai): These require more time, typically a few weeks, as they involve configuring integrations, creating role-specific workflows, and customizing responses to match your company’s processes. To speed up deployment, prepare your onboarding workflows, FAQs, and required integrations in advance. Work closely with the vendor’s support team to ensure a smooth setup.

Are onboarding chatbots secure?

Reputable chatbot vendors prioritize data security and comply with industry standards such as GDPR (General Data Protection Regulation) or SOC 2 (Service Organization Control 2). This ensures: Employee data, like personal information or login credentials, is encrypted and protected. Chat logs are securely stored and only accessible by authorized personnel. Data privacy policies comply with regional regulations. Before selecting a vendor, ask about their security protocols, certifications, and compliance with relevant laws. You should also review how they manage data storage, access, and retention.

Do these chatbots integrate with existing HR systems?

Yes, some chatbots can integrate with popular HRIS platforms like Workday, SAP SuccessFactors, and Oracle HCM. These integrations allow the chatbot to: Pull employee-specific data (e.g., job title, department, start date) to personalize onboarding workflows. Automate administrative tasks like updating records or scheduling compliance training. Share completed tasks or forms with your HR system for tracking and compliance. To enable integration, confirm whether your HRIS platform supports API connections, and work with the vendor to configure data flows between systems. Contact the vendor directly to confirm their requirements.

What happens if a chatbot cannot answer a question?

If the chatbot encounters a query it cannot handle, hybrid solutions like LiveChat automatically escalate the question to a human representative. For instance: If a new hire asks, “How do I access a specialized software tool that isn’t covered in the FAQ?” the chatbot might respond with, “I’m transferring you to an HR representative who can help with this.” This process ensures new hires are never left without support. You’ll need to configure escalation paths within the chatbot system and train your HR team to handle escalated queries efficiently.

Can these chatbots handle role-specific onboarding workflows?

Yes, many chatbots, such as Leena AI and CustomGPT.ai, can be configured to provide role-specific onboarding workflows. This means the chatbot can deliver tailored content and tasks based on an employee’s role, department, or location. For example: A software engineer might be guided through setting up their development environment, accessing technical documentation, and completing relevant compliance training. A sales representative might receive training on the company’s CRM system, links to sales pitch resources, and a schedule for shadowing senior sales staff. These workflows ensure each new hire gets the information and tools they need to succeed in their specific role. To set this up, you’ll typically need to map out role-specific onboarding steps and input them into the chatbot’s configuration.

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

11 min read

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.

Top Onboarding Chatbot Vendors #

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
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.
Landbot	No-code platform for creating conversational workflows. Perfect for HR teams prioritizing ease of setup.	Easy-to-use solutions	Business plan: $450/mo.
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.

How HR Launcher Lab Chooses the Best Chatbots #

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

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

In-Depth Chatbot Overview #

1. CustomGPT.ai #

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

Key Features: #

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.

Use Cases: #

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.

Best For: #

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

Visit CustomGPT.ai

2. Landbot #

Landbot is a no-code platform designed for creating conversational workflows. While not exclusive to HR, its ease of use and versatility make it an excellent choice for HR teams seeking to automate onboarding tasks without the need for technical expertise.

Key Features: #

Drag-and-Drop Builder: Simplify the creation of onboarding workflows with a visual interface.
Interactive Forms: Gather essential information such as emergency contacts or tax details through chat-based forms.
Custom Branding: Design chatbots that align with your company’s branding.
Multichannel Deployment: Launch chatbots on websites, WhatsApp, or Slack.

Use Cases: #

Task Automation: Help new hires complete first-day tasks, such as setting up systems or filling out forms.
Engagement: Provide interactive onboarding experiences to keep new hires engaged.
Feedback Collection: Gather onboarding feedback via conversational surveys.

Best For: #

SMBs and HR teams prioritizing ease of use and quick deployment of onboarding workflows.

Visit Landbot

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.

Key Features: #

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.

Use Cases: #

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.

Best For: #

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

Visit Leena.ai

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.

Key Features: #

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.

Use Cases: #

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.

Best For: #

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

Visit LiveChat

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.

FAQs Management #

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.

Document Sharing #

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.

Task Guidance #

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.

Role-Specific Workflows #

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.

Feedback Collection #

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.

Why These Use Cases Matter #

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.

How Pricing Works for Chatbots #

Subscription-Based Pricing #

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.

Custom Pricing #

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.

Top Considerations When Selecting a Chatbot for Onboarding #

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

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

Using Chatbots Without HRIS Integration #

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:

How to Use a Standalone Chatbot for Onboarding #

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.
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.
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.
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.

Benefits of Using a Standalone Chatbot #

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.

What You’ll Miss Without HRIS Integration #

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.

Frequently Asked Questions #

Onboarding Chatbot #

Can I use a chatbot without integrating it with an HRIS?
Yes, chatbots can be used effectively for onboarding without HRIS integration. While integration streamlines data flow and automates personalization, standalone chatbots can still handle many onboarding tasks, including:
- Sharing static resources like employee handbooks and compliance documents.
- Guiding new hires through workflows such as setting up email accounts or completing forms.
- Collecting data (e.g., emergency contacts) and sending it to HR manually.
- Gathering onboarding feedback through surveys.
Although you’ll miss out on automated syncing and role-based personalization, standalone chatbots are ideal for smaller companies or those not ready for full HRIS integration. Choose a scalable chatbot platform that allows for future integration if your needs evolve.
How long does it take to deploy a chatbot?
The deployment timeline varies depending on the chatbot platform:
- No-Code Platforms (e.g., Landbot): These solutions are user-friendly and can often be deployed within a few hours to a few days. For example, HR teams can use drag-and-drop tools to set up FAQs and onboarding workflows without needing technical skills.
- Customizable Solutions (e.g., CustomGPT.ai): These require more time, typically a few weeks, as they involve configuring integrations, creating role-specific workflows, and customizing responses to match your company’s processes.
  To speed up deployment, prepare your onboarding workflows, FAQs, and required integrations in advance. Work closely with the vendor’s support team to ensure a smooth setup.
Are onboarding chatbots secure?
Reputable chatbot vendors prioritize data security and comply with industry standards such as GDPR (General Data Protection Regulation) or SOC 2 (Service Organization Control 2). This ensures:
- Employee data, like personal information or login credentials, is encrypted and protected.
- Chat logs are securely stored and only accessible by authorized personnel.
- Data privacy policies comply with regional regulations.
  Before selecting a vendor, ask about their security protocols, certifications, and compliance with relevant laws. You should also review how they manage data storage, access, and retention.
Do these chatbots integrate with existing HR systems?
Yes, some chatbots can integrate with popular HRIS platforms like Workday, SAP SuccessFactors, and Oracle HCM. These integrations allow the chatbot to:
- Pull employee-specific data (e.g., job title, department, start date) to personalize onboarding workflows.
- Automate administrative tasks like updating records or scheduling compliance training.
- Share completed tasks or forms with your HR system for tracking and compliance.
To enable integration, confirm whether your HRIS platform supports API connections, and work with the vendor to configure data flows between systems. Contact the vendor directly to confirm their requirements.
What happens if a chatbot cannot answer a question?
If the chatbot encounters a query it cannot handle, hybrid solutions like LiveChat automatically escalate the question to a human representative. For instance:
- If a new hire asks, “How do I access a specialized software tool that isn’t covered in the FAQ?” the chatbot might respond with, “I’m transferring you to an HR representative who can help with this.”
This process ensures new hires are never left without support. You’ll need to configure escalation paths within the chatbot system and train your HR team to handle escalated queries efficiently.
Can these chatbots handle role-specific onboarding workflows?
Yes, many chatbots, such as Leena AI and CustomGPT.ai, can be configured to provide role-specific onboarding workflows. This means the chatbot can deliver tailored content and tasks based on an employee’s role, department, or location. For example:
- A software engineer might be guided through setting up their development environment, accessing technical documentation, and completing relevant compliance training.
- A sales representative might receive training on the company’s CRM system, links to sales pitch resources, and a schedule for shadowing senior sales staff.
  These workflows ensure each new hire gets the information and tools they need to succeed in their specific role. To set this up, you’ll typically need to map out role-specific onboarding steps and input them into the chatbot’s configuration.