Can I customise the employee onboarding process?

Yes, you can and should customise the process to fit your specific business needs. With flexible custom onboarding software, you are not locked into a "one size fits all" approach. You can create tailored workflows that suit different roles, departments, or locations. For example, onboarding software for mining requires compliance documents and safety checks that differ from those for onboarding employee software in hospitality or retail environments. A robust system allows you to configure unique onboarding checklists for different cohorts.

Simplify your payroll and workforce management

Workforce Onboarding Software – powered by foundU

Getting a new employee set up shouldn’t take days. But when onboarding runs across multiple systems, paper forms, and manual data entry, it often does, and that’s before you factor in the compliance obligations that attach to every new hire in Australia.

Powered by foundU, our workforce onboarding software brings everything into one place. Collect signed documents, verify work rights, confirm super fund details, and sync employee information across payroll and rostering – all digitally, from any device. New starters can complete their entire onboarding from their phone before their first shift.

Quickly get applicants roster-ready

Onboard unlimited employees

and only pay for those who work.

Built-in compliance from day one

including automated VEVO checks.

Business owner in Sydney office using workforce onboarding software

Onboard employees faster and create a positive onboarding experience

Deliver a structured digital onboarding experience

Help new employees start strong with customised onboarding journeys that introduce them to your business and equip them with everything they need to know.

Go paperless and stay compliant as you grow

Easily collect signed documents, verify work rights, and build a complete compliance record without manual admin slowing you down. Our paperless workforce onboarding software, powered by foundU, allows new employees to complete their profiles from any mobile device and enter their personal details, bank details, and super fund information directly into the system.

This significantly reduces the administrative burden and enables human resources teams to focus on strategy rather than data entry.

Key features that complement workforce onboarding

Employee management

The employee profile created during onboarding becomes the central record for each team member. Once set up, their details automatically flow across the platform, giving HR one reliable place to manage and update employee information.

Employee app

From their first day, new hires can access the mobile app to update personal details, manage availability, submit leave requests, track time and attendance, and keep qualifications up to date.

Rostering

Employees added during onboarding can be quickly placed into schedules across multiple locations. With simple drag-and-drop rostering, managers can assign shifts and build rosters using the employee data already captured during onboarding.

Why choose our workforce onboarding software?

Keep sensitive employee data secure and accessible

Keep sensitive employee data secure and accessible with ISO 27001-certified protection, built-in encryption, and role-based access controls, so confidential information stays safe and easy to retrieve.

Stay ahead of visa expiry and work rights obligations

Track employee work rights, automate visa status checks, and receive expiry alerts through direct integration with the Department of Home Affairs.

Eliminate manual data entry across HR, rostering & payroll

Capture onboarding data once and automatically sync it across HR, rostering, payroll, and employee profiles to reduce errors and manual processing.

Onboard more staff without increasing your costs

Add unlimited new hires to your system while only paying for employees who actually work in each pay cycle.

Meet your onboarding obligations without the manual work

Onboarding a new employee in Australia comes with specific legal obligations. You’re required to provide the Fair Work Information Statement, verify the employee’s right to work, collect a Tax File Number declaration, and confirm super fund details – all before or on their first day. Managing this manually across spreadsheets and paper forms creates gaps, delays, and compliance risk.

Powered by foundU, our workforce onboarding software handles each of these steps digitally. Work rights are verified through direct integration with the Department of Home Affairs, so you always know your team is cleared to work. The Fair Work Information Statement and required documents are issued automatically as part of the onboarding workflow. Tax file number declarations and super fund nominations are completed by the employee directly in the app. Everything’s captured, stored, and accessible, with a complete compliance record built from day one.

Automatically manage employee compliance documentation

Do you need to update compliance documents regularly? Set expiry dates on licences, qualifications, and inductions so the system automatically prompts employees to keep their profiles up to date. When policies change, you can issue updated documents for review and digital sign-off without any manual follow-up.

This proactive approach to managing HR compliance helps boost employee retention by keeping staff qualified and safe to work.

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Got burning questions? We’ve got answers

A digital workforce onboarding software is a platform that manages the administrative and compliance steps involved in bringing a new employee into your business. Instead of relying on multiple systems, disjointed spreadsheets, or physical paperwork, a digital system acts as an end-to-end platform that centralises all employee data. It allows companies to move away from outdated manual processes that are prone to error and delay. Powered by foundU, our workforce onboarding software is built for Australian businesses and integrates directly with payroll, rostering, and the Department of Home Affairs.

Australian employers have a number of legal obligations when onboarding a new employee. You must provide the Fair Work Information Statement to every new employee before or as soon as possible after they start. You’re required to verify the employee’s right to work in Australia – this is a legal obligation regardless of whether the employee is a citizen, permanent resident, or visa holder. You must collect a Tax File Number declaration and confirm super fund details, including providing a Standard Choice Form if the employee wants to choose their own fund. Powered by foundU, our WFM software automates each of these steps as part of the digital onboarding workflow, so nothing gets missed.

Employers in Australia have a legal obligation to verify that every employee has the right to work before they start. Failing to do so, even unintentionally, can result in significant penalties under the Migration Act. Powered by foundU, our employee onboarding software integrates directly with the Department of Home Affairs, allowing you to verify work rights digitally as part of the onboarding workflow. The system also tracks visa expiry dates and sends automated alerts before they lapse, so you’re never caught off guard by a compliance issue across your workforce.

Yes, absolutely. In today’s digital landscape, moving your onboarding online is not just possible; it is often preferred by new staff for its flexibility and convenience. Using a robust onboarding platform, new employees can complete their setup entirely remotely before they even set foot in the workplace. They can use their mobile device or laptop to securely upload photos of their ID, sign contracts digitally, and enter critical information like personal details, tax information, and super fund choices.

You can automate employee onboarding by implementing workforce management software that handles repetitive tasks and workflows. Automation begins by setting up digital onboarding checklists that trigger immediately once a candidate is marked as “hired.” The system can automatically send welcome emails, issue digital contracts for signature, and request specific credentials without any manual intervention from hiring managers.

Yes, you can and should customise the process to fit your specific business needs. With flexible custom onboarding software, you are not locked into a “one size fits all” approach. You can create tailored workflows that suit different roles, departments, or locations.

For example, workforce onboarding software for mining requires compliance documents and safety checks that differ from those for onboarding employee software in hospitality or retail environments. A robust system allows you to configure unique onboarding checklists for different cohorts.

The cost to onboard an employee can be substantial when you factor in labour costs, training materials, equipment, and the time spent by hiring managers and HR staff. While the exact figure varies by industry, studies suggest that manual onboarding can cost thousands of dollars per hire in hidden administrative time and lost productivity.

Manual processes and manual data entry consume hours that could be spent on revenue-generating activities, thereby driving up the total cost of acquiring new candidates.

With the right workforce management solution, there should be virtually no limits to the number of employees you can onboard. Scalable platforms are designed to support growth, whether you are adding a single staff member or recruiting hundreds for a seasonal spike. This is particularly important for industries with high turnover or project-based work, where onboarding software needs to handle high volumes efficiently.