Case Study: New Employee Orientation & Onboarding

Case Study: New Employee Orientation & Onboarding

Making Powerful First Impressions with New Employees


The sooner an organization can bring its new employees up to speed, the sooner they can start being productive. A leading-edge Software-as-a-Service (SaaS) provider turned to HireRoad to make its onboarding and new employee orientation programs available 24/7 to any and every employee, even new hires who were working remotely.



When an early-stage company specializing in marketing automation software secured a Series B funding round, it used the funding to accelerate customer acquisition. That included not only expanding product offerings, but also increasing sales and customer support staff. In fact, it tripled its staff numbers over a six-month period.

The SaaS provider allowed employees to work remotely, but it now needed an effective system to support its expanded workforce. The company believed that successful onboarding involved not just product education but also ensuring that new hires were well versed on its brand, mission, messaging, policies, and procedures.

Since employees were in different locations (and the company was focusing most of its monetary resources on product development and customer acquisition), a classroom-based, instructor led training (ILT) approach was not practical.

The company used HR Learn to create an online learning portal that provided new hires with centralized access to a guided, online onboarding experience. The portal combined custom e-learning courses, live virtual ILT (VILT) sessions, and on-demand reference resources.


The SaaS provider realized that since new hires had grown up as digital natives, the onboarding platform’s feel and functionality needed to be on par with their favorite apps to keep them engaged. HR Learn’s contemporary interface design did not disappoint.

Additionally, the company opted for a white-label portal (that is, it added its logo as well as its brand colors and graphics to the portal). Although employees were remote, the strong brand identity of the portal made them feel like a part of the SaaS provider’s workforce from the very start. That helped to drive home the fact that the onboarding and orientation would make them part of the company team and so increased their engagement in the process.

HR Learn provided new hires with an app-free, mobile-responsive user experience, enabling them to log into the portal at any time via an Internet-connected device. The system’s social learning and messaging features – such as the Group Wall – enabled cohorts of new hires to interact virtually during the onboarding process. That also increased new employees’ engagement.

Additional benefits:

  • Group-based automation features that enabled training managers to easily assign the onboarding curriculum to new hires and existing staff
  • Managers lightened their workload by automating online registration and enrollment – including due date, recurring compliance assessments and expiration notifications
  • End-to-end management of e-learning courses, virtual classroom sessions and e-reference materials via a single online platform streamlined delivery of the onboarding and orientation programs
  • Training managers, business managers, and other leaders could monitor learners’ performance and progress via the system’s tracking, reporting and automated report distribution across the organization


The SaaS provider’s new online approach enabled it to take its existing staff through the welcome program along with new hires. Extending the training to everyone helped ensure that staff members would be consistent in the ways in which they put policies and procedures into practice and delivered sales and branding messages.

The company experienced dramatic reduction in the time and costs associated with the delivery of onboarding programs, including completion reporting to training managers and business leaders. Being able to interact with each another via the learning portal enhanced office employees’ onboarding experience and facilitated the creation of peer-to-peer work relationships, even at a distance.