Top 10 IT Onboarding Software for 2025 to Automate IT Onboarding Process

Without the right tools, IT onboarding is a mess. Many employees experience multiple problems from tons of paperwork and missing email communications that lead to employee frustration. So, that’s where IT onboarding software comes in to fill the gaps.

A good IT onboarding tool ensures smooth equipment and program access for new employees during the onboarding process. With so many IT onboarding software solutions out there, which one should you choose? The State of IT Lifecycle Management report also emphasizes that 82% of IT professionals struggle with procuring IT equipment for remote employees, further proving the need for efficient IT onboarding solutions.

We’ve got you covered. Here’s the guide to the top 9 IT onboarding software solutions for 2025 including GroWrk as a revolutionary automated IT onboarding platform.

What is IT Onboarding Software?

IT onboarding software is a digital platform that provides automated processes for new hire technology setup and integration. The software merges with your IT department's systematic processes to give employees their devices with full access to their required resources. They get their credentials and meet IT compliance on their first day of work.

IT onboarding software eliminates the need for manual work such as email distribution, spreadsheet updates, and equipment monitoring. IT onboarding software plays a big role in automating these tasks and improving employee experience for a smooth and efficient onboarding process. IT onboarding specialists create systematic processes that give all employees full access to required resources. That’s immediate success through a streamlined process.

A well-designed IT onboarding tool helps both IT administration and employee satisfaction with the system. Companies in different industries can achieve IT ecosystem integration through the right software packages. Here are the 9 Best IT onboarding software solutions for 2025 for you.

10 Best IT Onboarding Software Solutions in 2025

It can be challenging for businesses to choose the right onboarding platform from the existing options. Here are the 10 best IT onboarding platforms of 2025 that cater to companies of all sizes and industries. The platforms automate IT provisioning, security access, and compliance, leading to decreased IT team workload and more efficient operations.

GroWrk

GroWrk is a top IT onboarding tool that helps businesses automate IT asset deployment globally. It provides remote employees with pre-configured devices and integrates with your MDM and Identity management software for secure and remote setups.

Features:

• Automated device provisioning and shipping: New hires get pre-configured laptops and other IT assets delivered to their location.

• Global IT support: 24/7 support for troubleshooting and device management worldwide.

• Real-time asset tracking: IT onboarding specialists can monitor devices issued to employees, security and compliance.

• Secure device retrieval: Facilitates return of IT equipment from departing employees to prevent security risks.

Rippling

Rippling is a powerful all-in-one IT and HR management platform that automates onboarding tasks.

Key features:

• Automated software provisioning: New hires get instant access to required apps and tools.

• Remote device management: IT onboarding specialist can set up, monitor and secure company-issued laptops remotely.

• Single sign-on (SSO) integrations: Centralized authentication for security and ease of use.

JumpCloud

JumpCloud is an identity and device management solution for IT onboarding.

Features:

• Directory-as-a-service: Centralized user authentication and access control.

• Secure single sign-on: Reduces password related IT issues while increasing security.

• Multi-factor authentication (MFA): Adds extra layer of security to employee accounts.

Okta

Okta is a popular identity and access management platform for secure IT onboarding.

Features:

• Automated account creation: Creates and manages user accounts across multiple applications.

• Secure access management: Only authorized employees can access company resources.

• Compliance-friendly security controls: Meets industry standards for data protection and compliance.

Kandji

Kandji is a specialized IT onboarding solution for Apple devices.

Features:

• Zero-touch deployment for Macs: IT onboarding specialists can configure and deploy Mac devices remotely.

• Security and compliance automation: Enforces security policies for Apple devices.

• Remote troubleshooting tools: IT onboarding specialist can resolve technical issues without on-site visits.

Onboard by HR Cloud

Onboard is an HR focused tool with strong IT onboarding capabilities, offers customizable onboarding programs with interactive elements to increase employee engagement.

Features:

• Customizable IT onboarding checklists: Ensure all steps of onboarding are completed correctly.

• Digital document management: Centralizes IT policies, agreements and compliance documents.

• Task automation: Reduces manual work by automating IT onboarding workflows.

OneLogin

OneLogin provides a secure authentication system for IT onboarding.

Features:

• Single sign-on (SSO) for all apps: Reduces login fatigue and increases security.

• Automated onboarding workflows: New hires get instant access to required applications.

• Adaptive multi-factor authentication: Dynamically enforces authentication policies for added security.

ManageEngine Endpoint Central

ManageEngine provides IT teams with powerful automation for onboarding new employees.

• Device provisioning and management: Automates company owned devices.

• Patch management: Updates all employee devices with latest security patches.

• IT asset tracking: IT onboarding specialists can monitor and manage company issued equipment.

BambooHR

BambooHR has IT onboarding integrated into its HR software suite.

Features:

• IT access request automation: Automates IT permission granting.

• Document storage for IT policies: Keeps IT related documents in one place.

• Role-based provisioning: Automatically assigns software and access permissions based on job roles.

Atera

Atera is a remote monitoring and management (RMM) platform that streamlines IT onboarding for businesses.

Features:

• Automated device onboarding: Simplifies the setup of new employee devices.

• Remote IT management: Allows IT teams to monitor and troubleshoot issues from anywhere.

• Patch and software deployment: Ensures all devices are updated and compliant with security policies.

• IT asset management: Tracks and manages IT resources efficiently.

What is IT Onboarding?

IT onboarding is the process of bringing new employees into a company’s technology systems. It is to ensure that they have the necessary tools, equipment and access to systems and software to do their job efficiently. This includes setting up user accounts, assigning hardware and software, user provisioning and deprovisioning, and training on IT security and company policies. By having new employees equipped with the right technology from day one, companies can increase productivity and reduce the time it takes for new hires to get fully operational.

IT Onboarding Software Features

Look for these features in your best IT onboarding software:

• Automated Device Provisioning: Automated Device Provisioning allows IT to deliver work devices pre-configured with software settings to reduce manual work.

• Single Sign-On (SSO): Single Sign-On (SSO) enables one-click access to multiple applications for better performance and security.

• IT Onboarding Checklists: IT Onboarding Checklists uses pre-defined sequences to ensure complete work execution. The checklist starts with software authorization and ends with security setup.

• Security & Compliance Tools: Enforces security policies, user permissions and compliance to industry standards.

• Remote Device Management: Remote Device Management allows IT to manage devices remotely that helps remote workers.

• Integration Capabilities: The system integrates with HR and payroll as well as IT systems for automated onboarding process that reduces manual work.

• Real-Time Asset Tracking: Real-Time Asset Tracking records all company assets so companies can prevent lost materials and unapproved software use.

• Offboarding Automation: Offboarding Automation enables access removal and device revocation during employee termination.

• Streamlined Onboarding Process: A streamlined onboarding process is essential for efficiency, enabling HR and managers to collaborate effectively. This ensures new hires get the support and resources needed for a smooth transition into their roles.

Benefits of Using IT Onboarding Software

Using IT onboarding software can bring many benefits to an organization:

• Improved Employee Productivity: By automating the setup and training process, new hires can start contributing to their role sooner.

• Employee Experience: A smooth onboarding process makes new employees feel welcome and supported, boosting engagement and satisfaction.

• Security and Compliance: Automated workflows ensure all security protocols and compliance requirements are met, reducing data breaches.

• Fewer Administrative Tasks: IT onboarding specialists can focus on more strategic tasks as the software handles routine administrative duties.

• Scalability and Flexibility: The software can adapt to business changes, whether it’s growth or remote work setups.

• Automated Workflows and Tasks: Streamlining the onboarding process through automation reduces errors and ensures consistency.

• Customizable Onboarding Templates: Tailor the onboarding process to specific company needs, ensuring all necessary steps are covered.

• Integration with HR Systems: Seamless data synchronization between IT and HR systems ensures all departments are aligned.

• Mobile Accessibility: Remote employees can access onboarding materials and complete tasks anywhere, flexibility.

• Analytics and Reporting: Track onboarding effectiveness and identify areas for improvement through analytics.

How to Choose the Right IT Onboarding Software for Your Business?

Choosing the right IT onboarding software depends on your company, structure and security. Here’s the breakdown to find the suitable IT onboarding software:

1. Assess Your Business: Review your company size, remote work setup and IT setup process. Decide if you need to onboard small groups of employees or manage large employee deployment.

2. Look for Automation & Integration: Choose software that integrates with your existing HR systems and automates IT tasks such as payroll processing and infrastructure management.

3. Security & Compliance: Choose a solution that provides total security and compliance to standards for encrypted data protection. The system must grant access to all regulations including GDPR or SOC 2.

4. User Experience: The software must allow users to access the interface easily for smooth onboarding. Reduce workflow complexity to get good results during new employee onboarding.

5. Scalability: Choose an onboarding tool that fits your business growth during selection. A system with scalable features should be your first choice because your company is growing.

6. Customer Support & Reliability: Businesses should select service providers who offer reliable customer support and reliable systems that ensure quick response times.

7. Request a Demo or Trial: Test the software before through either a trial period or a demo request to evaluate the system properly. Vendor trial programs let buyers test if their specs match what’s offered in the system features.

Best Practices for IT Onboarding

To ensure a smooth IT onboarding process follow these best practices:

• Create an IT Onboarding Checklist: Make sure all tasks are completed by following a detailed checklist.

• Assign Task: Designate team members to handle different parts of the onboarding process for accountability.

• Train on IT Security and Company Policies: Equip new hires with the knowledge they need to navigate the company’s IT environment safely.

• Provide Access to Resources: Make sure new hires have all the tools and support they need to do their job effectively.

• Review and Update Checklist: Keep the onboarding process up-to-date with changes in technology and company policies.

• Department-Specific Checklists: Create checklists for each department.

• Automate Workflows and Tasks: Use IT onboarding software to streamline the process and reduce manual work.

• Use IT Onboarding Software: Simplify and enhance the onboarding process with specialized software.

Roles and Responsibilities in IT Onboarding

Here are the roles and responsibilities for IT onboarding:

• IT Team: Set up user accounts, assign hardware and software and train on IT security and company policies.

• HR Team: Coordinate onboarding process, provide necessary documents and ensure compliance to company policies.

• Hiring Manager: Ensure new hires have the necessary tools and equipment to do their job.

• New Hire: Complete tasks and training and ask for help when needed.

By defining these roles, companies can have a smooth and efficient onboarding process.

How IT Onboarding Software Supports Remote Work

Modern companies worldwide consider IT onboarding software as a fundamental solution to support remote and hybrid work. It’s because the IT onboarding software allows new team members to get the organizational tools and support from day one and access to any location during their initial period.

Companies that use automated IT onboarding software with device management solutions eliminate location barriers. They can deliver the same onboarding experience to their team members. IT onboarding specialist do remote configuration and device tracking and troubleshooting to ensure employees don’t face any issues during onboarding.

An international technology company which uses IT onboarding software can deliver pre-configured laptops along with Microsoft 365, Google Workspace systems, and multi-factor authentication programs to new hires. Staff members who join from remote locations receive their equipment fully configured to work seamlessly upon their first day avoiding delays from IT support units. The streamlined configuration system boosts operational efficiency, and strengthen employee satisfaction leading to better retention rates.

The Role of AI in IT Onboarding

With the application of Artificial Intelligence (AI), IT onboarding processes become faster and more efficient. Employees can use AI-led chatbots to navigate the onboarding process while the bots respond to frequent IT queries.

Machine learning algorithms use job role data to provide predictions of IT needs and automate software deployment. AI security tools analyze new employee access activities to identify compliance violations and security risks that prevent critical issues from happening.

An AI-powered IT onboarding system of a financial services company operates through automatic software and access privilege provision based on employee department allocation. The company grants new data analysts automatic pre-approved access to business intelligence tools such as Tableau databases through the IT system. The monitoring system powered by AI detects abnormal login behavior which aids both industry regulatory compliance and reduces security threats. Automated processes provide dual benefits to efficiency as well as increased security throughout the entire organizational structure.

Future Trends in IT Onboarding Software

IT onboarding software development is heading towards systems that use automation and Artificial Intelligence and integrated functions. Most companies are adopting zero-touch IT setup that provides employees with ready-to-use devices that get configured automatically.

In the future, IT onboarding software will incorporate virtual reality technology to facilitate immersive and interactive experiences between employees and the software. Enhanced security measures will ensure a seamless and secure process by combining biometric authentication with blockchain-based credentialing.

New employees of multinational corporations can receive virtual digital workspace introductions by implementing VR-powered IT onboarding systems. Through VR headsets remote workers would access their work systems while engaging virtual IT support staff to learn cybersecurity procedures. Blockchain credential-based authentication systems would provide companies with secure employee access to company resources through password-free procedures. The proposed innovations will create a more satisfying and secure platform that enhances productivity during employee onboarding.

How Can GroWrk Help You Automate Employee Onboarding?

GroWrk delivers next-level IT onboarding with automated global device provisioning, shipping, Identity management and MDM software. GroWrk allows employees to get the right equipment regardless of their remote or hybrid team setup.

• Device deployment made easy

• Real-time asset tracking

• Offboarding solutions

• 24/7 global IT support

GroWrk will simplify your IT logistics. Book a demo now!