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Poor onboarding costs organisations time, money, and new hires. Research shows companies with a structured onboarding process improve new-hire retention by up to 82% and productivity by 70%. Yet most HR teams are still managing the process manually — spreadsheets, email threads, and inconsistent checklists that vary from manager to manager. HR365 changes this. It delivers a structured, configurable employee onboarding experience built natively inside Microsoft 365 — no separate platform, no IT tickets, no starting from scratch for every new hire.
The numbers are clear. Only 12% of employees strongly agree their organisation does a great job of onboarding new hires (Gallup). Yet organisations that implement a standard onboarding process report 50% greater new-hire productivity and significantly higher retention in the first 90 days (Microsoft Learn).
The gap between those two realities is almost always the same thing: no structure, no clear ownership, and no single system that HR, IT, and line managers actually use together.
When onboarding lives across email threads, shared spreadsheets, and informal manager handoffs, tasks get missed. New hires wait days for system access. HR spends time chasing people rather than supporting them. And by the time the process is complete, the experience has already shaped how a new employee feels about the organisation.
A structured onboarding process is not a nice-to-have in 2026. It is one of the most direct levers an organisation has on retention, time-to-productivity, and employer brand.
With HR365, onboarding is no longer a manual or fragmented process. Instead, it becomes a guided workflow driven by clearly defined tasks, owners, and responsibilities.
HR teams can create onboarding task templates that are automatically applied when a new employee is created or onboarded.
All onboarding tasks in HR365 are configured centrally from the Settings section, giving HR full control without technical complexity.
You can define:
This makes onboarding flexible enough to support different roles, departments, and locations—while still remaining standardised.
HR365 makes it straightforward to move from a new hire acceptance to a fully managed onboarding experience — without manual coordination or IT involvement.
Step 1: HR defines onboarding task templates in Settings
HR administrators build a library of onboarding tasks directly from the HR365 Settings section. Each task is assigned a name, description, task type (To-Do or Information Collection), and a responsible owner — whether that is HR, IT, the hiring manager, finance, or any other team. Templates can be tailored by role, department, or location.
Step 2: A new employee is created or onboarded in the system
When a new hire is added to HR365, the system identifies which onboarding task template applies based on their role and department. There is no manual selection required — the right set of tasks is applied automatically.
Step 3: Tasks are assigned to owners and actioned across teams
Each task owner receives their assigned tasks directly — inside Microsoft Teams or via Outlook notifications — with clear instructions on what is required and when. HR, IT, and line managers all work from the same source of truth, without needing to log in to a separate platform.
Step 4: Progress is tracked in real time
HR administrators have a live view of onboarding progress across all active new hires. Completed tasks update automatically. Pending or overdue tasks are visible at a glance, without any manual chasing or status-update emails.
The result is a consistent, auditable onboarding experience for every new hire — regardless of role, location, or which manager they report to.
Most HR teams managing onboarding today are working with one of two inadequate setups: a shared spreadsheet that nobody keeps updated, or a standalone onboarding platform that sits outside the tools their teams already use.
Spreadsheets offer no automation, no task ownership, and no real-time visibility. A task that was marked complete three weeks ago may have been completed by the wrong person, at the wrong stage, or not at all.
Standalone onboarding platforms introduce their own problems. They require separate logins for HR, managers, and IT. Employee data has to be migrated or duplicated across systems. And because the platform sits outside Microsoft 365, adoption is low — people default to email because that is where they already work.
HR365 is different. It runs entirely inside your existing Microsoft 365 environment — the same Teams, SharePoint, and Outlook your teams use every day. There is no data migration, no separate login, and no new platform to train staff on. Your employee data stays within your own Microsoft tenant at all times.
For organisations already operating on Microsoft 365, this is the most practical path to structured, automated onboarding — without the cost or disruption of deploying a standalone system.
Each onboarding task in HR365 has a clearly defined owner, ensuring:
HR teams can easily track which tasks are pending, completed, or overdue—without chasing people manually.
Once configured, onboarding tasks are seamlessly used during the employee onboarding process:
This removes friction from onboarding while ensuring compliance and consistency.
HR365 brings onboarding directly into the tools people already use:
This makes onboarding not just structured—but intelligent and future‑ready.
No complex workflows.
No IT dependency.
No external onboarding tools.
Just a clean, configurable onboarding experience, fully embedded into Microsoft 365 and designed for HR teams.
HR365 is designed for organisations that are already running on Microsoft 365 and want to bring the same level of structure to their onboarding process that they have across the rest of their operations.
It is particularly well suited to HR managers and People leads at small and mid-market companies who are onboarding between 10 and 200 new hires per year, where manual processes are starting to break down under volume. It is equally relevant to IT-conscious HR leaders who need onboarding to be auditable, role-controlled, and compliant — without creating additional IT workload to manage it.
Organisations with distributed teams, multiple departments, or high-growth hiring plans benefit most from HR365’s role-based task templates, which ensure consistency without requiring HR to manually configure every onboarding from scratch.
If your team is spending more time managing the onboarding process than supporting the people going through it, HR365 is built to change that.
HR365 Simple, Intuitive, and Seamlessly Integrated with Microsoft Teams, Powered by AI and Copilot. HR365, powered by Microsoft 365 and Copilot, provides a streamlined and intuitive experience for both employees and HR administrators. This solution leverages the capabilities of Microsoft 365 to enhance productivity, with Copilot offering intelligent assistance to users for greater efficiency.
