First impressions hold immense power when it comes to customer retention and building lasting relationships with your clients. These impressions are often shaped by how smoothly you onboard new customers. A seamless, well-structured onboarding process significantly boosts customer satisfaction and fosters long-term loyalty. Fortunately, it’s not a manual process, and there are some effective customer onboarding tools to help ease the process.
Think of the best onboarding software as a warm welcome that can set the tone for a new friendship, a seamless onboarding experience lays the foundation for a strong client relationship. When you hear a warm welcome, you imagine warmth from a face with the welcome. This is why a visual communication tool like Zight will stand out. With features like intuitive screen recording and easy-to-share visuals, Zight helps you ensure your clients feel supported from day one which sets the tone for long-term success.
However, since many marketing tools claim to make the onboarding process smoother, it can be hard to figure out the best client onboarding software. So, which is the best client onboarding software to ensure your client onboarding process is not only effective but also scalable and personalized? Let’s get into the top customer onboarding tools, each designed to streamline the user onboarding experience.
1. Zight
Your clients expect clear guidance, efficient communication, and a personal touch to make them feel valued. This means you need to use the best user onboarding software since client onboarding tools can either elevate your client relationships or cause unnecessary friction. That being said, in this visual world, Zight will top the list, and for good reason.
Zight’s versatile platform simplifies the client onboarding process by leveraging visual communication tools to deliver engaging, streamlined experiences. Instead of explaining features, you can show them, making the learning curve shorter and improving retention.
From video tutorials to real-time screen sharing, Zight’s intuitive visual communication tools simplify the entire onboarding journey. Let’s take a deeper look at how Zight makes client onboarding smoother and more engaging.
How Zight Makes Client Onboarding Easier
Do you want clarity? Zight stands out by turning an otherwise complex, lengthy onboarding process into a streamlined, visual experience. You can avoid sending multiple back-and-forth emails or endless PDF guides. Instead, Zight as a client onboarding software, enables you to break down steps into clear, easily digestible pieces of content. Let’s dissect an example to show why we have listed Zight as the best user onboarding software.
Let’s say your customer just signed on. They’re excited, but overwhelmed by the amount of information they need to process. Instead of sending a text-heavy email that they’ll likely skim, why not send them a personalized welcome video using Zight’s webcam recording? A quick, friendly introduction will allow your clients to see the people behind the brand and feel more connected to your company from day one.
a). Webcam Recording
Zight’s webcam recording feature adds a personal, human touch to the onboarding experience. You can record welcome messages, introduce key team members, or even offer personalized onboarding sessions.
Especially in a remote or hybrid work world, this personal connection can help your clients feel more engaged and comfortable from the start. Webcam videos allow you to convey tone, enthusiasm, and authenticity, which are hard to achieve through text alone.
Next comes the crucial part—guiding your customers through your product or service. This is where Zight’s screen recording feature shines.
b). Screen Recording
Rather than explaining how to navigate your dashboard or use specific features in writing, create a clear, concise onboarding tutorial video. You can walk your clients through various steps, whether that’s navigating your website’s dashboard, setting up an account, or managing certain tools—by recording explainer videos that they can revisit anytime.
These recordings serve as perfect references for clients, offering them a clear view of how to interact with your platform. It’s especially useful when onboarding clients remotely, as they can pause, rewind, or rewatch the tutorial, ensuring nothing is missed.
But what about those tiny, repetitive tasks? Long videos are great, but what if your customer just needs to see a quick, repeatable process in action? If a full tutorial video feels too much but a static image doesn’t do the job, Zight’s GIF maker fills the gap.
c). GIF Maker
For quick processes like resetting passwords, filling out forms, or logging into your customer portal, a GIF explains everything in just a few looping seconds. It’s perfect for reducing onboarding friction because it cuts down on redundant explanations while being easy to follow.
These mini-demonstrations are easy to share and embed in emails or chat tools, offering a quick visual reference that’s both effective and engaging.
Notably, visual clarity matters and Zight’s screenshot app makes this an effortless maneuver adding to the already solid reasons why it’s the best client onboarding software. Zight’s screenshot tool allows you to capture high-quality images of your platform or product interface and annotate them.
d). Screenshots and Annotations
Let’s say you need to point out specific areas of your dashboard or highlight a particular section in your customer contract document. With a simple screenshot, you can annotate important parts, making sure your clients see exactly what’s needed without getting lost in the details. Visual guides like this are worth a thousand words and can make a massive difference in how your clients understand your offerings.
e). Seamless Integration with Your Favorite Tools
Another key reason why Zight is the best user onboarding software is that it doesn’t operate on its own. Zight’s versatility lets you share this information in an instant. With everything stored in the cloud, you can generate a shareable link and send it directly to your clients.
Whether they use Slack, Microsoft 365, or Google Suite, Zight integrates effortlessly, ensuring that your onboarding materials fit right into their workflow. Clients don’t even need Zight accounts to view the content. Isn’t that a frictionless experience?
Having reached this point, you see why Zight is the best user onboarding software. Using Zight, you have successfully onboarded your customers from the start of their interest and offered them different ways to go about it thus improving the whole customer experience.
Zight’s focus on visual communication, combined with its versatile features, makes it a unique tool for customer onboarding. Whether you’re onboarding a small business or enterprise client, Zight ensures the process is smooth, interactive, and, most importantly, engaging. Instead of losing clients to complexity, you’ll foster strong relationships by giving them a clear, straightforward path to success with your product or service.
Lastly, Zight is affordable! Let’s look at its pricing.
Pricing
- Free plan
- Pro– $7.95 per month paid annually
- Team– $8 per month paid annually
- Enterprise– Get a customized quote
2. Zendesk
Zendesk, traditionally known for its customer service can be a top tool for client onboarding but it offers far more than just a helpdesk system. It provides the perfect blend of automation, personalization, and multi-channel support to deliver an exceptional client experience from day one.
Why Is Zendesk a Great User Onboarding Software?
Zendesk offers multi-channel support, allowing clients to communicate through their preferred methods whether via email, live chat, or phone, making the entire experience more accessible and seamless. Its customizable workflows let businesses automate tasks and tailor the process to individual client needs, ensuring a personalized experience.
Zendesk’s knowledge base feature empowers clients to self-serve, with access to guides and tutorials that help them onboard at their own pace.
Automation features, including AI-powered bots, further streamline the onboarding journey by handling routine tasks, freeing up teams for more complex client issues.
Pricing
a). Service
- Suite Team– $55
- Suite Growth– $89
- Suite Professional– $115
- Suite Enterprise– Contact sales
b). Sales
- Sell Team– $19
- Sell Growth– $55
- Sell Professional– $115
3. Slack
Slack has transformed the way businesses communicate. With its ability to connect teams across departments, time zones, and even with external clients, Slack offers more than just quick messaging. It provides a dynamic space where collaboration thrives.
Why is Slack a Great User Onboarding Tool
Slack offers instant, real-time messaging which helps you avoid endless back-and-forth emails. This makes it easier for clients to get the support they need, exactly when they need it.
Managing this communication can get tricky for businesses with a large client base. That’s why Slack works especially well with high-value clients, offering them direct access to your team.
This creates a personal, engaging connection that email often lacks. With all messages and project updates centralized in one space, there’s no room for miscommunication, and your clients can stay in the loop at every step.
Pricing
Although Slack has a free plan for individuals, it also comes with a range of paid subscriptions with more advanced features for businesses:
- Pro– $7.25/month
- Business– $12.50/month
- Enterprise Grid– Custom pricing
4. Zapier
Zapier, a powerful workflow automation platform, can be used as a client onboarding software that helps businesses connect and automate processes across their favorite apps and services.
It’s particularly useful for companies looking to streamline repetitive tasks and improve efficiency without complex coding or manual work.
How Zapier Can Enhance Your Onboarding Process
Zapier qualifies as a customer onboarding software because it simplifies the customer onboarding process by automating essential tasks. First, it operates on a “trigger-action” system, which means when something happens in one app, it can automatically prompt a related action in another. For example, when a new client signs up, Zapier can trigger a series of automated actions such as sending welcome emails, assigning tasks, or updating client information without your team lifting a finger.
Creating this automation, or “Zaps,” takes the pressure off teams by handling the repetitive tasks that often slow down the onboarding process.
In addition, what makes Zapier even more effective is its ability to integrate with a wide variety of apps. Whether you’re using project management tools, communication platforms, or CRMs, Zapier ensures data flows smoothly between them, so nothing falls through the cracks.
Pricing
Although Zapier has a free plan for individuals, it also has several paid subscriptions with more advanced automation features:
- Professional– $19/month
- Team– $69/month
- Enterprise– Contact for pricing
5. Asana
Asana is a powerful cloud-based project management tool designed to help businesses manage their tasks and projects while fostering collaboration and communication among team members.
How Asana Can Enhance Your Onboarding Process
When it comes to onboarding clients, Asana allows you to break down the onboarding customer journey into manageable tasks, ensuring your team can concentrate on achieving your clients’ objectives efficiently.
One of Asana’s standout features is its flexibility; it can even serve as a simple CRM tool if needed. You’ll find many templates available on the platform, such as project templates that assist in tracking your client onboarding process. By creating a customized onboarding template for your company, you can streamline the planning process, significantly reducing the time spent on onboarding new clients.
What’s more, Asana centralizes information, making it easy for everyone to access relevant details. Clients can engage in the collaborative process, view progress in real-time, and see what has been accomplished along the way. This transparency not only fosters trust but also enhances the overall client experience.
Pricing
- Starter– $10.99/month
- Advanced– $24.99/month
- Enterprise– Custom pricing
6. ChurnZero
ChurnZero is a customer success platform that not only focuses on the onboarding process but also aims to reduce churn for subscription-based businesses. With its robust features and proactive approach, ChurnZero helps companies create a seamless onboarding experience that sets the stage for ongoing success.
How is ChurnZero a Good Customer Onboarding Software?
ChurnZero excels in optimizing the onboarding process, making it an excellent choice for businesses looking to enhance customer retention. Its automated workflows streamline common onboarding tasks, allowing customer success teams to manage initial interactions efficiently and monitor client progress effectively.
One of the standout user onboarding features of ChurnZero is its real-time alerts and customer health visibility, which provide insights into client engagement and satisfaction. By tracking usage behavior and identifying potential issues, teams can proactively address concerns, ensuring that clients feel valued and supported from the outset.
Lastly, by integrating with existing CRM systems and offering insights into product usage, ChurnZero empowers businesses to deliver targeted support, ultimately increasing the likelihood of customer retention and long-term success.
Pricing
ChurnZero doesn’t offer a free plan. It provides a custom pricing plan for its software, so you’ll have to contact them to gain information.
7. Userflow
As a digital adoption and client onboarding platform, Userflow empowers software companies to create engaging, step-by-step in-app tours, onboarding checklists, and surveys without the need for coding. This user-friendly approach allows companies to concentrate on delivering exceptional value to their clients without being hindered by technical complexities.
Why Userflow is a Good Onboarding Software?
Userflow is an effective client onboarding solution for SaaS businesses looking to enhance customer experiences and drive product adoption. Its no-code platform enables teams to swiftly build customized onboarding flows tailored to the specific needs of their clients.
By setting up event-based triggers such as actions when clients sign up or visit particular pages, businesses can deliver timely guidance to ensure clients receive the support they need at the right moment. This proactive strategy significantly boosts client engagement and contributes to overall client satisfaction.
Moreover, Userflow provides valuable insights through metrics like view and completion rates. This data visualization helps teams understand how users navigate their onboarding journey, enabling them to make informed adjustments that enhance the overall client experience.
Pricing
- Startup: Starts at $240/month
- Pro: Starts at $680/month
- Enterprise: Contact for pricing
8. Jotform
Jotform is an online form builder that takes the hassle out of your onboarding process. It allows you to create sleek, professional forms without needing to know a single line of code. With features like conditional logic, payment options, and workflow automation, Jotform is here to make your life easier and your onboarding process smoother.
Why Jotform is a Great Onboarding Software
When it comes to client onboarding, Jotform truly shines with its intuitive drag-and-drop form builder. This feature allows customers to design custom forms quickly, leveraging a library of over 10,000 templates. Whether you need forms for registrations, applications, or payments, Jotform provides an impressive variety of options to fit your specific needs.
In addition, Jotform has conditional logic capabilities that let you customize the onboarding experience by showing or hiding specific fields based on user responses. This ensures that clients provide the most relevant information, making the onboarding process not only efficient but also tailored to individual needs.
Jotform connects with over 100 tools, including popular CRMs and email services. This flexibility allows businesses to automate communication, making follow-ups and client interactions more efficient and timely.
Lastly, Jotform’s ability to translate forms into over 130 languages is invaluable. This feature eliminates language barriers, ensuring that all clients can engage with your onboarding process comfortably.
Pricing
Jotform has a Starter free version and comes with 4 different plans; Bronze, Silver, Gold, and Enterprise.
- The Bronze Plan: $34/month with 25 forms and 1,000 monthly submissions
- The Silver Plan: $39/month with 50 forms and 2,500 monthly submissions
- The Gold Plan: $49/month with 100 forms and 5,000 monthly submissions
- Enterprise Plan: Custom
9. User Guiding: Best for User-friendly Onboarding Flows
When it comes to user onboarding, finding a solution that is both user-friendly and affordable is essential for businesses of all sizes. UserGuiding stands out as a top choice among digital adoption platforms, thanks to its intuitive interface and robust features designed specifically for customer onboarding.
Why UserGuiding Is a Great Onboarding Software
UserGuiding is a top customer onboarding software that offers solutions suitable for various types of businesses, combining advanced functionalities with straightforward usability to enhance your client onboarding process.
Key features include interactive walkthroughs, product tours, in-app guides, tooltips, hotspots, in-app messages, surveys, onboarding checklists, resource centers, and localization options. Additionally, UserGuiding provides powerful analytics, segmentation, targeting, and customization capabilities, empowering you to craft tailored experiences for your users.
What truly sets UserGuiding apart is its completely no-code environment, enabling you to dive into detailed analytics of customer journeys and customize their onboarding experiences without any technical expertise.
Pricing
- Basic Plan: Starting from $69/month.
- Professional Plan: Starting from $199/month.
- Corporate Plan: Custom quote.
10. Whatfix: Best Digital Adoption Platform
Whatfix is a versatile digital adoption platform that excels in enhancing customer success, simplifying client onboarding, and boosting sales enablement. With an intuitive interface, clients can easily get up to speed, creating content immediately after completing the platform’s straightforward onboarding process.
How Whatfix Makes Client Onboarding Easier
One of Whatfix’s standout features is its ability to segment users based on their journey within your app. This feature allows businesses to deliver personalized, in-app walkthroughs, reducing customer churn and minimizing support inquiries. Additionally, its feedback integration enables real-time insights, helping to continuously refine and optimize your user onboarding process.
Whatfix is ideal for small and medium-sized businesses aiming to improve user onboarding and support, while also providing enterprises with solutions for digital user adoption and managing organizational changes.
Moreover, Whatfix seamlessly integrates with tools your team already relies on, such as Slack, Google Sheets, Google Analytics, Amplitude, and Salesforce. These integrations ensure a more efficient and centralized onboarding experience for your customers.
Pricing
Whatfix offers fully customized pricing and can vary based on your application of their product, user, or customer base and the number of walkthroughs you need. You can request a quote or schedule a free demo to explore its features and capabilities.
11. Totango
Totango has to make it to the list of user onboarding platforms because it’s not only a customer onboarding platform but it also helps in creating meaningful relationships. With its powerful features and a focus on personalized journeys, Totango is the right customer onboarding tool to help businesses turn new users into loyal advocates from day one.
Why Totango is a Good Client Onboarding Software
What sets Totango apart among the many user onboarding tools is its commitment to creating personalized experiences from the very first interaction. The Onboarding SuccessBLOC serves as a treasure trove of resources, offering playbooks, automated workflows, and ready-made email templates that take the guesswork out of client engagement.
Totango also has a remarkable ability to provide visibility into customer health. This isn’t just about numbers; it’s about understanding how clients are feeling as they engage with your product. With this insight, businesses can reach out proactively, addressing any bumps in the road before they turn into obstacles.
Customization is another area where Totango shines. The platform allows businesses to create tailored workflows that resonate with each client’s specific journey. This level of personalization makes clients feel valued and understood, reinforcing their trust in your brand right from the start.
Pricing
Totango provides a custom pricing plan for its software, so you’ll have to contact them to gain information.
12. HubSpot Service Hub
HubSpot Service Hub offers a suite of tools for client onboarding, including CRM, marketing automation, and customer service. It helps businesses streamline their workflows, track client interactions, and foster stronger relationships from the start.
Why HubSpot Is a Great Client Onboarding Software
HubSpot excels as an onboarding tool due to its all-in-one platform, which seamlessly integrates multiple aspects of client engagement. It allows businesses to automate onboarding processes, track customer interactions, and manage relationships efficiently.
With its user-friendly interface and extensive support resources, HubSpot simplifies the onboarding journey, making it easier for teams to provide an exceptional customer experience.
While its pricing might be high for smaller businesses and some advanced features require additional modules, HubSpot’s comprehensive platform is ideal for businesses looking for a scalable and integrated solution to enhance both their client management and onboarding processes.
Pricing
- Free- $0/month
- Starter- $20/month per seat
- Professional- $100/month per seat
- Enterprise- $150/month per seat
13. Inline Manual
When it comes to enhancing client onboarding experiences, having the right tools can make all the difference. Inline Manual is a customer onboarding software designed to streamline the creation of interactive walkthroughs, tooltips, and in-app support articles—all without requiring any coding expertise.
Why Inline Manual Is a Client Onboarding Software
Inline Manual stands out as an excellent onboarding solution due to its comprehensive feature set that addresses all aspects of effective onboarding. To achieve a truly impactful onboarding strategy, businesses need robust resources such as documentation, tutorials, in-app messages, and engaging hotspots to capture user attention.
Inline Manual simplifies this process by allowing you to quickly create and manage all your onboarding content from a single, user-friendly dashboard. Its powerful capabilities, including version control, branching, feedback channels, and detailed analytics, equip you with the essential tools to deliver a seamless and effective onboarding experience for your clients.
Pricing
Free trial for 14 days. After the trial period, the Standard PRO plan starts from $158/month for 250 monthly active users. You can customize your package as you grow and add more users.
14. OnRamp
OnRamp is among the best client onboarding tools, thanks to its user-centric design and innovative approach to customer engagement.
Why is OnRamp a Great Customer Onboarding Software?
What sets OnRamp apart is its unique dual-interface system: a dedicated customer portal for end-users and an internal centralized project management platform for the onboarding team.
This separation allows for a tailored experience that benefits both clients and service providers, ultimately boosting efficiency and satisfaction. Additionally, OnRamp’s intuitive interface and automation features simplify the onboarding process, making it an excellent choice for businesses seeking to enhance their client onboarding experience.
Pricing
OnRamp does not offer a free trial. However, you can request a product demo.
15. Moxo
When it comes to client onboarding, having a centralized platform can significantly improve the process. Moxo offers businesses a comprehensive solution with its centralized portals designed for onboarding clients. While it excels in client onboarding, Moxo also provides user onboarding, project management, and account management functionalities.
Why is Moxo a Great Client Onboarding Software
Moxo’s Flow Workspaces feature includes an Interaction Suite that facilitates client onboarding through file sharing, messaging, and meeting settings. Its Workflow Automation tools further enhance the experience by allowing users to easily create automation with a simple drag-and-drop interface.
The standout aspect of Moxo is its ability to streamline client onboarding processes effectively. However, it’s important to note some limitations, such as restricted third-party tool integration, which may pose challenges for teams with extensive software ecosystems.
What to Look for in a Client Onboarding Software
Choosing the best onboarding software for your business can feel overwhelming with so many options available in the market. Here are the key factors to keep in mind when evaluating client onboarding software:
1. Identify the Problem You’re Solving
Before diving into comparisons, determine what issue your current customer onboarding process isn’t addressing. Are you looking to automate repetitive tasks, or perhaps you’re seeking to improve the overall customer onboarding experience?
By clearly understanding the gaps in your process, you’ll know which onboarding software features to prioritize. Whether it’s automated workflows, customer feedback collection, or tools to help track customer progress.
2. Consider Who Will Use It
Another important consideration is determining who among your customers will be using the client onboarding software. Will it primarily be accessed by your main clients, or will it need to cater to a wider range of customer types?
Depending on how many customers will be interacting with the onboarding tool, you may want to focus on simplicity and ease of use, especially if you’re dealing with a variety of user skill levels. It’s crucial to choose a customer onboarding tool that is intuitive and effective for all types of users, from tech-savvy clients to those who may require a more straightforward approach.
3. Evaluate Integration with Other Tools
Take stock of your existing tools. Does the new onboarding software need to work seamlessly with your CRM, accounting, or HR systems? Whether it’s your CRM, project management tools, or sales process systems, ensure that the onboarding tool can connect seamlessly.
You may find that some user onboarding software can replace several others, streamlining your tech stack and reducing complexity. Ensure that the client onboarding software you choose can integrate or replace multiple platforms as needed, consolidating everything into one solution for better customer engagement and user retention.
4. Focus on Desired Outcomes
Ultimately, you want the client onboarding software to drive meaningful results. What specific outcomes are you aiming for? What specific results will indicate that your onboarding software is successful? Do you want to see an increase in product adoption, or is improving customer feedback your top priority?
By setting clear goals, whether it’s enhancing customer retention, reducing support costs, or gaining better visibility into onboarding progress, you can better assess how well each user onboarding tool meets those objectives.
5. How Does It Fit In Your Workflow?
Every business operates differently, so ensure the customer onboarding solution aligns with your workflows. What’s working well in your current setup, and where are the bottlenecks? A tool that fits seamlessly into your onboarding process will help minimize disruption, address any workflow bottlenecks, and increase efficiency.
Don’t assume that just because a user onboarding tool is popular, it’s the right fit for your unique client onboarding needs. A good customer onboarding solution will feel like a natural extension of your existing processes.
Wrapping Up
Choosing the best customer onboarding software can greatly improve your business’s efficiency, enhance client satisfaction, and increase retention rates. Each of the user onboarding tools we’ve explored brings its own unique features and advantages tailored to various business requirements, but Zight stands out as the best option.
Its unique features, such as real-time screen recording, GIF creation, and seamless file sharing, make it ideal for delivering engaging and interactive onboarding experiences. Why not sign up and get started?
