Skip to main content

Written by InvestGlass on .

Automate Onboarding with AI

Today, we’re going to explore how InvestGlass AI can make your company compliant in just one day. The question is simple: can safe AI really transform compliance that fast? Let’s walk through the process step by step. Compliance often starts with documents—PDFs, Word files, Excel. InvestGlass AI consolidates and normalises these files into a single, machine-readable format, forming the foundation of fast automation.

Start my free trial
Book a demo

Once consolidated, the system deduplicates content and maps questions. If two forms ask the same thing in different ways, InvestGlass Artificial Intelligence merges them into one standardised version. This ensures clean data collection and eliminates redundancy across your compliance process.

Cross-format integration is another challenge, as data often lives in spreadsheets, forms, or multilingual files. InvestGlass AI standardises everything into one machine-readable format, meaning no more complex ETL processes and no more risk of missing compliance-critical details. After document preparation, the focus shifts to APIs, where security comes first. Non-permanent API tokens protect your CRM and give you full control over who can access what, ensuring compliance is not just regulatory but also embedded into your architecture.

Here you can enforce non-permanent keys and restrict access to specific tables of your InvestGlass. Connectivity is essential, and this is where the InvestGlass API store comes in. You can securely connect your CRM to tools you already use—name checks for AML CFTC and money laundering such as Open Sanctions, NorthData, portfolio management systems like Temenos, or crypto custody tools like Fireblocks. Your ecosystem remains both integrated and protected. For compliance processes, you can trigger connections to your favourite sources of truth, but also schedule tasks on a daily, weekly, or monthly basis through what we call a scheduler.

Now that security and access are in place, AI comes into play. It parses documents, generates fields, and suggests workflows. The system can integrate with Mistral, OpenAI, or even your private local LLM, enhancing compliance without compromising control. The next step is configuring your CRM structure. The AI helps you build your architecture, set up custom fields, APIs, labels, and REGEX to ensure correct input and map the client journey. Here, you can set the level of compliance for each field, with PII, LDAP, and GDPR protections. Each group of employees is assigned read and write permissions, a process we call CRUD. Yes! Now you are covered.

With fields, data rules, and APIs established, artificial intelligence can build onboarding forms. These forms let you collect data from individuals and companies via a website, a tablet, or invitation emails that include a digital onboarding form. AI generates these forms in seconds. They’re not just data entry points; they power KYC processes, account openings, AML checks, and digital signatures. Forms are multilingual—in French, German, or any required language—and respect your compliance and style. Each form is connected to automation, triggering tasks and approvals so compliance happens in real time.

Finally, AI speeds up repetitive tasks and highlights risks, but it doesn’t replace judgment. Compliance officers remain the guardians of philosophy and ethics. With InvestGlass AI, compliance becomes faster, safer, and fully under your supervision.

Introduction to Automate Onboarding with AI

Employee onboarding is one of the most important stages of the employment lifecycle. It determines how quickly and effectively a new hire integrates into the company, understands its culture, and starts adding value. Yet, traditional onboarding often comes with mountains of paperwork, repetitive administrative tasks, and inconsistent communication that slow down both HR teams and new employees. AI onboarding offers a modern approach by leveraging artificial intelligence to address these challenges, making the process more efficient and personalized.

This is where artificial intelligence (AI) steps in. By introducing AI-driven automation, organisations can transform onboarding into a smoother, more engaging, and personalised experience. AI driven onboarding technology addresses both the challenges and benefits of implementing automation in HR processes, helping companies select the right solutions and partners. Companies such as InvestGlass are leading the way with tools designed to streamline processes, reduce errors, and create data-driven insights for continual improvement.

Automated onboarding isn’t simply about replacing human interaction with technology. Instead, it’s about leveraging AI to free Compliance and HR professionals from repetitive tasks so they can focus on building stronger human connections, cultural integration, and strategic workforce planning. Organizations can automate employee onboarding to streamline tasks, reduce manual errors, and improve overall accuracy.

What is Automated Onboarding with InvestGlass

Automated onboarding is the game-changing process that harnesses cutting-edge technologies—artificial intelligence (AI) and robotic process automation (RPA)—to revolutionize and supercharge your employee onboarding experience! Instead of being bogged down by tedious, manual tasks like data entry, document shuffling, and compliance headaches, automated onboarding unleashes powerful digital tools that handle these critical steps with lightning-fast efficiency and pinpoint accuracy. This transformative approach doesn’t just slash the administrative burden crushing your Compliance and HR teams—it delivers a consistently exceptional and engaging onboarding journey that new hires will love. By integrating artificial intelligence into your onboarding ecosystem, organizations can guarantee every new hire receives perfectly-timed information, crystal-clear instructions, and a seamless transition into their exciting new role, all while eliminating costly errors and mind-numbing administrative tasks that drain productivity and morale.

Current State of Automated Onboarding

The landscape of automated onboarding is rapidly transforming how organizations deliver exceptional employee experiences, with companies of all sizes embracing AI-powered onboarding solutions that revolutionize the entire new hire journey. These cutting-edge platforms leverage machine learning and intelligent automation to eliminate repetitive administrative tasks, create personalized onboarding experiences tailored to each individual, and deliver actionable HR insights that drive real business results. The impact is undeniable: companies are achieving improved employee retention rates, reduced onboarding costs, and bulletproof compliance with both internal policies and external regulatory requirements. While large enterprises have pioneered the adoption of automated onboarding to efficiently manage high-volume hiring demands, smaller organizations are now recognizing the game-changing value these sophisticated onboarding platforms bring to streamlining HR operations and delivering world-class hire experiences. This strategic shift toward automated onboarding is empowering businesses to create more efficient, engaging, and data-driven onboarding experiences that set every new employee up for long-term success.

Benefits of Automated Onboarding

When implemented effectively, AI-driven onboarding offers measurable benefits for both employees and organisations.

1.2 Streamlined Processes and Improved Experience

Automated workflows eliminate repetitive manual tasks, reduce paperwork, and ensure that every new hire receives the same high-quality onboarding experience. This sets a professional and supportive environment from day one. This approach improves employee engagement by making new hires feel supported and connected throughout the onboarding process. Additionally, AI-driven onboarding enhances engagement and fosters a stronger sense of belonging within the organization.

1.3 Increased Retention and Reduced Turnover

A smoother onboarding process leads to higher satisfaction and better retention rates. Automation can improve employee retention by providing a consistent and engaging onboarding experience that helps new hires feel valued and integrated from the start.

Increased efficiency and reduced errors

Manual onboarding tasks such as entering employee details, preparing contracts, or managing compliance documentation are prone to errors. These are time consuming administrative tasks and manual tasks that can be automated for greater efficiency. Automating these steps ensures greater accuracy, saves time, and improves data quality from day one.

Enhanced employee experience

A first impression matters, especially when starting a new job, as a smooth onboarding process sets the tone for the employee’s experience. With automated workflows, new hires receive timely updates, personalised training recommendations, and access to company resources without waiting for manual intervention. This sets the tone for a professional and supportive environment.

Improved retention rates

A poor onboarding experience is a leading cause of early employee turnover. Automating the process ensures consistency, engagement, and satisfaction, which translate directly into better retention rates.

Cost savings and scalability

By reducing the manual workload, organisations cut down administrative costs while scaling onboarding programmes to handle larger volumes of hires without extra headcount.

Understanding AI in Onboarding

AI is not just a buzzword in human resources; it is actively shaping how organisations design, implement, and improve onboarding processes.

AI-powered onboarding platforms are comprehensive solutions that automate and personalize onboarding tasks, streamlining the new employee experience.

AI-powered onboarding tools use natural language processing, predictive analytics, and machine learning to personalise the experience. For example, InvestGlass AI assistants can answer common employee questions, automatically generate training paths based on role requirements, and integrate seamlessly with HR systems such as payroll, benefits management, or compliance tracking. Automation tools and employee onboarding software leverage machine learning to optimize onboarding processes, reduce manual errors, and enhance cybersecurity for employee data.

Tasks AI can manage include:

  • Account creation for IT systems, system access, and user accounts, reducing bottlenecks for the it team
  • Enrolment in benefits and compliance programmes
  • Benefits administration
  • Scheduling training sessions and meetings
  • Offering real-time guidance via chatbots or assistants
  • Predicting potential drop-off risks during onboarding

By analyzing user behavior, AI personalizes onboarding content and improves engagement.

By embedding AI in these steps, Compliance and HR departments move from being reactive administrators to proactive enablers of employee success.

Assessing the Current Onboarding Process

Before adopting AI tools, it is crucial for organisations to evaluate their existing onboarding systems.

  1. Identify bottlenecks – Which tasks consume the most time? These are often manual processes that are inefficient and error-prone, such as manual form-filling or delayed approvals.
  2. Understand employee feedback – New hires often highlight areas where they feel unsupported or confused.
  3. Measure HR workload – Repetitive queries about benefits or IT logins often distract teams from higher-value work.
  4. Review compliance requirements – Ensure all regulatory steps are mapped out before introducing automation.

This baseline assessment allows companies to prioritise where automation will have the biggest impact and align the technology with company culture and strategic objectives.

Implementing AI in Onboarding

Introducing AI into onboarding requires more than plugging in new software. Successful implementation involves careful planning. Onboarding automation is a strategic initiative for HR, leveraging AI and RPA to streamline processes and improve efficiency:

  • Choosing the right tools – Solutions like InvestGlass AI provide flexibility, customisation, and compliance alignment, making them ideal for regulated industries. Employee onboarding automation solutions streamline the onboarding process by automating repetitive tasks, reducing manual errors, and enhancing the overall experience for new hires.
  • Integration with HR systems – Automated onboarding must link with payroll, learning management systems, and identity management tools to deliver seamless processes.
  • Training HR and managers – Technology is only as effective as its users. Teams should be trained not only on functionality but also on interpreting AI insights.
  • Continuous monitoring – Metrics such as completion rates, employee satisfaction, and time-to-productivity should be tracked to refine workflows.

An automated onboarding program can significantly reduce errors and improve the experience for both HR teams and new hires by leveraging advanced automation technologies.

The outcome is a consistent and scalable system that can be adapted as organisational needs evolve.

Streamlining Onboarding Tasks with AI

AI-powered onboarding tools streamline tasks that once consumed hours of Compliance and HR time. By automating repetitive tasks such as document completion, IT provisioning, and personalized communication, these tools enhance efficiency and free HR staff to focus on engaging with new hires. Some examples include:

  • Digital document management – Automated workflows handle contract generation, e-signatures, and secure storage.
  • Self-service portals – New hires upload personal data and access FAQs without waiting for HR.
  • Task automation – AI assigns tasks to managers, IT, and compliance teams, ensuring accountability and timely completion.
  • Smart scheduling – Systems automatically arrange induction meetings, training sessions, and check-ins.

For example, with InvestGlass AI workflows, each team member benefits from a streamlined process: a new team member could receive an automated sequence—contract signing, IT account activation, learning portal access, and cultural onboarding materials—ensuring a consistent and high-quality onboarding experience for all new team members, all without HR manually triggering each step.

Personalising the Onboarding Experience

One-size-fits-all onboarding is outdated. AI makes it possible to design onboarding pathways tailored to each employee.

  • Role-specific learning journeys – An engineer and a sales executive need different training. AI curates content based on the employee’s role and department, ensuring onboarding materials are relevant to their specific responsibilities and skills.
  • Adaptive feedback systems – AI chatbots collect feedback in real time, identifying pain points quickly.
  • Cultural integration – Employees are guided through company values and practices in a personalised way, fostering belonging.
  • Performance-linked onboarding – Predictive analytics match onboarding progress with early performance data, allowing adjustments.

This level of personalisation helps employees feel valued and engaged, creating a stronger connection with the company from day one.

The Role of AI Assistants in Onboarding

AI assistants act as 24/7 onboarding companions. They can:

  • Answer FAQs about company policies, holidays, or benefits.
  • Provide real-time guidance on IT issues.
  • Offer reminders for training deadlines.
  • Deliver personalised updates and check-ins.

In regulated industries, where InvestGlass specialises, AI assistants also support compliance education by ensuring employees are guided through mandatory legal and ethical training before accessing sensitive data.

HR Systems Integration

HR systems integration is the game-changing foundation that transforms your automated onboarding from good to exceptional! By seamlessly connecting your onboarding tools with core management powerhouses—HRIS, payroll, and performance systems—you unleash the full potential of automation that handles critical tasks like user account creation, benefits enrollment, and compliance verification without breaking a sweat. This smooth-as-silk data exchange doesn’t just speed up your onboarding—it revolutionizes it, ensuring employee data stays laser-accurate and perfectly synchronized across every single HR system in your arsenal. Say goodbye to costly human errors and tedious manual data entry forever—automation liberates your HR teams to focus on the strategic initiatives that actually move the needle for your organization. With pre-built integrations ready to plug into popular HR platforms, automated onboarding solutions make it incredibly easy for your organization to implement fast, scale smart, and maintain that golden single source of truth for all your valuable employee information!

The Role of Compliance and HR in Automated Onboarding

As automated onboarding becomes your competitive advantage, your Compliance and HR teams are transforming from tedious data pushers into strategic powerhouses that drive real business impact. With smart onboarding tools handling the boring stuff, your HR professionals can finally focus on what truly matters: boosting employee engagement, crafting personalized learning experiences that stick, and diving deep into onboarding analytics to unlock serious business results. Your teams also get to master the art of configuring and fine-tuning these automated solutions, ensuring they perfectly align with your company’s unique DNA and deliver that seamless “wow” experience every new hire deserves. But here’s the kicker—your HR folks don’t just disappear into the digital background; they remain the human touchpoint that addresses concerns, answers those burning questions, and creates that welcoming culture new employees crave. This evolution empowers your Compliance and HR teams to become true experience architects, shaping onboarding journeys that don’t just get people started—they set them up for long-term success and help your organization scale faster than ever.

Measuring the Success of Automated Onboarding

Success is not only about efficiency; it must be measured through clear metrics. HR teams can assess automated onboarding by tracking:

  • Time-to-productivity – How quickly does a new hire contribute meaningfully?
  • Engagement levels – Surveys and sentiment analysis provide insights into employee morale.
  • Retention rates – Automated onboarding should reduce early exits.
  • Compliance adherence – Tracking completion of required tasks ensures risk management.
  • Cost savings – Administrative hours saved directly translate into financial value.

By combining AI-driven insights with human oversight, companies can continually refine their onboarding strategies. It’s essential to monitor the entire process to ensure a seamless experience from start to finish.

Security and Compliance in Automated Onboarding

With AI comes responsibility. Employee data must be handled securely, especially in industries like finance and healthcare.

Automated onboarding platforms should include:

  • Data encryption for secure storage and transmission.
  • Access controls to ensure only authorised personnel view sensitive information.
  • Audit trails that record actions for compliance reporting.
  • Regulatory alignment with GDPR and other relevant frameworks.

InvestGlass, for instance, embeds compliance features directly into its AI tools, making them especially valuable for organisations with strict regulatory requirements.

Reducing Costs and Timeline of Talent Acquisition

Talent acquisition is expensive, but AI-powered onboarding significantly reduces costs and time-to-hire. Automation also streamlines the journey for prospective employees, efficiently moving them through recruitment, screening, interview preparation, and onboarding stages.

  • Faster processing – Automated background checks and contract management shorten timelines.
  • Lower turnover costs – Better onboarding leads to higher retention, reducing the need for repeat hiring.
  • Resource optimisation – HR teams spend less time on administration and more on strategy.
  • Improved quality of hire – Personalised onboarding ensures employees are better prepared, boosting long-term productivity.

Best Practices for Implementing Automated Onboarding

To maximize the game-changing benefits of automated onboarding, you need to follow proven strategies that guarantee a seamless transition from outdated manual processes to cutting-edge automation. Start by thoroughly auditing your current onboarding workflow to pinpoint exactly where you’re losing time, money, and new hire satisfaction. Define crystal-clear objectives—whether you’re aiming to boost employee retention rates, slash operational costs, or create an unforgettable first-day experience that new hires will rave about.

Choose onboarding platforms that integrate flawlessly with your existing HR ecosystem and deliver an intuitive, user-friendly interface that both your HR teams and incoming talent will love using from day one. Continuously capture valuable feedback from new employees and HR professionals to fine-tune your onboarding machine and implement data-driven enhancements that deliver measurable results. Finally, ensure your automated onboarding solution meets every compliance requirement for data protection and employment regulations—because staying compliant isn’t optional, it’s essential. By implementing these battle-tested best practices, you’ll create a streamlined, engaging, and bulletproof onboarding experience that doesn’t just process new hires—it sets them up for exceptional long-term success and transforms them into loyal, productive team members from their very first day.

Future of Onboarding with AI

The future of onboarding is increasingly intelligent, predictive, and employee-centred. As AI technology advances, onboarding processes will become even more adaptive and intuitive, continually evolving to meet the needs of both employees and organizations.

  • Predictive analytics will anticipate employee needs and risks, tailoring interventions before issues arise.
  • Immersive technologies like AI-driven simulations and virtual reality will provide engaging training environments.
  • Seamless integration across systems will create unified employee journeys from recruitment to career development, making it possible to scale onboarding solutions across the entire organization for a consistent and cohesive experience.
  • Hyper-personalisation will ensure no two onboarding experiences are alike, fostering stronger engagement.

AI will not replace the human element of onboarding but will strengthen it by allowing HR professionals to focus on empathy, coaching, and cultural connection.

Let’s get it done with InvestGlass

Automated onboarding with InvestGlass AI is no longer optional—it is a strategic necessity. Organisations that embrace AI-powered tools such as those offered by InvestGlass can streamline administrative tasks, enhance employee engagement, reduce costs, and improve retention.

By combining efficiency with personalisation, companies create an onboarding journey that is not only seamless but also inspiring, ensuring employees feel valued from the very beginning.

As AI evolves, onboarding will become even more intuitive, data-driven, and immersive, cementing its role as a foundation for long-term workforce success.

InvestGlass – Frequently Asked Questions (FAQ)

1. What is InvestGlass?

InvestGlass is an all-in-one CRM and automation platform designed for financial institutions, fintechs, and regulated businesses. It helps you manage client relationships, automate compliance, streamline onboarding, and centralize data in one secure system.

2. Who uses InvestGlass?

InvestGlass is built for banks, wealth managers, asset managers, insurance companies, and fintech startups. Any regulated business that needs secure client management, KYC/AML automation, and digital onboarding can benefit.

3. How does InvestGlass handle compliance?

InvestGlass includes AI-powered compliance tools such as digital onboarding, KYC/AML checks, PEP & sanctions screening, GDPR tools, and audit-ready data storage. It ensures your processes remain both compliant and efficient.

4. Can I customize InvestGlass to my business needs?

Yes. InvestGlass offers fully customizable CRM fields, workflows, dashboards, and onboarding forms. You can adapt the platform to your regulatory requirements, client journey, and branding without heavy coding.

5. Does InvestGlass integrate with other tools?

Absolutely. InvestGlass provides API connectivity and integrations with fintech tools, custodians, payment providers, and data sources such as OpenSanctions, NorthData, Temenos, Fireblocks, and more.

6. Is InvestGlass available in multiple languages?

Yes. The platform supports multilingual onboarding forms and interface options, including English, French, German, and others. This makes it ideal for global teams and cross-border compliance.

7. How secure is InvestGlass?

Security is a top priority. InvestGlass uses non-permanent API keys, encryption, access controls (CRUD), and GDPR-compliant data hosting in Switzerland or on-premise. Your sensitive data remains fully under your control.

8. Does InvestGlass use Artificial Intelligence (AI)?

Yes. InvestGlass leverages AI for document parsing, deduplication, workflow suggestions, and compliance automation. You can also connect it to OpenAI, Mistral, or private local LLMs for secure AI-enhanced workflows.

9. Can InvestGlass help with digital onboarding?

Yes. InvestGlass automates digital client onboarding with customizable forms, e-signatures, ID verification, and AML checks. This reduces manual effort and speeds up KYC and account opening processes.

10. How can I get started with InvestGlass?

You can request a free demo on the InvestGlass website to see how the platform fits your business. From there, our team helps you with setup, customization, and training so you can go live quickly.

AI, Digital onboarding