techport HR Suite
Onboarding software that starts with offer acceptance
Between offer acceptance and the first day of work lie the contract, system access, workstation setup, and induction plan, distributed across HR, IT, facilities, and the line manager. In the techport HR Suite, this process begins automatically: once a hire is recorded in recruiting, the personnel file and onboarding case are created without anyone having to retype data. Every role sees its tasks, and HR tracks progress as a percentage. At departure, offboarding ensures that access permissions, equipment, and final documents are not forgotten.
Does this sound familiar?
- The contract is signed, but IT only finds out about the new joiner on their first day of work.
- HR manually transfers data from the job application into the personnel file.
- The onboarding checklist sits as a Word file on a shared drive, and every department uses a different version.
- New employees ask the same questions in their first few weeks, and the answers depend on whom they ask.
- Upon departure, access permissions remain open or the laptop is not returned.
From recruiting to onboarding, without manual data entry
In the techport HR Suite, the steps are interconnected:
- Staff requisition. The line manager requests a position, including budget, FTE, and target start date.
- Approval and job posting. Once approved, the position is created in the staffing plan. With a single click, it turns into a job posting in recruiting.
- Hiring. When a hire is recorded in applicant tracking, recruiting transfers the data to personnel administration.
- Personnel file and onboarding case. Both are created automatically. The digital personnel file is set up, and the onboarding case with its tasks is initiated.
Setting up the approval process for staff requisitions properly is also an organisational matter. Our consulting on staff requisitions can assist you with this.
Tasks for all stakeholders
An onboarding case distributes tasks to the roles responsible for completing them. Typical examples:
- HR: generate contract from template, request documents, complete personnel file
- IT: set up user accounts, prepare hardware
- Facilities: workstation, keys, or access card
- Line manager: induction plan, team contact person, initial feedback review
- New employee: verify personal details, provide documents
Each task appears in the task list of the responsible person, complete with notifications. HR sees progress as a percentage and identifies where bottlenecks occur. You maintain the checklists yourself and adapt them whenever processes change. Contracts are generated from templates with placeholders. The suite checks whether details are missing and files the finished document in the personnel file.
Induction with company knowledge
New employees have many questions, and not all of them should land with HR. In the Company Knowledge module, an AI assistant answers them based on your own documents: onboarding materials, guidelines, process descriptions, and works agreements. Every answer cites its sources and is clearly labelled as an AI response. Questions can be asked in German or English, and the response is delivered in the language of the question. In addition, there are maintainable onboarding checklists for new employees. If a topic is missing, employees can report the gap to those responsible.
Offboarding: conclude departures thoroughly
An offboarding case bundles all tasks associated with a departure: revoke access, collect equipment, issue exit documents. Tasks are assigned to the responsible roles, and HR can see what is still pending. Certificates and references are generated from templates populated with data from the personnel file.
Plan for the reference letter (Arbeitszeugnis) as a dedicated task. Employees have a statutory right to a reference upon termination of employment (§ 109 GewO - Trade Regulation Act). After departure, the configured retention and deletion periods take effect, and the suite automatically deletes data once expired. Handover documents can be stored in the Company Knowledge base to ensure the departing employee's knowledge remains within the company. What a well-structured departure process looks like is detailed in our offboarding consulting.
What belongs to good onboarding
Software organises the tasks. What goes into them is up to you. A phased structure has proven successful:
- Before the first day: contract and documentation of essential terms of employment. Since 2025, text form with proof of receipt is generally sufficient for this, except in industries covered by § 2a SchwarzArbG (Act to Combat Undeclared Work), such as construction, catering, and logistics. Employees can request written form (§ 2 NachwG - Act on Proof of Conditions of Employment). Additionally, prepare system access, workstation, and welcoming arrangements.
- First day: welcome by the line manager, instruction on health and safety before commencing work (§ 12 ArbSchG - Occupational Health and Safety Act), guidance on data protection and IT security.
- First weeks: dedicated contact person, induction plan, regular short feedback check-ins.
- End of probation: a review meeting with clear mutual feedback.
How to structure induction and retention in the initial months is covered in our onboarding consulting.
See onboarding in action in the demo
We will guide you through the process from staff requisition to hiring and the completed onboarding case. Afterwards, you will know which tasks and checklists you can adopt directly and what you might want to tailor.
Frequently asked questions
What is onboarding software?
Onboarding software organises the integration of new employees as a workflow with tasks, responsibilities, and deadlines. Digital onboarding means that HR, IT, facilities, and line managers view their tasks directly within the system rather than in emails and spreadsheets. In the techport HR Suite, the onboarding case starts automatically once a hire is recorded in recruiting.
How do new employees move from recruiting into onboarding?
Automatically. Once a hire is recorded in recruiting within the techport HR Suite, the system creates the personnel file and launches the onboarding case. The data from the application is transferred directly, so HR does not need to retype it. You can monitor the progress of tasks for HR, IT, facilities, and line managers as a percentage.
Can we use our own onboarding checklists?
Yes. You maintain the checklists yourself and adapt tasks whenever processes change, such as when introducing a new system or adding a location. For new employees, there are also onboarding checklists available in the Company Knowledge module. Multi-step workflows with approvals, deadlines, and follow-up tasks can be configured in the workflow builder without any programming required.
What is included in offboarding?
Offboarding includes all tasks related to an employee's departure: revoking access permissions, reclaiming equipment, issuing exit documents and reference letters, and organising knowledge transfer. In the techport HR Suite, an offboarding case bundles these tasks and distributes them to the responsible roles. Thereafter, the configured retention and deletion periods apply.
Does the works council have codetermination rights regarding onboarding software?
Generally, yes. According to established case law of the Federal Labour Court (Bundesarbeitsgericht), software that processes employee data is objectively capable of monitoring behaviour or performance. Therefore, § 87 Abs. 1 Nr. 6 BetrVG (Works Constitution Act) applies. You should therefore involve the works council early on. Learn more on our page about software for the works council.
How much does the onboarding software cost?
Onboarding and offboarding are part of personnel administration within the techport HR Suite. Pricing is available upon request and depends on your number of employees and the modules you use. The service is aimed exclusively at corporate clients. In a demo, you can preview exactly what an onboarding case would look like for your organisation.