8 User Onboarding Tools for Seamless Experience

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Imagine signing up for a new app or platform, only to feel lost and overwhelmed by its features. This is a common frustration that can quickly turn users away—unless they’re guided by a thoughtful onboarding process. Enter user onboarding tools: the secret weapon behind every successful digital experience. 

Whether you’re a SaaS company, an e-commerce site, or any business with a digital product, leveraging the best user onboarding tools can make all the difference. 

These solutions, ranging from in-app guidance to automated emails, help new users navigate your product with ease, boost adoption, and foster lasting satisfaction. 

In this design journal, we’ll explore what user onboarding tools are, why they matter, and how to choose and implement the right customer onboarding software for your needs. 

What are user onboarding tools?

User onboarding software, also known as customer onboarding software, is a digital solution designed to guide new users through the initial stages of learning and using a product or service. 

These customer onboarding software typically offer interactive tutorials, tooltips, checklists, and in-app messages to help users quickly understand key features and workflows. 

By providing clear, step-by-step guidance, customer onboarding systems ensure that users feel supported and confident from their very first interaction.

The primary purpose of these tools is to help users unlock value from a product as quickly as possible, reducing confusion and minimizing drop-off rates. 

When implemented effectively, the best user onboarding tools lead to higher engagement, improved product adoption, and increased customer satisfaction. 

Ultimately, investing in a robust customer onboarding system leads to better retention rates, more loyal users, and a stronger overall business performance, making it a smart choice for any company looking to deliver an outstanding user experience.

Top 8 user onboarding tools

To help you choose the right solution for your needs, here’s an overview of the 8 best user onboarding tools available in 2025.

Each of these platforms offers unique features that make them stand out as top choices for businesses:

1. Userpilot

Userpilot is a leading user onboarding software designed to help companies create interactive product tours, checklists, and in-app messages without requiring coding skills. It’s especially popular among SaaS businesses for its ease of use and robust analytics.

Key features:

• Interactive product tours and walkthroughs
• In-app checklists and progress bars
• Tooltips, hotspots, and modals
• NPS surveys and user feedback collection
• Advanced user segmentation and analytics
• Resource centers and knowledge bases

Pricing:

• Starter Plan: $299/month (billed annually) for up to 2,000 monthly active users (MAUs)
• Growth Plan: Starts at $799/month (billed annually), with advanced features and higher MAU limits
• Enterprise Plan: Custom pricing for larger organizations and advanced needs.

2. Appcues

Appcues is a versatile customer onboarding software that enables teams to build and launch in-app guides, tooltips, and surveys. It’s known for its intuitive design and strong targeting capabilities.

Key features:

• In-app guides and walkthroughs
• Checklists and progress bars
• Tooltips and modals
• User segmentation and targeting
• Resource centers
• Unlimited integrations (on Growth plan and above)

Pricing:

• Start: $300/month (billed annually)
• Growth: $750/month (billed annually) 
• Enterprise: Custom pricing for advanced security and support.

3. Pendo

Pendo is a comprehensive user onboarding system that combines in-app guidance, product analytics, and user feedback. It’s widely used by mid-sized and large enterprises for its robust feature set.

Key features:

• In-app guides, walkthroughs, and tooltips
• Product analytics and event tracking
• NPS surveys and session replays
• User segmentation and targeted messaging
• Mobile app onboarding and analytics

Pricing:

• Contact support

4. Intercom

Intercom is a customer messaging platform that includes powerful onboarding features such as chatbots, in-app messages, and automated email sequences. It’s ideal for companies that want to combine onboarding with ongoing customer support.

Key features:

• Chatbots and live chat
• In-app messages and product tours
• Automated onboarding email sequences
• User segmentation and targeted messaging
• Help center and knowledge base integration

Pricing:

• Essential: $29 per seat/ month, billed annually
• Advanced: $85 per seat/ month, billed annually
• Expert: $132 per seat/ month, billed annually

5. Typeform

Typeform is a user-friendly survey and feedback tool often used within customer onboarding systems to collect user data, segment audiences, and personalize onboarding experiences.

Key features:

• Interactive surveys and feedback forms
• Conditional logic for personalized questions
• Integration with other onboarding tools
• Data export and analytics

Pricing:

• Basic: $25/month (billed annually)
• Plus: $50/month (billed annually)
• Business: $83/month (billed annually)
• Enterprise: Custom pricing

6. Loom

Loom is a video messaging platform that allows businesses to create quick onboarding videos, demos, and tutorials. It’s often used to supplement other onboarding tools for a more engaging user experience.

Key features:

• Screen and camera recording
• Video sharing and embedding
• Viewer analytics
• Integration with Slack, Notion, and other tools

Pricing:

• Free: Limited features
• Business: $15/user/month (billed annually)
• Business+ AI: $20/user/month (billed annually)
• Enterprise: Custom pricing

7. Auth0

Auth0 is an identity management platform that streamlines the signup and authentication process, making it a critical part of many customer onboarding systems.

Key features:

• Single sign-on (SSO) and multi-factor authentication
• Customizable login and registration flows
• User management and analytics
• Integration with hundreds of apps

Pricing:

• Free: Up to 7,000 active users/month
• Essential: $385/ year
• Professional: $2640/ year
• Enterprise: Custom pricing

8. Zendesk

Zendesk is a customer support platform that supports onboarding through its help center, knowledge base, and ticketing system. It’s often used to provide self-service resources for new users.

Key features:

• Help center and knowledge base
• Ticketing system for support requests
• Live chat and messaging
• Automation and analytics

Pricing:

• Suite Team: $55/agent/month (billed annually)
• Suite Growth: $89/agent/month (billed annually)
• Suite Professional: $115/agent/month (billed annually)
• Suite Enterprise: Custom pricing

Types of user onboarding tools

There are several types of user onboarding tools, each designed to address different stages and needs in the onboarding process. Choosing the right mix can make your onboarding journey smooth and effective.

In-app guidance

In-app guidance is one of the most effective ways to onboard users. Tools like Userpilot, Appcues, and Pendo offer interactive product tours, tooltips, and checklists that guide users directly within your application. 

These features help users navigate your product with ease and quickly understand how to use key features.

Email onboarding

Email onboarding tools, such as Customer.io or Intercom, automate the process of sending welcome emails, tips, and tutorials to new users. 

These emails can be personalized and scheduled to ensure users receive the right information at the right time, keeping them engaged and informed throughout their journey.

Chat and support

Chat and support tools, like Intercom or Zendesk, provide real-time assistance to new users. 

These platforms allow users to ask questions, receive instant help, and get personalized support, making the onboarding process smoother and more interactive.

Video and webinar tools

Video and webinar tools, such as Loom or Zoom, enable you to create engaging onboarding videos and live training sessions. 

These resources help users learn at their own pace and provide visual demonstrations of complex features, making it easier for them to get started.

Feedback and surveys

Feedback and survey tools, like Typeform, allow you to collect user opinions and insights during the onboarding process. 

This helps you identify pain points, measure satisfaction, and continuously improve your onboarding flow. By gathering feedback, you can tailor your approach and ensure users have the best possible experience.

How to choose the right user onboarding tool

Selecting the right user onboarding tool depends on your unique goals, user base, and technical environment. Evaluating features, integrations, and ease of use is key to finding the perfect fit.

Identify your onboarding goals

Before selecting a user onboarding tool, clearly define what you want to achieve. Whether your focus is on reducing confusion, increasing adoption, or improving retention, your goals will guide your choice of the best user onboarding tools for your needs.

Assess feature set and integrations

Evaluate the features offered by different user onboarding software options. Look for tools that provide the specific guidance, automation, and analytics you need. 

Also, check if the tool integrates with your existing tech stack, such as CRM, analytics, or communication platforms.

Consider ease of use and customization

The best customer onboarding software is easy to use and customize. Choose a tool that allows you to create personalized onboarding flows without requiring advanced technical skills. This ensures you can quickly adapt your onboarding process as your product evolves.

Evaluate pricing and budget

Pricing varies widely among user onboarding tools, so it’s important to consider your budget. Compare plans based on the number of users, features, and support options. 

Make sure the tool you choose offers good value for money and aligns with your financial resources.

Check customer support and documentation

Reliable customer support and comprehensive documentation are essential for a smooth onboarding experience—not just for your users, but for your team as well. 

Look for user onboarding software providers that offer responsive support, helpful resources, and a strong user community.

Conclusion

User onboarding is a critical phase in the customer journey, and the right tools and strategies can make all the difference. 

By leveraging the best user onboarding tools, such as Userpilot, Appcues, Pendo, Intercom, and others, you can create a seamless, engaging, and effective onboarding experience for your users. 

User onboarding systems help reduce confusion, improve product adoption, enhance satisfaction, and boost retention rates.

Remember to personalize the onboarding experience, use clear instructions, incorporate progress indicators, offer immediate value, and continuously monitor and improve your onboarding flows. 

With these best practices in place, you’ll set your users up for success and build a loyal, satisfied customer base.

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Frequently asked questions

How do user onboarding tools integrate with analytics platforms?

Most user onboarding software integrates seamlessly with popular analytics platforms like Google Analytics, Mixpanel, or Amplitude. 

These integrations allow you to track user behavior, monitor onboarding completion rates, and identify areas for improvement. 

By combining user onboarding tools with analytics, you gain valuable insights to optimize your onboarding process and drive better outcomes.

Can onboarding tools be customized for different user segments?

Yes, the best user onboarding tools offer robust customization options. You can segment users based on role, behavior, or demographics and tailor onboarding flows to each group. 

This ensures that every user receives relevant guidance and support, maximizing engagement and satisfaction.

What security and privacy considerations should you keep in mind?

When implementing a customer onboarding system, it’s important to ensure that user data is handled securely and in compliance with privacy regulations. 

Choose user onboarding software that offers strong data protection features, such as encryption and access controls, and review their privacy policies to ensure alignment with your organization’s standards.

How do onboarding tools support global or non-English speaking users?

Leading user onboarding tools support localization and multi-language features, allowing you to provide onboarding content in multiple languages. 

This ensures that global or non-English speaking users receive clear, culturally relevant guidance, making your product accessible to a wider audience.

What are the common challenges when implementing onboarding tools?

Common challenges include selecting the right tool for your needs, integrating with existing systems, ensuring data security, and maintaining a balance between comprehensive guidance and information overload. 

By carefully evaluating your requirements and choosing a flexible, scalable user onboarding software, you can overcome these challenges and deliver an outstanding onboarding experience.