5 Onboarding Moves That Students (and Staff) Will Thank You For

Starting at a new school should feel exciting – not overwhelming. But for too many students, the onboarding experience is where things start to unravel. They’re hit with disjointed emails, clunky portals, and vague instructions, often just when they need clarity the most.

And let’s be honest – it’s not easy for staff either. Behind the scenes, teams are juggling spreadsheets, chasing paperwork, and working across systems that don’t always speak to each other.

Onboarding doesn’t have to be this way. With the right approach, it can become one of the most supportive, student-centred moments in the journey. Here’s how to make that happen.

Why It’s Time to Rethink Student Onboarding

Students today are used to doing things quickly and easily online. From ordering dinner to managing their banking, they expect streamlined experiences – and higher education should be no exception.

But when onboarding is spread across different systems, timelines, and teams, it can quickly feel like a maze. Students start to doubt themselves – or worse, the institution they’ve just committed to.

A modern onboarding experience should:

• Help students feel informed, confident, and welcome.
• Give staff the tools to step in quickly and supportively when needed.
• Reduce friction without losing the human connection.
• Set the tone for the kind of relationship you want to build.

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5 Ways to Build a Better Onboarding Experience

1. Keep Everything in One Place

Let’s face it: no one wants to log into five different systems just to complete one task. If students are constantly switching tabs to upload ID documents, view their timetable, and make payments, they’re going to feel lost before they even start.

Bringing everything into one place isn’t just more convenient – it gives students a sense of calm and control.

Try this: Create a clear onboarding portal where students can track their progress step by step. Add simple signposting, live status updates, and one login that works everywhere. With Full Fabric’s Core, this becomes possible across the entire student lifecycle – from enrolment to graduation.

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2. Automate the Admin – But Keep It Personal

There’s a lot to do behind the scenes. Chasing missing documents, sending reminders, confirming payments... it adds up fast. Automation can take the pressure off your team – and make life easier for students too.

But here’s the key: automation should feel like support, not surveillance.

Try this: Use workflow automation tools like the ones we offer with Origin to guide students through the process with friendly, well-timed messages. For example, send a reminder if someone hasn’t uploaded their ID, followed by a quick check-in from a staff member if it’s still incomplete after a few days.

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3. Don’t Say Everything at Once

It’s tempting to front-load all the information – but students can only take in so much at a time. A flood of instructions can easily lead to confusion or disengagement.

Instead, pace it out. Focus on what they need to do now, and build in guidance for what’s coming next.

Try this: Send a welcome email with just three clear actions. Then follow up weekly with helpful reminders, FAQs, and short how-to videos. Foundation makes it easy to build tailored campaigns by programme, location, or intake – so students receive exactly what they need, when they need it.

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4. Design for Real Life (and Real Devices)

Students aren’t just sitting at a desk with a laptop. They’re commuting, working, moving between countries – and often doing everything from their phone.

If your onboarding steps aren’t mobile-friendly, responsive, or accessible, students are going to get stuck. And that frustration adds up fast.

Try this: Test every form and page on a mobile device. If a document can’t be uploaded from a phone, fix it. If a button’s hard to tap, make it bigger. Small tweaks make a huge difference.

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5. Make It Easy for Teams to Work Together

Behind every great onboarding experience is a well-aligned team. But when departments are using different systems – and different data – things slip through the cracks.

Students end up repeating information. Staff waste time checking in with each other. And no one has the full picture.

Try this: Set up shared workflows and a single student profile that updates in real time. That way, everyone – from finance to academic support – can see exactly what’s done and what’s still pending.

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A Strong Start Leads to a Smoother Journey

Onboarding is more than just ticking boxes. It’s your first opportunity to show students that they’re supported, seen, and in the right place.

When the process is clear and connected, students feel confident from day one. And when your team is working together – not around disconnected systems – you can spend less time troubleshooting and more time building relationships.

It’s a small shift that makes a big difference.

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Want to explore what a better onboarding journey could look like for your team and your students? Let’s talk.