27 Best User Onboarding Tools in 2023


New user onboarding is the foundation for product-led growth companies, from consumer mobile apps to B2B SaaS companies.

A strong user onboarding experience guides users through a new product interface, educates users on core features, and familiarizes them with the product experience – with the goal of driving product adoption by providing valuable products to users that help solve their unique problems. 

Conversely, a poor onboarding flow leads to confused users, under-adopted features, high churn, negative product reviews, and a low NPS.

For product and UX teams, a user onboarding tool helps provide the tools to build, analyze, and deliver effective new user onboarding experiences that showcase a product’s value and build expert users.

In this article, we’ll provide a breakdown of all the various types of user onboarding tools that can be utilized to drive product adoption and user adoption, how each of these tools works, and how you can select the best user onboarding software provider for your contextual use case.

27 Best User Onboarding Software Tools in 2023

  1. Whatfix
  2. IntroJS
  3. UserGuiding
  4. Appcues
  5. Userpilot
  6. Userflow
  7. HelpHero
  8. Pendo
  9. Loom
  10. Wistia
  11. Vidyard
  12. Customer.io
  13. Loops
  14. HubSpot
  15. Mailchimp
  16. Hotjar
  17. UXCam
  18. Mixpanel
  19. FullStory
  20. Optimizely
  21. VWO
  22. Maze
  23. Typeform
  24. Jotform
  25. Google Forms
  26. Zendesk
  27. HelpScout

What Is User Onboarding Software?

User onboarding is the automated process that new users experience after signing up for a product. The goal is to help new users familiarize themselves with a product’s features, workflows, and interface quickly, allowing new users to find value in a tool.

User onboarding tools are a type of product management software a mix of product tours, interactive walkthroughs, pop-ups, task lists, and more to guide users through an application with product-led onboarding.

This helps reduce user friction and learning curves experienced when using a new tool and helps new users finish their account setup.

The exact feature set for user onboarding tools varies on the type of onboarding tool, but the most common features of these tools include:

  • Using a no-code editor to create in-app guidance, user onboarding checklists, and messaging such as tooltips, product tours, interactive walkthroughs, task lists, and more to welcome new users and help guide them on how to use its more advanced features.
  • On-demand, self-help features such as in-app wikis, knowledge bases, and FAQ pages.
  • User surveys to gather in-app product feedback like NPS surveys.
  • Product analytics to understand how new users are engaging with a product, to identify friction points, understand onboarding success, track and measure important user onboarding metrics, and segment users into cohorts
Related Resources

8 Types of Tools Used for User Onboarding

Depending on your product’s use case, there are various types of user onboarding tools that can be utilized to create a strong new user experience and journey. Most product teams will take an omnichannel approach to user onboarding and will lean on a few of these types of software.

1. Digital adoption platforms

Digital adoption platform provides product teams with no-code tools to create in-app guidance and on-demand support content to help guide new users on how a product works, navigate its UI, and solve their main pain points. 


These platforms use a combination of onboarding experiences such as non-intrusive pop-ups, alerts, notifications, etc., to introduce users to the product and help them make it an essential part of their workflow – ultimately reaching their “aha!” moment. They also provide teams with product adoption analytics to understand a product’s onboarding success, friction points, feature adoption, UX flows, and more. 

2. Product tour software

A product tour is a step-by-step walkthrough of a product’s user interface that’s designed to show users how to use different features, navigate elements, and interact with the product UI. Product tour software provides product managers with the tools to create in-app experiences for first-time users that take those users on a walkthrough of a product’s core features and workflows.


3. DIY onboarding frameworks

This refers to no-code platforms a product team can use to build and customize onboarding experiences without writing code. DIY onboarding tools usually have a drag-and-drop visual editor that you can use to customize onboarding elements down to their color, size, and shape.

4. Video onboarding tools

Video onboarding tools help you create, edit, host, curate, and embed onboarding videos on your web pages and applications for users to view on demand. These include SaaS platforms like Vidyard, Wistia, Vimeo, Loom, YouTube, Hippo Video, and Uscreen.

5. Email onboarding tools

These tools are designed to help marketers and growth engineers create rule-based email sequences that are sent automatically to users when certain conditions are fulfilled. Examples include Mailchimp, Constant Contact, and other email marketing software.

This can be when a user signs up for a newsletter, completes a purchase, books a meeting, downloads a marketing asset, or requests a meeting with your sales department.

Email onboarding tools are perfect for engaging large numbers of users at scale since they can be customized to send different users unique messages based on the conditions a user’s profile fulfills.

6. Product analytics software

Product analytics tools help product teams understand how users interact with their product, its features, its in-app messaging, where users face challenges, usage patterns, and more.

It serves as a way for everyone involved in the product development process to understand how to build better products, increase user engagement, and reduce customer churn.


These tools track critical product adoption metrics and user behavior such as active usage, on-page navigation, conversion rates, completion rates, etc.

11 Must-Track Product Adoption KPIs & Metrics to Analyze With Whatfix

7. Screen and session recording software

As their name implies, screen recording software generates a live recording of what your product’s users’ screens look like when they’re navigating your website. Some popular options include SaaS platforms like Hotjar, UXCam, and CrazyEgg.


8.A/B testing tools

A/B testing (also known as split or bucket testing) tools help product engineers compare different versions of their landing pages, application, or marketing assets to see which one performs better.

Typically, product managers change one (or a few) variables between both versions of their product and then ship both versions to their users to see how the variable in question affects conversions, retention, revenue, and any particular metric you’re trying to optimize for.

9. User feedback software

User feedback platforms provide a medium for product teams to collect feedback from their users to understand how their product works, how they currently use it, any challenges they face, and changes or upgrades they’d love to be made to the product.


They help product teams and UX researchers collect customer feedback through means such as text surveys (Typeform, Google Forms, Wufoo), video (Loom, Sendspark, and Wistia SoapBox), audio (Voiceform), and in-app feedback collection (Whatfix).

10. Knowledge base and FAQ software

Knowledge base software and FAQ tools help product teams publish answers to frequently asked questions (FAQs) about their product and general tips and tricks for solving common issues. These tools help you create product docs users can access on demand and reduces the pressure on your support team.

Teams Self Help
PlayOJO reimagines the user onboarding and gaming experience with Whatfix

27 Best User Onboarding Software in 2023

Here are the best user onboarding software tools for product and UX teams in 2023.

oracle fusion

1. Whatfix

  • Type: Digital adoption platform, product analytics software
  • G2 Review Rating: 4.7 out of 5 stars, across 200+ reviews 
  • Price: N/A – contact for a custom quote

Whatfix is a no-code digital adoption platform designed to help product managers educate new users, increase user activation, and reduce churn with non-intrusive onboarding resources.

Whatfix helps product teams onboard, educate, retain, and optimize their product for users without writing code—our entire platform is built to work off of a drag-and-drop visual editor anyone can start using. It doesn’t limit you either and you can further customize your onboarding experiences for web and mobile devices using JavaScript, HTML, or CSS.


Whatfix also provides product managers with advanced product analytics tools to understand the impact of their in-app experiences and onboarding flows, identify friction points, understand feature adoption, reduce time-to-value, and overall how new users are engaging with a product.

Product managers are empowered to see their product’s onboarding success and use this data to build role or persona-based onboarding experiences based on user segmentation and journey data.


Whatfix enables product managers to:

  • Onboard new users with step-by-step product tours, interactive walkthroughs, task lists, smart tips, and more.
  • Announce new features and promote your content and offers with non-intrusive pop-ups and in-app guidance.
  • Provide on-demand support with in-app, self-help wikis that can be integrated with a company’s knowledge base, Google Drive, and external documentation and links.
  • Implement contextual nudges to provide in-app, role-based suggestions personalized to users.
  • Collect feedback with surveys that you can segment to target specific user cohorts based on variables such as their subscription tiers, active usage, location, demographics, etc.
  • Automatically translate your onboarding resources into your customers’ preferred language from just one version. Whatfix supports localization in 70+ languages.
  • Use Whatfix analytics to analyze product experiences, identify friction points, measure onboarding success, and track which resources users find helpful.
Create contextual user onboarding flows, effective product tours, and data-driven in-app guidance with Whatfix

2. IntroJS

  • Type: Onboarding framework
  • G2 Review Rating: N/A
  • Price: $300 one-time cost

IntroJS is a Javascript library that helps you add step-by-by step interactive walkthroughs and highlights to a website or application.

Essentially, Intro adds an overlay that highlights your web pages or product features one by one and can be used to insert progress bars that indicate how much longer the onboarding process will take.

IntroJS is open-source, so it’s perfect for hobbyists and developers who can integrate it themselves and write some Javascript or CSS to customize it. It also has a robust community of contributors, although it’s not unusual for bugs to go unresolved for months, as you can see from Intro’s Github’s profile.

On the other hand, it’s not no-code by default and the average product manager will struggle with IntroJS without some help from their development team.; it’s also minimal and doesn’t offer any mechanism for tracking user behavior analytics, localizing content in different languages, announcing features, or enriching the onboarding experiences with rich media such as videos, GIFs, etc. 


3. UserGuiding

  • Type: Product tour software
  • G2 Review Rating: 4.7 out of 5 stars, across 110 reviews
  • Price: Starts at $828 annually for up to 2,500 monthly users

Like the name implies, UserGuiding is an onboarding platform designed to help product teams walk users through their product, highlight helpful features, and make it easy for customers to self-onboarding. Among others, UserGuiding offers:

  • Resource centers where you point users to product docs and FAQs
  • Powerful user analytics that give you the inside scope on how users interact with your product’s features, and
  • Segmented onboarding experiences that helps you target specific cohorts of users

4. Appcues

  • Type: Product tour software
  • G2 Review Rating: 4.6 out of 5 stars, across 141 reviews
  • Price: Starts at $2,988 annually for up to 2,500 users

Appcues is a product experience platform that makes it easy to understand, measure and improve product adoption, reduce churn, and figure out how to improve your product’s UX without writing code. Depending on your pricing tier, Appcues offers simple product analytics, third-party integrations, and localization features that render product information in your users’ preferred languages.

On the other hand, once you upgrade, you bump into a significantly higher price tier (i.e., $10,548 per year), their product isn’t completely no-code like the company sells it, and the visual editor looks quite basic for a product that’s designed for scale-up SaaS teams.


5. Userpilot

  • Type: Digital adoption platform
  • G2 Review Rating: 4.8 out of 5 stars, across 16 reviews
  • Price: Starts at $2,988 annually for up to 2,500 monthly active users

At first sight, Userpilot might seem like a clone of its peers—Appcues, UserGuiding, and Userflow—and to some extent, it is. But what sets the product apart as a growth platform is the focus on user insights, product discovery, and sentiment analysis that’s designed to help you figure out what your users actually think about your product.

Userpilot makes it easy to re-engaged inactive users with notifications and prompts, scale up self-service, reduce your customer support costs, and increase product stickiness with easy-to-follow product tours.


6. Userflow

  • Type: Product tour software
  • G2 Review Rating: 4.8 out of 5 stars, across 78 reviews
  • Price: Starts at $1,650 annually for up to 1,000 users

Userflow is a user onboarding platform that helps product managers design product tours, engage users with step-by-step checklists, and simplify the product adoption curve with on-demand resource centers. Userflow offers customized in-app tours, tasks lists, and surveys that you can customize to learn how users engage with your product.


7. HelpHero

  • Type: Product tour software
  • G2 Review Rating: 4.8 out of 5 stars, across 16 reviews
  • Price: Starts at $1,650 annually for up to 1,000 users.

Similar to IntroJS, HelpHero acts like a canvas that you can use to embed product tours, onboarding flows, alerts and notifications onto your product without writing code. Again, compared to IntroJS HelpHero is easily the better product onboarding tool—it’s no-code by default, offers far more features, and has a full-time team working on it. 

On the downside, HelpHero charges per active user (instead of tiered flat rates), and depending on the number of users you have, you might end up paying a steep price for functionality your users don’t interact with, except when they sign up and a little more besides.

Compared to IntroJS, it’s a more flexible option and helps product managers:

  • Introduce new users to their product with step-by-step onboarding checklists
  • Track which elements and onboarding resources users engage with using product analytics
  • Roll out onboarding experiences across web and mobile devices, and
  • Nudge users to check out new features, announcements, and CTAs

8. Pendo

  • Type: Digital adoption platform
  • G2 Review Rating: 4.4 out of 5 stars
  • Price: Undisclosed, although reports suggest it ranges between $9k to $50k

Pendo is an all-in-one digital experience platform designed to help product managers, onboard users, with in-app guidance, track engagement with powerful analytics, and collect feedback with personalized product docs and guides—at first sight, it’s all just overwhelming so we’ll focus on Pendo’s onboarding features only.

Pendo’s biggest advantage—the variety of different features it bundles together—might be its biggest downside. It’s difficult to master, offers far too many options, and crowd-sourced reviews suggest it costs anywhere between $9k to $50k per year.

So, Pendo’s onboarding suite helps product teams:

  • Build personalized onboarding experiences without writing code by using Pendo’s Visual Design Studio
  • Create and maintain resource centers—a single source of truth where users can browse product docs, announcements, guided checklists, and FAQs that’ll help them get started with your product, and
  • Roll out onboarding experiences designed to render natively on mobile devices and PCs

9. Loom

  • Type: Screen recording app
  • G2 Review Rating: 4.7 out of 5 stars
  • Price: Starts at $96 per user, per year

Loom is an asynchronous video platform for capturing and sharing video clips and screen recordings fast. Loom’s biggest selling point is that it’s fast and agile—so, product teams can use it to create and host onboarding intros on their web pages and apps, share feedback on their roadmap with other product stakeholders, and create onboarding assets faster.

Using Loom, you can:

  • Record your screen and webcam at the same time
  • Share recordings with a link users can view without logging in or creating an account, and
  • Users can react with time-stamped emojis, comments, and links to their Loom clips

10. Wistia

  • Type: Video platform
  • G2 Review Rating: 4.6 out of 5 stars
  • Price: Starts at $228 per year

Wistia is a video marketing platform for creating, editing, and hosting video assets and podcasts. Compared to an alternative like YouTube, Wistia offers better analytics, advanced enterprise features, and a generous free tier that’s designed to help you start building a content library and tracking how users engage with it. It offers marketers and product engineers:

  • A simple, professional video player for sharing branded onboarding assets and embedding them to your website or application with a few clicks
  • Detailed analytics on who’s been watching your videos, and which parts individual viewers watched skipped, or re-watched—product engineers can sync Wistia’s analytics with third-party tools like HubSpot or Google Analytics to track which of their users are likely to convert or churn
  • One source of truth for all your video content

11. Vidyard

  • Type: Video platform
  • G2 Review Rating: 4.5 out of 5 stars
  • Price: Starts at $3228 per year

Vidyard is an online video platform designed to help marketers acquire leads and engage customers. Connecting Vidyard with third-party marketing and growth tools like Zapier

Vidyard is also quite customizable and doubles as an onboarding tool product managers can use to curate and embed video guides on their websites and videos. Using Vidyard, product managers can scale up their onboarding campaigns easily by:

  • Curating your content library all in one place
  • Automatically localizing videos for global audiences with closed captions in 16 languages
  • Recording your screen and webcam at once
  • Tracking who watches your videos
  • Connecting Vidyard with third-party marketing and growth tools like Zapier
customer io-logo

12. Customer.io

  • Type: Email and SMS marketing software
  • G2 Review Rating: 4.2 out of 5 stars
  • Price: Starts at $1,800 per year

Customer.io is an automated messaging platform that helps marketers and growth engineers create messaging sequences for email, SMS, push notifications, and in-app notifications. It helps you segment your users and send them messaging loops that change based on their action or inaction and increases conversion rates.


13. Loops

  • Type: Email marketing software
  • G2 Review Rating: N/A
  • Price: N/A

Loops also works like Customer, except it focuses primarily on helping SaaS marketers and product teams build and track their email loops. Loops reduced friction in email marketing for SaaS operators and makes it a far more measurable and actionable tool with analytics and trackable metrics. Loops can be an effective tool for product managers looking to:

  • Onboard new users with engaging emails
  • Capture their users’ attention without ending up in spam
  • Embed forms, newsletters, and waitlists to their emails
  • Convert new signups to engaged users with non-intrusive email sequences

14. HubSpot

  • Type: Email marketing automation software
  • G2 Review Rating: 4.4 out of 5 stars
  • Price: Starts at $540 per year

HubSpot is a marketing and sales CRM designed to help product teams send personalized onboarding emails at scale, A/B test messaging campaigns, and customize their messaging campaigns with a flexible drag-and-drop builder.

  • Start for free with HubSpot’s Marketing Hub subscription
  • Send personalized engagement emails that are optimized for every device type
  • Maintain an extensive library of templates
  • Integrate your engagement campaigns with HubSpot’s CRM to help you convert and retain users
hubspot help cener

15. Mailchimp

  • Type: Email marketing software
  • G2 Review Rating: 4.3 out of 5 stars
  • Price: Starts at $132 per year

Mailchimp is arguably the oldest email marketing platform. Mailchimp makes it easy to share product updates and collect feedback with polls and surveys embedded in email. It’s also extremely flexible and helps marketers and product managers create messaging campaigns for:

  • Welcoming and onboarding new users with bite-sized email sequences, and
  • Re-engaging users with automated email loops that target them when they’re inactive for a specific time.
MailChimp - user onboarding tools

16. Hotjar

  • Type: Product analytics software
  • G2 Review Rating: 4.3 out of 5 stars
  • Price: Starts at $384 per year

Hotjar is a product analytics platform designed to help product teams understand how users interact with their websites and applications and figure out how to improve them. To achieve that, Hotjar packs a bunch of tools you can use to:

  • See which parts of your web pages users interact with the most using heatmaps
  • Collect live feedback with user surveys and polls that you can personalize or segment to specific groups of users, and
  • Record live sessions that give you a look over your users’ shoulders to see where your users run into issues

17. UXCam

  • Type: Product analytics software
  • G2 Review Rating: 4.7 out of 5 stars
  • Price: Generous free tier that jumps up to $3k for the first upgrade

UXCam is a product analytics platform for tracking user behavior across web and mobile applications. UXCam helps product teams understand how to build a better user experience, understand where their product frustrates users, reduce churn, and understand which features to build.

It’s a helpful tool for product teams that want to onboard users faster and learn why they may be underwhelmed with a product. Using UXCam, you can:

  • Replay recorded sessions to see where users run into issues
  • Use screenflow analytics to track which onboarding resources users engage with, and
  • Understand why users drop out of the funnel with cohort analytics

18. Mixpanel

  • Type: Product analytics software
  • G2 Review Rating: 4.5 out of 5 stars
  • Price: Complicated, costs up to $10k per year for 100k monthly tracked users

Mixpanel offers a suite of analytics tools designed to help product teams understand how users interact with their online assets, and better applications, and increase their retention rates.

  • Groups users into cohorts and target them with personalized campaigns
  • Visualize your product usage metrics and analytics in simple dashboards
  • See which features users use most with insights reports, and
  • Track where users churn with powerful funnel analytics reporting

19. FullStory

  • Type: Product analytics software
  • G2 Review Rating: 4.5 out of 5 stars
  • Price: N/A, but crowdsourced reports indicate it starts at $6,000 per year.

FullStory is a digital experience platform designed for product managers who want to monitor how users engage with their products, where they encounter issues, and what their usage patterns look like.

optimizely logo

20. Optimizely

  • Type: Product analytics software
  • G2 Review Rating: 4.2 out of 5 stars
  • Price: N/A, crowdsourced reports cite prices up to $36k per year

Optimizely is a digital experience platform (DXP) that helps product stakeholders run user experiments at scale, personalize product experiences with targeted onboarding, and build multiple versions of the same campaigns easily. Optimizely’s biggest upside is easily the point-and-click editor that guarantees you can manipulate and use it in a wide range of use cases without writing your own code from scratch.

It’s no-code by default so it’s easy to:

  • Exclude specific user cohorts from your experimentation
  • Create and personalize campaigns using a drag-and-drop editor
  • Track how users interact with your web assets with granular analytics, and 
  • Measure your AB testing ROI with AI

21. VWO

  • Type: A/B testing tool
  • G2 Review Rating: 4.3 out of 5 stars
  • Price: Starts at $2,400 per user, per year (Capterra)

VWO is a conversion optimization platform that offers strong A/B testing features designed to help product teams—marketers and engineers alike—increase product adoption, split-test their campaigns, and allocate their resources optimally.

VWO also lets you integrate with third-party product analytics tools, customize campaigns using a drag-and-drop editor, and run simultaneous campaigns without worrying about conflicts.


22. Maze

  • Type: Product analytics software
  • G2 Review Rating: 4.5 out of 5 stars
  • Price: Starts at $900 per user, per year

Maze is a product discovery platform that helps you understand how users interact with your product’s features so that you can build better functionality, deprecate features with low usage, eliminate churn, and increase user retention. All-in-all, Maze makes it easy to test multiple versions of the same campaigns and compare metrics for each variant.

For one, Maze doesn’t promote itself as the be-all product intelligence platform, but it has a simple pitch; it offers SaaS companies a way to:

  • Track their user engagement and onboarding metrics easily and share them with other stakeholders, and
  • Integrate with third-party product and UX platforms like Figma and Adobe XD, and

23. Typeform

  • Type: User feedback software
  • G2 Review Rating: 4.5 out of 5 stars
  • Price: Starts at $300 per user, per year

Typeform helps you build people-friendly forms, surveys, and quizzes for engaging users, collecting feedback at scale, and personalizing the onboarding process. Compared to other form-makers, Typeform offers better design and strong conditional logic.

 At its core, Typeform offers:

  • Embed forms on your website and application
  • Build integrations with the rest of your SaaS stack, e.g. you can automatically send survey replies to a Google Sheets workbook or an Airtable base
  • Enrich forms and quizzes with GIFs, images, and rich media
  • Generate shareable reports in seconds
  • Filter through reports and completion rates easily

24. Jotform

  • Type: User feedback software
  • G2 Review Rating: 4.7 out of 5 stars
  • Price: Paid plan starts at $408 per user, per year

Jotform works identically to Typeform except it offers more customization with custom CSS, JavaScript, and HTML, a mobile app that lets you build forms when you’re away from your PC, and offline-ready forms


25. Google Forms

  • Type: User feedback software
  • G2 Review Rating: 4.5 out of 5 stars
  • Price: Free

Google Forms lets you create custom forms for surveys and questionnaires. Compared to alternatives like Typeform and Jotform, Google Forms is underpowered. But it’s essentially free if you have a Google Workspace account and it works perfectly for collecting basic data formats.

It’s also quite easy to embed a Google form into your website by copying and [pasting the HTML code.


26. Zendesk

  • Type: Customer experience software
  • G2 Review Rating: 4.3 out of 5 stars
  • Price: Starts at $588 per user, per year

Zendesk is a customer experience platform that offers a suite of tools designed to help businesses engage customers and solve their challenges. Zendesk’s knowledge base tool essentially serves as a library of FAQs and self-service help documentation users can access on-demand. It helps product teams to cooperate with customer support and use their knowledge of the product to assist customers preemptively:

  • Crowdsource your support documentation with Team Publishing, which helps CS agents author and edit guides and make them public to other users
  • Use AI to recommend contextual resources to users
  • Embed your help docks on your website or application using Zendesk’s mobile SDK or web widget
HelpScout logo

27. HelpScout

  • Type: Customer experience software
  • G2 Review Rating: 4.5 out of 5 stars
  • Price: Starts at $240 per user, per year

In a sense, HelpScout is an all-in-one customer experience platform that combines all the locations where customer conversations happen into one—live chat, shared inbox, knowledge base, and in-app messaging.

It helps product teams to align with support, share their users’ data easily, report on the effectiveness of their onboarding efforts, nudge inactive users with alerts or notifications, and integrate with third-party tools and growth tools.

Build, analyze, and deliver better product experiences with Whatfix

With Whatfix’s digital adoption platform, product teams are empowered to create user onboarding flows in a no-code editor. From product tours, walkthroughs, task lists, smart tips, self-help wikis, and more, Whatfix makes it simple to create branded in-app guidance.


Product managers can analyze these flows with Whatfix Analytics to understand what’s working, and what isn’t, as well as launch new experiments and tests to improve user flows.

You can learn more about Whatfix for product adoption now!

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