From Application to Onboarding: Understanding and Closing Candidate Experience Gaps

Did you know that 33% of occupations assessed by Jobs and Skills Australia are experiencing shortages? Access to skilled talent is a top concern nationwide, particularly for organisations struggling to retain quality candidates. Total job vacancies in Australia reached 339,400 in 2025. These figures show a more accessible employment market. 

Job hunters can now be more selective about the company they work for. So, to stand out from the crowd, organisations must show that they offer the working conditions and the benefits candidates are looking for.

The key? Closing the candidate experience gap. Keep reading as we explain why creating a seamless employee experience is essential for building a committed and productive workforce, from the initial application to day one of their new roles.

What is the Candidate Experience Gap?

Candidate experience gaps cover the difference between the experience expected by candidates applying for a role within your organisation and the treatment they actually receive. HR teams that meet expectations are more likely to secure their first-choice candidates, who have the best skills and qualifications for the job.

These expectations are determined by what similar organisations within your industry offer. If other companies have flexible working options as standard, for example, candidates will expect this from you, too. 

However, a great candidate experience journey isn’t just reserved for the role’s day-to-day responsibilities. It should begin from the journey application stage right through to candidate onboarding, which determines whether they have an overall positive or negative experience within your workforce.

70% of employees who have exceptional onboarding experiences say they have “the best possible job” and are 2.6 times as likely to be extremely satisfied with their workplace, according to Gallup analytics. And companies that offer an excellent candidate journey, with happily onboarded employees, are more likely to keep staff on the payroll for up to three years. 

How to Close the Candidate Experience Gap In Your Organisation

Organisations must deliver timely and effective processes to close the candidate experience gap, from fast online applications to uncomplicated onboarding procedures. This also involves making employees feel welcome and part of the team from the beginning of their candidate journey.

Failing to implement these processes can damage your company’s reputation beyond repair, with 72% of candidates now sharing their negative hiring experiences on websites like LinkedIn or Glassdoor. These experiences can influence the choices of other job hunters and means you may struggle to attract top talent in the future.

Here are five tips for avoiding this scenario and creating a seamless candidate experience:

1. Clear Job Descriptions

63% of candidates find vague job descriptions frustrating. That’s why closing the candidate experience gap starts even before the application! 

Misleading job application forms waste time for both employers and candidates. Avoid this by clearly explaining the role’s day-to-day responsibilities, ensuring applicants know exactly what to expect. They can then decide whether they’re the right person for the job before the interview stage.

Including required qualifications and skills is crucial too, particularly in compliance-sensitive industries like aged care. Employee screening is a key Quality Standard set by the Aged Care Quality and Safety Commission:

“The organisation has a workforce that is sufficient, and is skilled and qualified to provide safe, respectful and quality care and services.”

A strong job description should also discuss the unique technology and processes that candidates will benefit from if they choose your company over the competition. For instance, if you use purpose-built onboarding software that reduces the burden of manual administrative tasks, rather than slow, all-in-one HR platforms, don’t miss this out! 

Flexible working is another vital benefit to highlight. Flexibility is ranked the second most important factor in attracting job seekers to a new company, only behind salary.

2. Smooth Application Process

Wondering why your recent job postings aren’t getting many applicants? Lengthy or complex applications could be the culprit, with 47% of candidates abandoning them if the process is too long.

Reduce lost opportunities by including minimal clicks from the job advertisement to the end of the application, with a progress bar to show applicants how far along they are. Another great option is LinkedIn’s Easy Apply, which allows job hunters to apply without leaving the website. Simply click the button, and information already stored on LinkedIn will automatically populate the required information.

67% of job applications are completed on mobile devices, while 70% of job seekers expect one-click or swipe mobile journey applications in the future. This means your application process should also be optimised for mobile. 

Use responsive designs with flexible layouts that automatically adjust to smaller screen dimensions. Ensure buttons and form fields are easy to tap, with short bullet points and paragraphs summarising key information.

3. Positive Candidate Onboarding

Only 12% of employees strongly agree that their organisation does a great job onboarding new employees after offer acceptance. But this process goes beyond just signing paperwork. 

Positive onboarding also seamlessly introduces candidates to your organisation, ensuring they feel connected to your workplace culture from the beginning. 

Forbes’ 90-day retention benchmark report found that employees who stay for 90 days are much more likely to stay for one year. On the other hand, 6 out of 10 Australian managers have had an employee leave within their probation period. The reason? 43% point to poor onboarding.

Investing in easy-to-use onboarding software is a great place to start. Onboard Express’s digital tools reduce the time taken to complete crucial new hire paperwork, while ensuring you continue meeting industry compliance requirements. Key features include:

• Advanced Contract Construction: Create tailored contracts and policy documents in bulk, with full flexibility. Switch specific clauses and pages on or off at the click of a button!
• Automated Workflows: Relevant departments are automatically notified when essential documents require online approvals or digital signatures.
• Welcome Portals: Each candidate receives a secure, personalised portal where welcome videos, corporate information, offer letters, forms and policies, and training materials are accessible all in one place.

Speeding up this part of the onboarding process leaves more time for your HR team to create a truly meaningful candidate experience journey. Think office and facility tours, face-to-face introductions with colleagues, and fun team-building activities!

4. Consistent Communication

51% of 2000 Australians surveyed by LinkedIn say they have been “ghosted” during the job search process. 

These long communication gaps indicate a lack of transparency, which reflects poorly on your organisation. Candidates often begin looking elsewhere, and even if you do eventually make a job offer, they may have already chosen a company that prioritises clearer communication streams instead.

Using purpose-built onboarding software can help you stay on top of communications with multiple candidates while delivering a personalised experience to each. 

Onboard Express, for example, sends confirmations once each step of the onboarding process has been completed, including contract signing from all relevant teams. Automated workflows also deliver reminders to HR teams and other personnel to prevent delays. These tools update candidates on their progress to keep them engaged every step of the way.

5. Comprehensive Feedback

There are currently over 40 applicants for every job posting in Australia, on average. And with applications increasing by 44% in the last year, it’s clear that not everyone will be the right fit for your role. 

However, following up on every application remains crucial for closing the candidate experience gap. Hearing they’ve done well offers a great motivation boost for successful candidates, which they’ll take into their new role. Highly engaged employees are 18% more productive and boost profitability by 23% more than companies with a disengaged workforce!

Providing constructive feedback shows candidates that you value their time and professional development. This also builds your reputation as an employer who genuinely cares about its workforce, helping to attract more top-quality candidates. Unsuccessful candidates may be suitable for another role in the future, and they’re more likely to come back if they’ve had a positive experience!

Create Personalised Onboarding Experiences for Every Candidate

Closing the candidate experience gap helps applicants and new hires enjoy the best possible start to their careers. By creating a strong, happy workforce with everything from smooth application processes to strong communication, you can build a great reputation as an employer that nurtures its employees to achieve their full potential.

At Onboard Express, our scalable onboarding platform streamlines this entire process, creating a custom experience that meets each candidate’s unique needs. 

Book a demo today to discover how we can help your organisation stand out from the crowd and secure the top talent needed to succeed.