7 Best SaaS Onboarding Software for 2025

Most churn doesn't happen because your product is bad; it happens because users never really got it. SaaS onboarding is a process where great products go to die if users can’t figure out what to click first. Without a proper onboarding tool, you’re often pulling in devs, product managers, designers, support reps, and a desperate Slack channel just to explain where the “settings” button is. If that sounds familiar, don’t worry, we’ve rounded up the seven best SaaS onboarding software for 2025 that make sure your users stick around and know what they’re doing.

7 Top Onboarding Software for SaaS Companies

Let’s explore our handpicked list of seven onboarding software that helps SaaS teams to ease the user onboarding process. 

1. Appcues – Best for No-Code Product Walkthroughs

• Purpose: In-app onboarding experiences without needing developers.
  
  
• Features: Tooltips, modals, checklists, NPS surveys, user segmentation.
  
  
• Why it stands out: Super intuitive UI, powerful targeting, and integrates with tools like Segment and HubSpot.

How it helps SaaS teams in onboarding

Appcues helps SaaS teams create in-app product tours, tooltips, and checklists without coding, so new users can learn how to use the software quickly and easily.

How to use it

• Installation: Appcues is not a stand‑alone app; it works by embedding a tiny JavaScript (or mobile SDK) into your product. For web, you'd add:
  
  <script src="//fast.appcues.com/YOUR_APPCUES_ID.js"></script>. This snippet connects your app with Appcues and allows in-app content to be delivered 

• For mobile, you embed their SDK into your native Android or iOS app.

• Use Appcues’ visual “Builder” Chrome extension to create UI flows, tooltips, modals, banners, checklists, directly on your live product, with no coding required 
• Define who sees each flow by creating segments based on user attributes or behaviors ("visited this page", user role, account status, etc.)

• Events you track in your app (or pass via Segment, etc.) can trigger flows precisely where needed
• Once created and previewed, you can easily publish (or unpublish) experiences with a click. The SDK ensures they appear for the selected audience instantly

2. Crescendo.ai- Best for Live Onboarding Customer Support 

• Purpose: Reduce the burden on the SaaS team to provide live technical support while onboarding customers. 
• Features: Live AI chat agents, AI voice assistants, email ticket autoresponders, knowledgebase gap detection and maintenance, and free human-backed tech outsourcing services.
• What makes it unique: Advanced LLM and NLP that can handle long, in-depth technical onboarding queries with human-like understanding, tone, and decision-making. 

How it helps SaaS teams in onboarding

Crescendo.ai helps SaaS companies in onboarding by providing live technical support to users and guiding them through each step, explaining features, workflows, and functionalities with the power of AI and human-backed technical support. 

How to use it

Step 1: Connect with the Crescendo.ai team and share your customer support and onboarding needs.

Step 2: Their team handles the setup, including:

• Data migration
• CRM integration
  Knowledge base connection
• Installation of AI-powered chat and voice assistants on your website

Step 3: Collaborate with their experts to build your AI workflow:

• Define support policies and technical processes
• Share onboarding guides and product documentation

Step 4: Crescendo.ai finalizes all technical configurations.

Go live: Your AI-driven support system is typically ready to launch in about 2 weeks.

3. Userpilot – Best for Personalized In-App User Guidance

• Purpose: Drive user activation and feature adoption with interactive, no-code onboarding experiences.
  
  
• Features: Product tours, onboarding checklists, tooltips, in-app surveys, user segmentation.
  
  
• What makes it unique: Easy setup, behavior-based targeting, and built-in analytics with deep integrations (e.g., HubSpot, Mixpanel, Segment).

How it supports SaaS teams during onboarding

Userpilot enables SaaS companies to onboard users with contextual in-app guidance tailored to what users do inside the product. It makes it easy to introduce features, guide actions, and collect feedback without relying on developers.

Getting started with it

• ‍Initial Setup: Add a lightweight JavaScript snippet to your app to activate Userpilot:
  
  <script src="https://js.userpilot.io/YOUR_USERPILOT_ID.js"></script>

•  This connects your product to Userpilot and enables you to deliver in-app experiences.
  
  
• Use the Chrome Builder Extension to design onboarding flows directly within your product—no coding needed.
  
• Define when and where content appears using real-time user attributes like role, activity, or subscription plan.
  
  
• Trigger tooltips, modals, and other UI elements based on user actions or custom events from your app.
  
  
• Publish changes instantly, onboarding content updates in real time for your target audience.

4. Chameleon – Best for Flexible and Customizable Onboarding Tours

• Purpose: Build deeply personalized onboarding experiences directly in your SaaS product.
  
  
• Features: Tooltips, launchers, banners, slide-outs, multi-step product tours, user targeting.
  
  
• What makes it unique: High design flexibility, developer-friendly customization, and strong integration with analytics tools like Amplitude, Heap, and Segment.
  
  

How it supports SaaS teams for onboarding

Chameleon helps SaaS teams create highly targeted and visually consistent onboarding experiences that adapt to different user roles, behaviors, and lifecycle stages. It's ideal for teams that want more control over styling and logic without building from scratch.

Getting started with it

• ‍Initial Setup: Add Chameleon’s JavaScript snippet to your product to activate in-app tours:
  
  <script src="https://fast.trychameleon.com/YOUR_CHAMELEON_ID.js"></script>

•  This lets you trigger onboarding experiences directly within your web app.
  
  
• Use the Chrome Extension Builder to create and preview onboarding flows in real time without writing code.
  
  
• Set up precise audience targeting using filters like account type, feature usage, or user journey progress.
  
  
• Trigger flows based on specific behaviors, custom events, or even via integrations with platforms like Segment or HubSpot.
  
  
• Once published, onboarding content appears immediately for users who meet your conditions, with version control for easy updates.

5. Mixpanel – Best for Data-Driven Onboarding Insights

• Purpose: Understand how users engage with your product so you can optimize onboarding flows.
  
  
• Features: Funnel tracking, retention analysis, cohort segmentation, event-based analytics, real-time dashboards.
  
  
• What makes it unique: Powerful visual reports that show where users drop off and which behaviors lead to successful onboarding or activation.
  
  

How it supports SaaS teams during onboarding

Mixpanel helps SaaS teams uncover exactly how users interact with their product during onboarding. By analyzing drop-off points and feature usage trends, teams can make data-informed improvements to drive user activation and retention.

Getting started with it

• ‍Initial Setup: Add Mixpanel’s SDK (JavaScript, iOS, or Android) to your app:
  
  mixpanel.init("YOUR_PROJECT_TOKEN");

•  This starts tracking user events and interactions in real time.
  
  
• Define key onboarding events (e.g. "Signed up", "Completed tutorial", "Used core feature") and track how users move through these steps.
  
  
• Use funnels to visualize the user journey and identify where most users drop off.
  
  
• Create cohorts to compare onboarding effectiveness across different user types (e.g. by signup source, role, or device).
  
  
• Leverage retention reports to measure how many users return after onboarding and what actions improve stickiness.

6. Dock.us – Best for High-Touch Customer Onboarding Portals

• Purpose: Centralize sales-to-success handoff and deliver a white-glove onboarding experience.
  
  
• Features: Branded customer workspaces, templated success plans, interactive checklists, embedded content (videos, forms), and workspace analytics.
  
  
• What makes it unique: Combines CRM handoff, onboarding, and client portals into one collaborative hub infused with AI content features.

How it supports SaaS teams during onboarding

Dock helps SaaS and revenue teams replace spreadsheets and chaotic email threads with a structured, shareable onboarding portal. Personalized workspaces guide new customers through each step, ensuring alignment and transparency during implementations. 

Getting started with it

• Initial Setup: Sign up for Dock, pick a customer onboarding template, and link it to your CRM (e.g., HubSpot or Salesforce).
  
  
• Clone the template for each new client, automatically populating elements like logos and contact info with a single click.
  
  
• Customize the workspace by adding phases, tasks, due dates, and embed relevant training materials like Loom videos, documentation, or forms.
  
  
• Share the portal link with your customer—no login required. They can comment, upload files, check progress, and follow the plan asynchronously.
  
  
• Monitor engagement using Dock’s analytics to see who accessed which content and track task completion, helping you identify renewal risks early.

7. Heap – Best for Automatically Capturing User Behavior

• Purpose: Understand user onboarding journeys without a manual tracking setup.
  
  
• Features: Auto-capture of user actions, session replays, funnel analysis, conversion insights, retention tracking, and user segmentation.
  
  
• What makes it unique: Heap records every user interaction by default, clicks, form submissions, and page views, so you get complete visibility without needing to define events in advance.

How it supports SaaS teams during onboarding

Heap helps SaaS teams improve onboarding by showing exactly how users behave inside the product, i.e., where they drop off, what actions lead to activation, and which flows confuse them. The auto-capture model means you can retroactively analyze onboarding paths without waiting for event setup.

Getting started with it

• ‍Initial Setup: Add Heap’s JavaScript snippet to your app:
  
  <script type="text/javascript">

  window.heap=window.heap||[],heap.load=function(e,t){

    window.heap.appid=e,window.heap.config=t=t||{};

    var r=document.createElement("script");

    r.type="text/javascript",r.async=!0,

    r.src="https://cdn.heapanalytics.com/js/heap-"+e+".js";

    var a=document.getElementsByTagName("script")[0];

    a.parentNode.insertBefore(r,a)

  };

  heap.load("YOUR_APP_ID");

</script>

•  This instantly begins capturing all user interactions across your product.
  
  
• Use funnels to map onboarding flows and identify where users get stuck or abandon setup steps.
  
  
• Segment users by behavior or attributes (like plan type, traffic source, etc.) to personalize onboarding insights.
  
  
• Enable session replays to watch real user onboarding experiences and uncover UX friction.
  
  
• Monitor conversion drivers to understand which actions or features most strongly correlate with successful onboarding.

Final Words on SaaS Onboarding Software

In the world of SaaS, a confused user is a churned user waiting to happen. Luckily, with the right onboarding software, you don’t need a 12-person task force or a thousand support tickets to help users find their footing. Whether you're guiding first-timers through a dashboard or helping power users discover hidden gems, these SaaS onboarding software take the chaos out of onboarding and replace it with delightful, data-backed experiences. So pick your favorite, automate the hand-holding, and watch your activation rates (and sanity) soar.

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