HRIS software, or Human Resources Information System software, is designed to organize and automate various HR processes within an organization. It serves as a centralized database that consolidates employee information, allowing HR professionals to efficiently manage data related to tasks such as recruitment, employee enrollment, attendance tracking, performance evaluations, benefits administration, and more. HRIS software helps companies refine their HR system by providing a digital platform for securely storing, organizing, and accessing critical employee data.
With HRIS software, companies can eliminate the manual paperwork, lengthy spreadsheets, and risk of data loss associated with traditional HR management systems. The software often includes features like self-service portals, enabling employees to access their personal information, request time off, and view company policies in real time. A HRIS software solution not only improves HR department productivity but also empowers employees to take more control over their own HR tasks. Overall, HRIS software is a valuable asset for organizations of all sizes, helping them optimize HR processes, enhance employee engagement, and ensure compliance with labor regulations.
HRIS software comes in various types, each offering unique features and functionalities. Understanding the different types of HR software can help you choose the most suitable solution for your business’s specific needs. Below is a list of some of the most common HRIS solutions available:
ERP HRIS software includes an integrated suite of HR modules, including payroll, benefits management, recruitment, performance management, and more. It also provides comprehensive HR data management and reporting capabilities. This solution is best suited for large organizations with complex HR needs. It’s an all-in-one solution that allows them to manage their HR processes and integrate seamlessly with other business functions. A good example of this type of software would be Workday.
Medium to large-sized companies with high recruitment volumes can benefit from a talent management HRIS solution. It has features like an applicant tracking system and helps with tasks such as recruitment, talent acquisition, performance management, and creating org charts. This includes features like job posting, new hire onboarding, background checking, candidate evaluation, and performance reviews. An example of a popular talent management HR platform is Rippling.
This software handles all payroll-related processes. It can manage tax calculations, salary deductions, pay stubs, direct deposit functionalities, and more. The solution provides compliance with labor regulations and generates payroll reports. Organizations seeking a dedicated solution to streamline payroll operations will benefit from this type of HRIS system as it ensures accurate and timely salary processing for their workforce. A well-known payroll HRIS software vendor is ADP.
Learning management systems offer robust employee training and development functions. Some of its features include course management, content creation, tracking employee learning progress, and certifications. Organizations that want to prioritize employee development and training initiatives can use this solution to enhance employee skills and compliance training.
This offers small to midsize businesses looking for a foundational HRIS solution that handles essential HR functions without paying a high price. It can handle tasks like employee database management, attendance tracking, time and leave management, employee self-service portals, and basic reporting capabilities. It centralizes employee data and automates workflows for core HR processes to help with people management. An example of this type of software is the human resource management system from BambooHR.
Benefits administration helps users handle processes like benefits enrollment, eligibility management, employee self-service benefits portals, ACA compliance, and reporting. This helps businesses manage employee benefits such as health insurance and wellness programs. This software will help businesses that offer a variety of employee benefits. A common benefits administration software provider is Zenefits.
Selecting the best HRIS for your business is an important decision that can significantly impact your HR operations and overall employee management efficiency. With the many options available on the market, navigating the selection process can be challenging. However, by considering key factors and aligning them with your business needs, you can ensure that you choose an HRIS solution that seamlessly integrates with your existing infrastructure.
When choosing the right HRIS software for you it’s important to consider:
Evaluate the HRIS software’s compatibility with your other systems, such as payroll, accounting, or time tracking software. It’s also important to prioritize security measures like encryption, access controls, and regular backups. By maintaining compliance and data protection, it will protect your sensitive information.
Ensure the software you choose offers reporting capabilities, as this will allow you to generate customized reports on various HR metrics like employee demographics, turnover rates, and compliance. Look for analytics features that provide actionable insights, so your decision-making can be supported by accurate data.
Assess the range of features offered by the HRIS system. It should cover all the essential HR functions such as employee data management, payroll processing, employee benefits administration, time and attendance tracking, performance management, and employee self-service portals. This will help minimize paperwork and streamline HR processes.
Look for HRIS software that has a user-friendly interface and intuitive navigation. This not only improves the overall user experience, but employees can also easily access and navigate the system without extensive training and onboarding. It makes it simple for employees to update their paid time off (PTO) and other important information so everyone can stay informed.
Consider whether the software offers a mobile app that allows employees and managers to access HR-related information and perform essential tasks on the go. Being able to access information from a mobile device makes it easier to keep track of information from any location.
There are many advantages to using a HRIS platform to support your HR processes; not only does it help with overall workforce management and employee experience, but it also has many other benefits, such as:
The main benefit of HRIS software is the automation and streamlining of HR processes. This simplifies tasks such as handling employee data, time and attendance tracking, payroll processing, benefits administration, onboarding, and offboarding. By automating these tasks, HRIS software reduces manual effort for your HR team, minimizes errors, and improves overall efficiency.
HRIS platforms provide a centralized database for storing and managing employee information. This leads to improved data accuracy and document management, as all relevant data is more organized by being stored and structured either on-premise or in a cloud-based system. Authorized personnel can easily access and update employee records, reducing the risk of data errors.
This software helps organizations ensure compliance with labor laws and regulations. The software helps users track and manage employee records, monitor leave balances, generate reports for audits, and implement policies that align with legal requirements. Having a solution with built-in compliance will make sure you’re acting in accordance with best practices and is good for small businesses with no dedicated compliance department.
HRIS software can facilitate internal communication and collaboration. This can include tools for sharing announcements, answering FAQs, instant messaging, and managing employee feedback. It’s beneficial for fostering a culture of transparency and employee engagement within the organization which can promote a positive employee lifecycle.
Feature | Feature Description |
---|---|
2-Factor Authentication | Adds an additional layer of security by requiring an extra step in the login process. Usually external devices are required for this or a text message with a verification code is sent to the user when trying to login. |
API | Application Programming Interfaces (APIs) are programmatic intersections with external products or platforms that allow for custom integrations with your own solutions or other solutions you are using. |
Application Tracking | Assists with managing applications, interviewing, hiring and onboarding new applicants to help streamline recruiting processes. |
Attendance Tracking | Track employee attendance and absence to keep on top of sick days and hours worked for payroll purposes. |
Batch Permissions & Access | Control user or group access and permission settings for software or other systems. |
Compliance Tracking | |
Dashboard | Dashboards are digital interfaces commonly used to visualise data or give quick access to important features and functions of online platforms. They often serve as an overview gateway in software applications. |
Data Export | Exporting functionality can be used to streamline the migration of data sets and information across systems, platforms or applications. |
Data Import | Importing functionality allows you to use data sets from other systems or platforms to cut down on data entry requirements or to more easily migrate records from similar applications you have used in the past. |
Data Visualization | Data visualization features render a visual interpretation of data sets through the use of charts, infographics and other visual cues generally in form of a reporting dashboard. |
Employee Database | Manage and update employee records in a centralised database. Used to keep information about work entry, age, past roles and other employee details. |
Employee Engagement | Collect feedback from employees to recognize achievements, gather feedback and improve employee participation processes in the workplace. |
Employee Incentive Management | Manage and track incentive schemes for your employees to improve performance and loyalty / retention rate. |
Employee Onboarding | Streamlines the onboarding process for new employees in form of checklists, password and access management features, as well as other induction elements. |
Employee Training | Manage ongoing training processes for new and existing employees. This is often used for professional certifications and regular safety or quality training management. |
Expense Tracking | Track employee travel and other expenses to stay on top of budgeting requirements and reimbursements. |
External Integrations | Integrations with other software products or platforms to improve efficiency and compatibility across systems. |
Feedback Management | Manage feedback through the use of surveys and similar elements issued to employees and/or customers to consolidate new ideas or track employee performance. |
Multi-User | Supports more than just one user account and generally allows for collaboration with colleagues. |
Notifications | Includes notification support and sends you alerts with information on important events and other time sensitive instances. For example through push notifications on mobile phones or email notifications. |
Payroll | Manage employee payroll to keep track of taxes due to the government, pension schemes and payments to employees. |
Scheduling | Schedule tasks, resources, appointments, payments, communications, etc. |
Self-service Portal | Enables clients to digitally access and request services and information, as well as to submit and resolve issues. |
Timesheets | Track employee attendance, sick days and hours worked for payroll purposes or billable hours for professional services. |
Travel Management | Manage travel plans and expenses for employees, prospects or potential recruits through a central environment. |
Vacation & Absence Calendar | Track employee holiday requests and absences for payroll, reporting or shift-planning purposes. |
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