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10 Best HR Database Software for Record Keeping in 2023

Best HR Database Software Shortlist

Here’s the list of the best tools that I’ll cover in this article:

  1. Deel

    Best for international workforces (compliance, payroll, and HR)

  2. Sapling

    Best for a customizable HCM platform

  3. Freshteam

    Best for customizable analytics

  4. Breezy HR

    Best for hiring employees faster

  5. Zoho People

    Best for a scalable database solution

  6. Workday

    Best for an enterprise-level HR solution

  7. Rise

    Best for an intuitive people management solution

  8. Factorial

    Best for tailored tracking of different employee types

  9. SAP HCM

    Best for establishing a single source of HR data

  10. Lattice

    Best for combining people management with career development

Organizations need HR database software to help them stay on top of admin requirements. Good records help to keep the organization running efficiently and ensure that employees are properly compensated. 

They’re also crucial for adhering to local, state, and federal regulations. Many HR records are covered by laws requiring them to be stored for many years, or even decades. 

All this adds up to a mountain of information that must be collected, stored, and retained. It’s a big task, which is why employee record-keeping software is becoming an essential HR tool.

In this article, I’ll review the best HR database software on the market today. I’ll show you my top picks and explain what’s good about each one. I’ll give you all the information you need to make an investment decision.

Comparison Criteria

Wondering what I look for when selecting the best HR database software solutions for this list? Here’s a summary of my evaluation criteria: 

  1. User Interface (UI): I look for HR database software that a busy HR professional can master quickly and easily.
  2. Usability: I’m seeking software that’s intuitive and easy to use, with all the core HR features within easy reach.
  3. Integrations: I expect good employee database software to work readily with the most popular HR and workforce management platforms.
  4. Value for $: I look for tools that offer an excellent return on investment (ROI) regardless of how many user seats are needed.

HR Database Software: Key Features

Here’s a summary of the core HR features you can expect to find in the best HR database software: 

  1. Record keeping: The human resource management system (HRMS) must be capable of maintaining all records required to meet operational and regulatory requirements.
  2. Payroll: An integrated ability to calculate and pay salaries, withhold taxes, and organize paychecks.
  3. Employee portal: The ability for employees to access and update their own records and associated information.
  4. Workflows: Tools to automate repetitive tasks that drag down the efficiency of HR management.
  5. Attendance management: Tools to keep track of the hours worked by employees and the leave they are entitled to.
  6. Employee benefits administration: The ability for HR teams to manage employee health benefits, pensions, and other entitlements.
  7. Performance management : Built-in tools to evaluate employee performance, manage promotions, and track career progress.
  8. Reporting & analytics: The ability to run system-wide reports on your employee data, to provide managers with the granular information they need to make better decisions. 

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Overviews of the 10 Best HR Database Software Solutions 

Here’s a brief description of each HR database system to showcase each tool’s best use case, some noteworthy features, and screenshots to give a snapshot of the user interface. 

1

Deel

Best for international workforces (compliance, payroll, and HR)

Deel is a powerful HR database software for companies of all sizes. It helps to store, manage, and analyze employee data with ease. With Deel, businesses can easily create a secure and streamlined HR database infrastructure that allows them to streamline their operations while taking advantage of the latest in cloud technology.

Deel provides powerful features and tools that help businesses manage their employee data more effectively. It has advanced search capabilities, allowing users to quickly find the information they need without having to comb through thousands of records manually. Additionally, it comes with comprehensive reporting and analytics functions so employers can make informed decisions about their workforce quickly and accurately. Furthermore, its intuitive user interface makes it easy for companies to organize and review employee data on an ongoing basis. With Deel at your fingertips, you can efficiently store all employee records in one convenient place for quick reference when needed.

Features include global payroll, automations, contractor payments, invoice generation, payslips, taxes, accounting software integration, and compliance.

Integrations include Quickbooks, Xero, Netsuite, Bamboo HR, Ashby, Greenhouse, and Bob. They also have an API, where you can connect Deel to tools beyond their pre-built integrations plus you can automate and sync data across your HR tech stack.

Deel costs from $49/user/month and offers a free demo.

Free demo available

From $49/user/month

2

Sapling

Best for a customizable HCM platform

Sapling is a software-as-a-service (SaaS) human resource management solution designed to help with employee onboarding and managing HR operations. Core features include an employee self-service portal, an activity dashboard, and custom reporting.

Employees can complete onboarding tasks such as completing, uploading, and signing documents online. HR team members can then leverage this data to sync employee details with payroll and accounting.

Designed to be flexible, Sapling permits managers to build custom, automated workflows to reduce manual admin. They can also create custom email templates to communicate with individuals or groups.

This tool integrates with platforms such as Lever, JazzHR, and Workday.

Sapling costs from $4.92/user/month. There is no free trial, but a free demo is available.

Free demo available

Pricing upon request

3

Freshteam

Best for customizable analytics

Freshteam by Freshworks is a low-code HR system that helps you manage hiring, onboarding, time off, employee data, and HR workflows. It automates repetitive routines to reduce recruiter workload by up to 75%.

Using Freshteam, you can organize and store all employee data and files securely. You can also manage time off, track absences, and report other employee events.

Managers can hire and onboard new team members without needing paper, as well as cutting down on new hire queries. Employees can use the self-service option to access their own records and update their information.

This tool integrates with a wide range of applications, including DocuSign, Google Calendar, Google Meet, LinkedIn, and Zoom.

Freshteam costs from $1.20/user/month. A 21-day free trial is also available.

21-day free trial

From $1.20/user/month

4

Breezy HR

Best for hiring employees faster

Breezy HR is a recruiting solution for smaller businesses that aims to speed up the hiring process. Available functions include applicant sourcing, tracking, resume parsing, and video interviews.

Thanks to the drag-and-drop interface, users can customize their candidate pipeline and organize applicants in any order. Any HR manager can connect with candidates using custom email templates, then schedule interviews immediately.

They can also use the Chrome extension to source candidates from LinkedIn, AngelList, and other sites. Jobs can be posted to many job posting sites with a single click.

This tool integrates with BambooHR, Click Boarding, Gusto, Indeed, and UKG Pro.

Breezy HR costs from $143/user/month. A free 14-day trial and a free demo are also available.

14-day free trial

From $143/month

5

Zoho People

Best for a scalable database solution

Zoho People is a cloud-based HR system designed to help you manage your global employee data. Features include attendance management, employee self-service, time tracking, and form customization.

Their HR management software gives you a centralized view of all employee information, broken down by type, location, role, and experience level. You can create custom modules by adding new forms and tabs, using the drag-and-drop functionality. There’s also an option to customize leave types to suit the needs of your organization.

The system is designed to scale as the organization grows, with the capability to support large enterprise businesses. Employees can access, update and modify their own records, in accordance with organizational compliance. Managers can store and share HR and company-related documents.

This tool integrates with software such as Adobe Sign, DocuSign, Paybooks, and other Zoho apps.

Zoho People costs from $1.25/user/month. A 30-day free trial and a free demo are also available.

30-day free trial

From $1.25/user/month

6

Workday

Best for an enterprise-level HR solution

Workday Human Capital Management (HCM) provides a skills-based solution for HR requirements. Designed for enterprise-level organizations, the software uses machine learning to understand people's current skills, then builds talent management programs to develop them.

Other tools help you listen to employee feedback and surface analytics from vast data sets. These explain what is happening in the organization and show where improvements are possible.

Workday also delivers intelligent automation across the entire HR process and eliminates manual tasks. Their compensation and benefits tools help any HR professional form plans that work for each employee.

This tool integrates with software such as Accurate, Apply with Seek, BountyJobs, and CareerBuilder.

Workday offers customized pricing on request. There is no free trial, but a free demo is available.

Free demo available

Pricing upon request

7

Rise

Best for an intuitive people management solution

Rise is a cloud-based HR system that helps companies manage people and engage with employees effectively. The software deals with matters such as managing attendance, administering payroll, and creating customized workflows.

Employees can create and manage their user profiles, schedule vacation days, and review payroll slips. In addition, the software tracks employee metrics, engagement levels, attrition rates, and benefit claim utilization.

The system is designed to be intuitive, making it easy to stay organized. All documents, including onboarding details, payroll, and other information are stored in one place.

The company provides no publicly available information on integrations.

Rise costs from $6/user/month. There is no free trial, but a free demo is available.

90-day free trial of their full-feature model

From $6 CAD/employee/month for the basic People Management + Payroll configuration

8

Factorial

Best for tailored tracking of different employee types

Factorial offers an all-in-one approach to human resources software. The package includes features such as a time-off manager, a document manager, and an organizational chart generator.

With the help of Factorial, you can manage employees' absences, annual leave, and sick days. You can monitor compensation and offer tailored plans to different types of employees.

Factorial allows you to manage time, documents, and talent using one centralized HRIS system. Employees can access their personal accounts to request annual leave and check their pay statements. The portal also helps managers communicate with team members and share resources.

This tool integrates with popular platforms such as Breezy HR, TeamTailor, and Zucchetti.

Factorial costs from $4/user/month. A 14-day free trial and a free demo are also available.

14-day free trial

From $4/employee/month

9

SAP HCM

Best for establishing a single source of HR data

SAP’s human capital management (HCM) solution includes HR and payroll solutions based in the cloud. Their management software covers core HR functions such as talent management, time and attendance tracking, and people analytics.

Using SAP HCM, you can increase employee engagement and productivity by delivering individualized experiences designed for how people behave and work. Plus, you can build employee skills through always-on development. The result is an improved employee experience that helps people feel more connected and supported.

This suite provides you with a single source of truth across multiple locations, so you always have accurate information at hand. You get data-driven insights into your workforce and can use powerful analytics to improve your decision-making.

The software integrates with other tools such as SAP SuccessFactors.

SAP HCM offers customized pricing on request. There is no free trial, but a free demo is available.

Free demo available

Pricing upon request

10

Lattice

Best for combining people management with career development

Lattice connects performance management, employee engagement, and career development in one unified HR software solution. The system makes career advancement opportunities crystal clear, encouraging employees to achieve greater success.

Using Lattice, you can set up tasks for individual employees and track those tasks until completion. The admin dashboard allows HR teams to create custom questions for performance reviews or customize reviews to evaluate specific objectives.

Users can also set custom fields for performance analysis, and review their overall company-wide employee performance review status. All reports are stored for future review and comparison.

This tool integrates with software such as BambooHR, Google Workspace, Microsoft Teams, and Slack.

Lattice costs from $4/user/month. There is no free trial, but a free demo is available.

Free demo available

From $11/employee/month

Need expert help selecting the right Backend / Database Software?

People Managing People has joined forces with the software comparison platform Crozdesk.com to assist you in finding the best tool for your needs. Crozdesk’s Backend / Database Software advisors can create a personalized shortlist of software solutions with unbiased recommendations to help you identify the solutions that best suit your business's needs. Through our partnership you get free access to their bespoke software selection advice, removing both time and hassle from the research process.

It only takes a minute to submit your requirements and they will give you a quick call at no cost or commitment. Based on your needs you’ll receive customized software shortlists listing the best-fitting solutions from their team of software advisors (via phone or email). They can even connect you with your selected vendor choices along with community negotiated discounts. To get started, please complete the form below:

The 10 Best HR Database Software Solutions Summary

Tool Free Option Price
1
Deel

Best for international workforces (compliance, payroll, and HR)

Free demo available

From $49/user/month Visit Website
2
Sapling

Best for a customizable HCM platform

Free demo available

Pricing upon request Visit Website
3
Freshteam

Best for customizable analytics

21-day free trial

From $1.20/user/month Visit Website
4
Breezy HR

Best for hiring employees faster

14-day free trial

From $143/month Visit Website
5
Zoho People

Best for a scalable database solution

30-day free trial

From $1.25/user/month Visit Website
6
Workday

Best for an enterprise-level HR solution

Free demo available

Pricing upon request Visit Website
7
Rise

Best for an intuitive people management solution

90-day free trial of their full-feature model

From $6 CAD/employee/month for the basic People Management + Payroll configuration Visit Website
8
Factorial

Best for tailored tracking of different employee types

14-day free trial

From $4/employee/month Visit Website
9
SAP HCM

Best for establishing a single source of HR data

Free demo available

Pricing upon request Visit Website
10
Lattice

Best for combining people management with career development

Free demo available

From $11/employee/month Visit Website

Other Options

Here are a few more options that didn’t make the best HR database software list:

  1. Leapsome

    Best for integrating learning with workforce management

  2. BambooHR

    Best for managing the whole employee life cycle

  3. Connecteam

    Best for a mobile-first HR platform

  4. Paycor

    Best for comprehensive hiring or training initiatives

  5. HR Partner

    Best for a simple, automated human resource management system

  6. Sage HR

    Best for organizations with heavy expense management needs

  7. HR Cloud

    Best for a flexible cloud of HR applications

  8. Insperity Org Plus

    Best for creating robust organizational charts

  9. UKG Pro

    Best for assessing employee sentiment using AI

  10. HR Avatar

    Best for employee assessment tests, checks & interviews

What Do You Think About This List?

Those are my selections for the top HR database software on the market today. What are your views on the subject? If you have different ideas, let us know in the comments below. But first, be sure to subscribe to our newsletter so we can keep you updated. 

I also recommend checking out the many other informative articles on our website. You’ll find valuable information about the best HR software and the HR software companies we recommend. For more insights into tools, take a moment to read our post on HR software.

The world of HR is constantly changing. Yet, with the help of the right software tools, you can be efficient, organized, and stay one step ahead of your competitors. 

Related Read: Best Recruiting Database Software for Hiring Teams

By Kim Behnke

Kim Behnke is an HR Tool Expert & Writer for People Managing People. She draws on her 9 years of human resources experience and her keen eye for systematic processes to support her analyses of the top HR tools on the market. She is passionate about maximizing efficiencies and streamlining workflows to ensure internal systems run smoothly. Kim's HR experience includes recruitment, onboarding, performance management, training and development, policy development and enforcement, and HR analytics. She also has degrees in psychology, writing, publishing, and technical communication. When away from her desk, she can usually be found outside tending to her ever-expanding garden.