There are seemingly countless HR database software available, so figuring out which is best for you is tough. You want to streamline access and management of HR-related data for efficient operations but need to figure out which tool is the best fit. In this post, I make things simple by leveraging my experience as an HR and recruitment specialist using dozens of different HR database tools to bring you this shortlist of the best project HR database software overall.
What is HR Database Software?
HR database software is a digital tool for storing, organizing, and managing employee information, aiding in efficient human resources administration and data accessibility. Key features of HR database software include centralized employee data storage, easy data retrieval and updating, secure access controls, and compliance tracking.
The purpose of HR database software is to efficiently store, manage, and retrieve employee information, supporting effective human resources management and decision-making.
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 get a single source of truth for their workforce data, allowing them to view all employees and contractors in one place, no matter where they’re located.
Deel provides powerful features and tools that help businesses manage their employee data more effectively. It comes with comprehensive reporting and analytics functions so employers can make informed decisions about their workforce quickly and accurately. Its intuitive user interface makes it easy for companies to organize and review employee data on an ongoing basis, and automated compliance ensures that proper documentation and licenses are always accessible.
Features include global payroll, automations, contractor payments, invoice generation, payslips, taxes, accounting software integration, and benefits management.
Integrations include Ashby, BambooHR, Expensify, Greenhouse, Hibob, Netsuite, Okta, OneLogin, Quickbooks, SCIM, Xero, Workday, and Workable. They also have an API, where you can connect Deel to tools beyond their pre-built integrations or automate and sync data across your HR tech stack.
Insperity is a cloud-based software designed for HR professionals to store and manage employee information. It's an all-in-one HR solution that offers a range of features such as payroll, benefits administration, time tracking, and performance management.
I chose Insperity as one of the Best HR Database Software for Record Keeping because of its user-friendly interface and the wide range of features it offers. The system has helped me manage employee data with ease and allowed me to create customized reports on employee information, such as demographics and compensation.
Insperity has some standout features that make it stand out from other HR software in the market. One of its best features is the ability to store and track a wide range of employee information, including HR records, performance reviews, and benefits information, all in one place. Additionally, the software's robust reporting capabilities allow users to create detailed reports on employee data, helping them identify trends and make data-driven decisions.
Insperity also integrates with other popular HR tools, such as ADP, QuickBooks, and Salesforce, making it easy to connect with other systems used by your organization.
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.
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.
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.
BrightHR is cloud-based HR database software that helps companies manage and maintain employee data. The platform streamlines record-keeping through automation and simplified workflows. It has advanced features that can help automate many HR functions, such as attendance tracking, payroll management, and compliance reporting. Teams can digitize and store all their employee records without worrying about storage space, loss of documents, or security concerns. It provides a centralized location where all necessary documentation, including contracts, employee handbooks, and company policies, are readily accessible to authorized personnel, making it easier to manage and update HR policies and procedures.
The software streamlines the process of tracking employee attendance by offering real-time monitoring capabilities. It integrates with biometric attendance systems, enabling employees to clock in and out effortlessly. Additionally, the system automatically generates attendance reports, helping management monitor employee attendance and identify outliers. This feature can help users quickly identify absence anomalies and take corrective action if necessary.
BrightHR can generate customized reports on employee data, including attendance patterns, leave balances, and training history. This feature can help HR professionals stay in the know about their human resources department's performance and adjust policies and procedures accordingly. It also provides an integrated feature to assess employee performance, allowing managers to set personalized goals and metrics.
The platform prioritizes data privacy and security by offering advanced user permissions and password protection. HR professionals can set access levels for individuals or groups, ensuring only authorized personnel can access sensitive employee data. The software also implements end-to-end encryption, ensuring data remains secure in transit and storage.
Zenefits is a cloud-based HR software solution that supports HR processes including onboarding, benefits administration, and record-keeping. It helps employers keep accurate, up-to-date employee records, with information like contact and demographic data, employment records like taxes and benefits, and personal files.
New hires can complete all necessary forms and paperwork through the software, creating their employee record from day one. Administrators can create compensation and benefits packages, and use pre-built offer letter templates to speed up the hiring process. The software is equipped for onboarding full-time employees or freelancers, and can run background checks through its partnership with Chekr.
The software has reporting and analytics features with visual dashboards that measure important HR metrics including employee turnover and payroll expenses. AI-powered predictive insights flag which employees are likely to leave the company, giving managers a leg up in improving retention.
Paid plans start from $8/user/month, and a 14-day trial is available.
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.
HealthData Archiver is a cloud-based software solution that captures, stores, and manages employee medical data. It provides web-based access to employees and medical providers and is equipped with security protocols to ensure the confidentiality, integrity, and availability of employee health data. The software can be accessed remotely, making it easier for employees to retrieve and share medical records with healthcare providers, insurance providers, or other authorized parties. HealthData Archiver can be integrated with existing HR software or customized to reflect a company’s branding.
Having an easily accessible archive of employee health data assists with legal and regulatory compliance. HealthData Archiver provides an easy-to-use interface for document management, ensuring businesses can easily access essential employee records. Users can attach notes or comments to these records to provide additional context. This feature promotes transparency and encourages communication between HR departments and employees. HealthData Archiver efficiently integrates and links medical information with other HR-related data, streamlining the record-keeping process, reducing the likelihood of error, and increasing efficiency.
HealthData Archiver has a customizable reporting feature that allows organizations to generate reports per their requirements. Reports can be generated with specific data points, such as employee performance, attendance, and medical history. It also has advanced data security features that ensure the data stored in the system is secure and confidential. The software uses encryption and advanced security protocols to protect data from unauthorized access, theft, or loss. It also has backup and recovery features that ensure data is not lost during a system failure.
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.
Best HR database software for managing a global workforce
Free demo available
|Flat rate user pricing, with a free version for businesses with up to 200 people||Website|
Best HR database to streamline processes for businesses of all sizes
|Pricing upon request||Website|
Best HR database software for customizable analytics
21-day free trial
|From $1.20/user/month + $71/month base fee||Website|
Best HR database software for speeding up your recruitment process
14-day free trial
Best HR database software for organizations needing scalability
30-day free trial
Best for simplified workflows through automation
Free trial + free demo available
Best HR database software for automating employee onboarding
14-day free trial
Best HR database software for enterprise-level organizations
Free demo available
|Pricing upon request||Website|
Best for its advanced data security features
No free trial is available for this product
|Pricing information is available upon request||Website|
Best HR database software for establishing a single source of HR data
Free demo available
|Pricing upon request||Website|
- UKG Pro
Best HR database software for assessing employee sentiment using AI
Best HR database software for integrating learning with workforce management
Best HR database software for combining people management with career development
Best HR database software for managing the whole employee life cycle
Best HR database software for ease of use
Best HR database software for a mobile-first HR platform
- Kallidus Sapling
Best HR database for customizations
- Sage HR
Best HR database software for employee compensation management
Best HR database software for comprehensive hiring or training initiatives
Best HR database software for intuitive people management
Selection Criteria for the Best HR Database Software
Wondering what I look for when selecting the best HR database software solutions for this list? I'm happy to explain my selection process.
To start off, I reviewed recent HR software market data to develop my long list of software vendors to assess. I then dug into the details of each system to ensure it contained all the features HR departments would need to manage their core processes.
Lastly, to make my final selections, I compared each remaining HR database against each other using my selection criteria below. This allowed me to compare each software system systematically, making it easier to identify the clear winners in the pack.
Each time I develop a new list of software recommendations, I always determine the core functionalities the software should cover first. That way, I can make sure no crucial features are missed. For HR database software, these are the core functionalities I looked at first:
- Core HR data management capabilities that centralize all your employee data
- Integrated modules for easy digital data management
- Some form of employee self-service portal to reduce administrative requests
- Customizable user roles and permissions to curate who can access your employee data
In addition to the core functionalities above, I also assessed these additional core HR features for each system in this list:
- Record keeping: The human resource management system (HRMS) must be capable of maintaining all records required to meet operational and regulatory requirements.
- Payroll software: An integrated ability to calculate and pay salaries, withhold taxes, and organize paychecks. Not all HR databases will include this, but it’s a definitely plus if they do.
- Workflows: Tools to automate repetitive tasks, such as approvals, that typically drag down the efficiency of HR management.
- Notifications: Automatic alerts that let your HR professionals know when your employees have updated their own personal data, or for any other relevant changes.
- Employee scheduling & leave management features: Tools to organize work shifts, track the hours worked by employees, and manage leave requests.
- Employee benefits administration: The ability for HR teams to manage employee health benefits, pensions, and other entitlements.
- Performance management: Built-in tools to evaluate employee performance, manage promotions, and track career progress.
- Reporting & analytics: The ability to run system-wide reports on your employee data, to support better data-driven decision-making by your managers.
- Mobile apps: The ability to update employee records in real-time using mobile apps for Android or iOS devices.
Other Important Aspects
In addition to the specific features and functionalities above, I also always assess the following aspects of software systems no matter what type of HR software solution I'm reviewing:
- User Interface (UI): I selected HR database software that's user-friendly, meaning a busy HR professional could master it quickly and easily.
- Usability: I chose software that’s intuitive and easy to use, with all the core HR features within easy reach.
- Software Integrations: I expect good employee database software to integrate with the most popular HR and workforce management platforms. I noted the key software integrations for each system I selected to save you time too.
- Value for Price: I picked tools that offer an excellent return on investment (ROI) regardless of your company size. I also took care to note any relevant add-ons too.
What is an HR database?
How can I tell which HR database is right for my business?
What do HR databases cost?
Other HR Software Reviews
Looking for more than just an HR database? Here are some links to my other software reviews that may be a better fit for your needs:
- Employee Management Systems
- Employee Scheduling Software
- Recruiting Database Software
- Learning Management Systems (LMS)
- Applicant Tracking Systems
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, and organized, and stay one step ahead of your competitors.