The Top 11 Features Every HR Management Software Must Have
No matter what your organization does, it depends on a major component for proper functioning: human resources. The success of an organization depends on its workforce.
HR staff cannot achieve great workforce management without some assistance. Traditional HR practices and archaic HRMS software aren’t much help. Whether an organization is planning to scale up or move into a new market, it will need more than just a good plan. It needs human resources aligned properly with the organization’s mission and vision.
But rather than overstaffing your HR department, a better investment is HR Management software. In fact, efficient HR software plays an integral role in making HR staff more productive and efficient than ever. However, in a rapidly changing business environment, HR leaders don’t have much time to identify the perfect HR software.
Software comparisons and rankings can be generic, vague, or even rigged. Making procurement decisions based on these incomplete comparisons can lead to unpleasant consequences. To identify potential HR software, HR leaders need to verify whether or not the solution includes the desirable set of features that align with the company’s objectives.
Here are 11 features every HR management software must have:
To help HR leaders in their search, we’ve compiled a list of must-have features of HR management software based on the capabilities offered by market leaders in this space.
1. Employee management
Employee management is the core function of every HR management solution. This feature will help in planning, hiring, managing, and analyzing human resources that span across multiple departments and locations within a global workforce.
In entry-level HR management systems, this module might seem like a mere database for maintaining documentation like employee data (personal and professional), roles, responsibilities, employment history, and compensation details.
A high-end HR software will allow organizations to plan workforce as per the demands of the workload. They can manage headcount, configure a schedule, assign compensation, and set up an HR strategy within the allotted budget.
Something to ponder:
- Why should you invest in employees who will leave one day?
- What happens when you don’t and they end up staying?
2. User-centric design
To be honest, an off-the-shelf HR management solution will never be a perfect solution that matches your business needs perfectly. Even a complex program that requires a trained IT professional to customize is counterproductive.
This is why it is essential to find a software that allows business users like HR staff to customize it. An ideal HR workflow software will include a user-friendly interface with drag-and-drop tools for customizing forms, user-fields, reports, and other facets.
Organizations can no longer make do with in-premise siloed databases. The new-age workplace has changed. It calls for an omni-channel, always-accessible solution to perform HR operations on-the-go.
A cloud-based HR software allows organizations to create, manage, and maintain a centralized database that could be accessed at any time from anywhere. Cloud solutions are scalable, cost-effective, and free from software updates and installation hassles.
4. Seamless data reconciliation
At the very least, good HR management software must have some sort of link to other HR management tools and let HR staff import and export data directly from spreadsheets or other third-party systems.
Automatic data import/export minimizes data redundancy and human errors in the organization. A flexible HR management tool that seamlessly syncs data by scanning data history, deduplicating, and updating without intervention is the need of the hour.
5. Automated notifications
Distributing relevant information, regularly to all stakeholders is a time-consuming task. When the teams were small, HR staff could send personalized updates. Organization-wide emails are useless for delivering confidential policy updates and employee-specific alerts.
An efficient HR management software will trigger automated notifications and alerts to all stakeholders at the successful completion of user-defined conditions. HR leaders can use this feature for delivering reminders, process/policy updates, and other internal communications.
6. Attendance and leave tracking
An important aspect of managing human resources is tracking employee schedules and time-off management. This feature has a direct impact on the organization’s bottom line. Optimizing attendance and leave tracking will help in effective workforce management
A powerful HR management software will help HR leaders view, track, monitor, and manage the schedule of all employees in a single interface. An automated leave management module will eliminate complexities, integrate seamlessly with payroll and the organization’s calendar.
7. Employee self-service
This feature empowers employees by offering them an option to view, edit, and manage their data (personal and work-related). Offering employees a self-service option reduces the workload of HR staff by eliminating mundane clerical tasks.
Employee Self-Service (ESS) options offer sophisticated multi-channel accessibility. Entry-level HR softwares limit it within the data access capability for employees. Whereas, high-end HR automation tools offer everything from employee assessment to networking.
Seamless integration of an HR Management software with other important modules will improve the efficiency of an HR department multifold. Interoperability allows all other business softwares to use the data keyed into an HR Management solution effectively.
Similarly, a powerful HR management tool might need to draw data from other databases and software occasionally. So, investing in standalone HR software is pointless. This is why organizations need to verify an HR tool’s ability to integrate before making a purchase decision.
9. Dynamic reports
Efficient HR management software must offer a complete view of an organization’s workforce and operations in a single interface. Tools that come with a builtin reporting tool will empower organizations to turn data into compelling stories, motivate action, and encourage data-driven changes.
A good HR solution must retrieve and blend data from all possible sources to eliminate data silos. Merely creating and retrieving insights isn’t enough, an ideal tool will deliver critical operational insights and trends to respective stakeholders with the right level of detail and the right time.
10. Defined user roles
Efficient HR management software must restrict the visibility of confidential information. To ensure data security is essential to ensure that employee information is available to only relevant stakeholders, that too, on a ‘need to know’ condition.
A robust HR management solution lets HR professionals define user-roles and their responsibilities for smooth functioning. User-defined roles and role-based permissioning allow organizations to manage authorizations and control the actions allowed on specific resources.
11. Parallel branches
HR processes are inherently complex in nature. A specific workflow might need the authorization or approval of more than one person to complete a specific request. But it is not prudent to let one person approve it before the other stakeholder sees the request.
To solve this pain-point and dispatch the requests simultaneously, it is essential to notify them both at the same time. An all-in-one HR automation tool will eliminate this complexity with the help of parallel branches. Parallel branches enable the continuous delivery of workflow.
Kissflow HR Cloud: The perfect partner to your HR management software
There are chances that your prospective HR management software misses one or more of these essential solutions. In such cases, rather than stubbornly waiting for the perfect tool to be made, or opting for expensive IT customizations, it is wise to look for a simple workaround: a customizable HR Cloud.
If your desired HR management software lacks dismissable capabilities, like employee engagement tools, then there is no need to bother much. But, if it is a simple yet essential option like an employee self-service tool, then you need to find a powerful yet customizable solution like Kissflow HR Cloud that integrates with your desired third-party tools to bridge important process gaps.
Why do HR departments around the world love Kissflow? Request for a free demo to see how Kissflow HR Cloud empowers the HR department.