10 Best HR Database Software for Record Keeping in 2023
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Best HR Database Software Shortlist
Here’s the list of the best HR database software systems that I’ll cover in this article, with detailed summaries below:
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1.
Deel
— Best HR database software for managing a global workforce
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2.
Freshteam
— Best HR database software for customizable analytics
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3.
Breezy HR
— Best HR database software for speeding up your recruitment process
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4.
Zoho People
— Best HR database software for organizations needing scalability
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5.
BrightHR
— Best for simplified workflows through automation
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6.
Zenefits
— Best HR database software for automating employee onboarding
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7.
Workday
— Best HR database software for enterprise-level organizations
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8.
Factorial
— Best HR database software for ease of use
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9.
SAP HCM
— Best HR database software for establishing a single source of HR data
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10.
HealthData Archiver
— Best for its advanced data security features
Organizations need HR database software to help them stay on top of admin requirements. Good record-keeping will ensure your organization runs efficiently and your employees are compensated correctly.
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 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.
If you have general questions about how HR database software works, pop down to my FAQ section below. Or, if you’d like to know how I created this list, see How I Selected the Best HR Database Software below. Otherwise, let’s dive right in!
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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 HR database software for managing a global workforce
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.
This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.6
628
Free demo available
Flat rate user pricing, with a free version for businesses with up to 200 people
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2
Freshteam
Best HR database software 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.
This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.6
181
21-day free trial
From $1.20/user/month + $71/month base fee
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3
Breezy HR
Best HR database software for speeding up your recruitment process
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.
This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.5
416
14-day free trial
From $143/month
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4
Zoho People
Best HR database software for organizations needing scalability
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.
This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.3
149
30-day free trial
From $1.25/user/month
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5
BrightHR
Best for simplified workflows through automation
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.
This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.3
53
Free demo available
From $4.08/user/month
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6
Zenefits
Best HR database software for automating employee onboarding
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.
This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.1
436
14-day free trial
From $8/user/month
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7
Workday
Best HR database software for enterprise-level organizations
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.
This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4
1171
Free demo available
Pricing upon request
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8
Factorial
Best HR database software for ease of use
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.
14-day free trial
From $6.50/employee/month
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9
SAP HCM
Best HR database software 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.
Free demo available
Pricing upon request
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10
HealthData Archiver
Best for its advanced data security features
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.
No free trial is available for this product
Pricing information is available upon request
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Other Options
Here are a few more options that didn’t make the best HR database software list:
- UKG Pro
Best HR database software for assessing employee sentiment using AI
- Lattice
Best HR database software for combining people management with career development
- BambooHR
Best HR database software for managing the whole employee life cycle
- Sage HR
Best HR database software for employee compensation management
- Connecteam
Best HR database software for a mobile-first HR platform
- Sapling
Best HR database for customizations
- Paycor
Best HR database software for comprehensive hiring or training initiatives
- Rise
Best HR database software for intuitive people management
- Leapsome
Best HR database software for integrating learning with workforce management
- HR Partner
Best HR database software for automations
How I Selected 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 created a long list of HR software providers with positive user ratings. 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.
Selection Criteria
Here’s a summary of the selection and evaluation criteria I used to pick the best HR database software for this list:
- 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.
HR Database Software: FAQs
Do you have general questions about HR database software and how it works? These answers to frequently asked questions are a good place to start:
What is HR database software?
An HR database is a type of HR software that HR teams rely on to organize all aspects of their employee data. They are an essential part of every organization’s HR tech stack, regardless of the size of their company size. Small businesses, midsize businesses, and enterprise organizations all run their HR functions out of some sort of HR database.
Other common terms for this type of software include human resource information systems (HRIS), human capital management systems (HCM), or human resources management systems (HRMS). No matter which name the software providers go by, all of them will help you streamline and digitize your core HR tasks. They’ll help you get out of your spreadsheets and filing cabinets and into the modern era of digital HR.
What key features are included in HR database software?
Here’s a summary of the core HR features you can expect to find in the best HR database software:
- 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.
- Employee portal: The ability for employees to access and update their own employee profiles and associated information.
- Workflows: Tools to automate repetitive tasks that 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.
- Attendance management: Tools to keep track of the hours worked by employees and the leave they are entitled to.
- 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 provide managers with the granular information they need to make better decisions.
- Mobile apps: The ability to update employee records in real-time using mobile apps for Android or iOS devices.
What do HR databases cost?
The cost of an HR database will depend on the type of database you choose and the variety of management tools included. For simple HR management systems (usually an HR database or HRIS), you can expect to pay anywhere between $1 to $15 per employee per month under a software-as-a-service (SaaS) agreement. In some cases, you may also have to pay a basic monthly fee too.
For more advanced systems (either an HCM, HRMS, or global payroll management system) you can expect to pay a higher monthly fee. Due to the specialized nature of these systems, most vendors only offer their pricing details upon request. That’s because you can pick and choose which modules you want to customize their software for your own business needs.
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
