HR Systems Features and Benefits with Full Details

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HR Systems – If you’re using sticky notes or spreadsheets to organize employee information and communicate schedules, an HR system may be of great benefit to your business.

HR Systems Features and Benefits


While many companies have gotten on board with current HR systems, some workplaces still manage key functions of HR using messy and disconnected systems with manual and electronic counterparts. If you are using sticky notes, spreadsheets, and paper documents to organize employee information and communicate schedules, an HR system may be of great benefit to your organization.


The HR systems of today are making it possible to pick and choose the features you need. In order to select the best features, however, it is imperative to understand what is out there. The following are features that are available with most HR systems, but companies may be able to select and utilize as many or as few features as needed:

HR Information Database: At the heart of an HR system is the employee information database. HR systems can eliminate or reduce the need for hard-copy employee files, keeping all of the information very organized and easy to access in a virtual filing cabinet.

Payroll Systems: Having an HR system allows an organization to keep employee data integrated with payroll data, which can be very helpful when it comes to making changes in pay, scheduling, and keeping track of employee hours.

Employee Self-Service: Many companies find employee self-service to be an invaluable feature of HR systems. Employee self-service may allow employees to view and make changes to their information, submit time-off requests, communicate with peers and HR professionals, and view their schedule information. Self-service portals are often accessible through any mobile device, increasing convenience and timeliness for employees and managers.

Performance Reviews: Paper performance appraisals can be a hassle and are somewhat limited in scope and effectiveness. When performance management is done using an HR system, performance information is collected on a continual basis. Managers can tap into this information directly from the system without having to dig through paperwork and even fill out appraisal forms directly in the system.

Benefits Administration: Benefits open enrollment times can be confusing and hectic. You can cut on the confusion and wasted time by investing in an HR system that offers benefits administration. This feature walks employees through enrollment, simplifying the steps and explaining aspects of policies that may be unclear. Benefits administration features often make it very simple for employees to make changes to benefits when life changes occur, as well.

Recruiting and Onboarding Options: Recruiting and onboarding are integral parts of human resources management but can be time-consuming. HR systems let you post job postings on social media and company websites, simplify the application process, filter applicants by qualifications, and even transfer information into employee files when hiring decisions have been made.


If your processes are still done manually with a mix of mobile and electronic systems, a complete overhaul of your existing human resources system may be a good move. You will save working time by switching to a system that connects all the basic functions of human resources and makes them available from one place. In this case, it may take some time and money to move to an optimal system.

If you currently have systems that work well, you can take advantage of the features listed below.

Employee Electronic Database: Storing information electronically increases the efficiency of recording and retrieving information. This can be very helpful for companies that regularly lose or misinform their files in large file cabinets. Electronic information can also be analyzed for strategic purposes and protected from conflict.

Automated Payroll System: An electronic payroll system saves the company from having to outsource this work and gives it more control over payroll information. At the very least, it makes sense to directly link internal payroll features to employee information and time/attendance tracking software. This will drastically reduce the risk of calculation errors and make payday easier.

Self-service portals: Self-service portals streamline the communication and authorization process, save time for HR professionals, and reduce the likelihood of errors or communication gaps. If you allow employees access to their information and some control, it can increase their sense of authority and participation. If schedule features are included as part of self-service, they can play an important role in correcting and avoiding a variety of schedule issues and conflicts.

Performance Management: A performance management feature that continuously receives and summarizes performance information. These features allow managers to get a more complete picture of each employee’s strengths and weaknesses. Managers can use this information strategically to prepare for training and provide ongoing feedback. They can also use it to evaluate each year and increase salaries.

Benefits Management: Allowing employees to manage their own benefits using a human resource system can save valuable working time and increase employees’ awareness of their own benefits and choices. Automating the registration and management of benefits can reduce the likelihood of non-compliance, save fines, and maintain the company’s reputation.

Recruitment System: The human resource system saves companies a lot of time and allows them to hire the best employees. By accessing a larger pool of candidates and making it easier for the best talents to participate, human resource systems can immediately raise recruitment standards. Linking the recruitment system to the employee database makes it easy to convert application information into employee files once a hiring decision has been made.


For companies that have been successful without HR software, acquiring and implementing software may seem like an unnecessary burden. In fact, every business can benefit from human resource software. Here are some ways in which an HR software system can help your company – even if everything seems to be fine without it.

It takes time on the human side of human resources: By manually monitoring and documenting HR working hours, most HR working hours are spent on entering and updating employee personal information, working on hours and attendance, making conclusions, and conducting research and reporting as required. other recurring tasks. Human resource software automates many simple human resource tasks. This frees up human resource time and allows professionals to focus on human resource elements. Without such a heavy workload, you can spend more time reaching out to employees by addressing employee issues, creating incentive programs, and improving company culture.

Creates a tougher hiring practice: Hiring the right employees will make all the difference in the business. Awesome workers make more dollars, and a tough approach to hiring can destroy candidates below the stars. The ATS function can be used for baseline testing, follow-up analysis, and screening, which raises recruitment standards. All applicant information is available in one place, making it easy to view and compare reference, interview, and qualification notes.

Improves the security of sensitive information: Information breaches are costly in many ways for businesses. Customers and employees may no longer trust the company’s ability to protect their information, so they may avoid working with the company. Businesses will also need to address any issues that arise from the conflict and implement a new system to protect against future conflicts. Human resource systems generally come with encryption and role-restricted access to protect against external attacks to protect the internal resources of the human resource system. This can prevent conflicts and make information more secure than a manual organization system.

Provides actionable insights: Analytics and reports provide smart ways to use company information to make timely and future decisions. By reviewing previous years and monthly labor statistics, turnover data, and recruitment information, your company can improve its human resource performance. This will make your company a more attractive place to work, save you money and increase your efficiency.

Reduces the risk of non-compliance: Compliance with the law maintains the trust of the company and prevents the imposition of costly fines. Human resource software automatically compiles information related to the rules and provides an understanding of how to generate the required reports. Because most HR software is constantly updated, HR professionals can easily manage the requirements for updates and compliance.

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