Frustrated by piles of HR paperwork and endless options for managing it all? We hear you—choosing the right document management software can be overwhelming with so many tools offering various features, pricing plans, and reviews that just add to the confusion.
But don’t worry, we’ve got you covered!
By the end of this article, you’ll confidently choose the best HR software for your business (specifically for small businesses) to help you manage your employee documentation freely and easily.
For each product, we’ll be covering:
Key features, pros, and cons
Pricing comparisons and user reviews
Who each software is best suited for
What's the best HR document management software? The top choice is EddyHR—it’s perfect for startups seeking an intuitive, easy-to-use platform that simplifies HR and document management. Ready for the details? Let’s dive in!
Collage HR - Offers a user-friendly platform for organized employee records
Zoho Recruit - Ensures seamless management of HR documents and compliance
ServiceNow HR - Automates and streamlines document processes
PurelyHR - Delivers comprehensive tools for document management
Comparison Table
EddyHR
First on the list is Eddy – an all-in-one HR platform designed for small and medium-sized businesses. While it simplifies various operations, including hiring, onboarding software, and payroll, its document management capabilities help it stand out in terms of simplicity and focus on compliance. For companies looking to streamline document workflows, Eddy HR might be a straightforward solution.
Moreover, the software provides basic document storage that will help you keep track of all your important documents. Employees will also have easy access to their documents through the employee self-service portal. It also allows HR teams to automate paperwork for new hires, ensuring compliance and a smooth process.
Pricing
Eddy HR offers pricing based on the number of employees and the features selected, along with optional add-ons.
Starter: $4 per employee per month. Includes document storage, onboarding, PTO management, and more
Growth: $8 per employee per month. Includes all Starter features, plus custom signature documents, manager approval flows, and more
Premium: Custom pricing. Includes all Growth features, along with Eddy Payroll, comprehensive hiring tools, and premium support services
Pros
Simplifies compliance management and reduces paperwork
Provides smooth transition from paper files to a digital system
Employee self-service portal is intuitive and user-friendly
Centralized platform for managing multiple HR functions
Cons
Navigation between employee profiles can be tedious
Inability to customize forms within the system
Managing leave balances before they are earned can be tricky
Paylocity
Next on the list is Paylocity, a full-service payroll software and HR platform with document management capabilities. Built for medium to large businesses, the software handles the complexities of a growing workforce. Its document library enables the HR team to securely store, organize, and access employees' records, such as tax forms and performance reviews.
Besides this, the software has advanced reporting tools that will help HR track compliance statuses, upcoming expirations, and document completion. With customizable roles and permissions, they can make sure the sensitive documents are only accessed by authorized personnel.
Pricing
Paylocity offers flexible pricing that can be tailored to the specific requirements of businesses, ensuring they only pay for the features they want. For a precise quote, you are encouraged to request a demo or contact us.
Pros
Good reporting tools with detailed data on payroll, employee start dates, and supervisors
Centralized system allows the management of multiple HR tasks, reducing paperwork
Excellent customer support
Cons
Paid time off (PTO) balance updates are delayed, with employees unable to see real-time balances until the next pay period
Career site and job posting processes lack customization
Another best HR document management software that you can choose is BrightHR. This award-winning software is user-friendly, designed for small to medium-sized businesses, and streamlines HR tasks besides providing centralized document storage. What helps it stand out is its compliance reminders, which will inform you about documents that are near expiration.
The platform also supports digital signature, allowing remote teams to sign any paperwork without having to be physically present. With a mobile app, you can manage documents from anywhere in the world, which makes it useful for a distributed workforce.
Pricing
BrightHR offers three flexible pricing tiers, providing scalable options to suit businesses of various sizes and needs.
Core HR Software: £7.90 per employee per month. Includes essential HR tools such as holiday planning, absence management, and payroll navigation
Enhanced HR Support: £15.90 per employee per month. Adds 24/7 expert HR advice and access to document templates
Full HR, Health and Safety Support, and EAP: £25 per employee per month. Includes comprehensive employee wellbeing support, health and safety services, and employee assistance programs (EAP)
To learn more about how employee engagement can benefit your organization, give us a call at (661) 384-7070 or visit our employee engagement subcategory page.
Pros
The system is easy to navigate and intuitive
Simplifies the process of creating staff rotas
Provides excellent training and support during the setup phase
Cons
Challenges in exporting all data fields for employees
Difficulty in reverting holiday settings from hours to days
Collage HR
If you are looking for a simple yet effective document management software with other core HR functions, Collage HR might be the right option.
This cloud-based platform comes with document management and compliance tracking, among other essential HR capabilities. The HR teams can securely store, organize, and manage employee records all in one place. With built-in e-signatures, automated workflows, and customizable templates, Collage HR streamlines processes like onboarding, benefits enrollment, and compliance.
The employee self-service portal enables staff to access and update their personal information, reducing administrative tasks for HR. Since it is made for all businesses, Collage HR helps companies stay compliant with Canadian labor laws while saving time and reducing manual paperwork.
Pricing
Collage HR provides three pricing plans designed to suit the needs of small and growing businesses, providing flexibility as your team scales.
Standard: $10 per user per month. Includes Time Clock software, time off management, time tracking, and performance management.
Plus: $15 per user per month. Adds payroll data sync and benefits administration
Pro: Custom pricing. Includes all Plus features, along with expert HR advice and additional HR templates
Pros
Customizable onboarding checklist makes hiring easy
Seamless deployment with one-on-one training
Automated time-off tracking and PTO calendars
Cons
Reporting functionality for time off is limited
Performance management module lacks a goal-setting feature
Zoho Recruit
Next on the list is Zoho Recruit. It is a comprehensive applicant tracking system (ATS) and recruitment solution that is also an effective tool for HR document management. Popular for its versatility, the software is a good choice for businesses looking to streamline documentation and compliance. The software comes with a centralized document storage feature enabling HR teams to store, manage, and retrieve resumes, contracts, offer letters, and other documents – all in one secure location.
It allows HR personnel to create automated workflows for document approval, onboarding, and background checks. This will help in reducing the manual effort and keep the approval process going without any delay. Moreover, it features pre-built document templates, which you can customize according to your needs. With the help of these templates, you can standardize documents across the company and decrease the risk of inconsistencies and errors.
Pricing
Zoho Recruit offers tiered pricing with flexible plans based on the size of the company and the number of features required. It also provides a free version with limited features for smaller teams.
Free: Available for one recruiter. Includes basic features such as interview scheduling, candidate management, and 8/5 support
Standard: $30 per recruiter per month. Offers advanced features like candidate sourcing, assessments, standard reports, dashboards, and more
Enterprise: $60 per recruiter per month. Provides advanced features such as recruitment automation, advanced customization, and candidate and staffing portals
Pros
Customizable workflows and dashboards
Automated tools for email campaigns and candidate management
Job board integration simplifies posting across multiple platforms
Cons
Limited options for branding the job and candidate portals
ServiceNow HR is built for large businesses in search of a comprehensive platform with document management. It allows your team to automate a wide range of document-centric processes like offboarding and employee onboarding. The platform excels in creating audit trails, which provide full access to the histories of documents.
In addition, ServiceNow offers employee journey management, which allows HR to build tailored workflows that will guide them through important moments like role changes or promotions. It is AI-powered and enables HR personnel to resolve routine employee requests so they can focus on more strategic tasks.
Pricing
ServiceNow HR offers custom pricing based on the unique needs of your company. You can select the features that best align with your business at various stages of growth. For detailed pricing and a tailored evaluation, feel free to contact us.
Pros
Empowers employees to request typical services via an intuitive portal
Tracks an employee's progress from pre-boarding to offboarding
Covers key HR processes such as onboarding, role changes, and terminations
Cons
Lack of detailed documentation
The auto-response for a single ticket can cause confusion
PurelyHR
PurelyHR is a comprehensive HR management platform that offers a range of tools that streamline core people's tasks and save time. With 500MB of storage, HR can upload essential documents, request digital signatures, and store contact, employment, and compensation information all under one roof. The centralized system ensures that employee data is always up-to-date and easily accessible.
Another feature that it is known for is time-off management. It automates the process of submitting and approving PTO requests, handling accruals, policy renewals, and balance tracking. With its performance management features like customizable review templates, goal tracking, and 360-degree feedback, HR can manage professional development effectively.
Pricing
PurelyHR uses a modular pricing approach, which enables businesses to pay only for the features they need. The base cost starts at $3.45 per employee per month when billed monthly or $3.10 per employee per month when billed annually. Discounts are available for annual subscriptions and nonprofit organizations.
Pros
Custom reminders for managers make staying on top of tasks much easier
The banked time feature and audit function are really handy
Automation in approving time off simplifies processes
Cons
Interface is outdated and not visually appealing
Difficult setup for new user's vacation time on an accrual basis
How We Chose The Best HR Document Management Software
When it comes to selecting the best HR document management software, you need to conduct a thorough evaluation of several factors and make sure that the platform suits the diverse needs of your organization.
Here are some aspects that helped us determine our top picks:
Features Offered: The first thing we focused on was the range of features each software offers, focusing on document management capabilities, compliance tools, integration options, and other HR core functions
User Experience: Another important factor to focus on was ease of use. When it comes to choosing software, user experience is crucial. We evaluated the user interface and overall user experience to ensure that the software is intuitive and accessible for HR professionals and employees alike
Scalability: We focused on how well the software can scale with an organization's growth. The best HR document management software should be able to accommodate increasing amounts of data and users without compromising performance
Security: We understand that the protection of sensitive HR documents is paramount. During our research, we looked at the security measures that each software employs, such as data encryption, access controls, and compliance with industry standards
Customer Support: Reliable customer support is essential for resolving issues and ensuring smooth operation. For this purpose, we reviewed the quality and availability of customer support services provided by each software vendor
Pricing: Cost is undoubtedly a significant factor for many organizations. This is the reason why we compared the pricing models of different software to ensure they offer good value for money, considering both upfront costs and ongoing expenses
What Features To Look For In a Document Management Software?
Document Storage And Organization: The software must have a central repository for efficient storage, organization, and retrieval of HR documents. You should be able to access the files from anywhere at any time
Regulatory Compliance: You should look for tools that help you adhere to government and corporate regulations by maintaining accurate and up-to-date records. It would be better if the software could facilitate proactive audits to address issues before they escalate
Access Control And Security: You must ensure the platform includes role-based access control to limit data access to authorized personnel, along with encryption and secure data transfer to prevent unauthorized access
Integration: Integration capabilities are a must feature that every software should have. It will help integrate with other tools that will help streamline processes and improve efficiency
Workflow Automation: The next factor you should consider is the automation workflow, such as automating HR processes for document routing for approvals and reviews. This will help in reducing the risk of errors and save time.
Benefits Of HR Document Management Software
Having HR document management software can offer numerous benefits, including:
It will protect sensitive employee information with advanced security measures like encryption and controlled access and ensure data privacy and regulatory compliance
The software will automate tasks such as onboarding, offboarding, and document approvals, which will decrease the hassles of manual paperwork and allow HR professionals to focus on strategic activities
You can keep all the HR documents organized efficiently and offer quick access to the documents
It simplifies the handling of employee requests and provides self-service options for managing personal information, enhancing overall satisfaction
By minimizing the need for physical storage and automating routine administrative tasks, you can save on space, paper, and labor costs
Conclusion
Selecting the best HR document management software is crucial for ensuring compliance and optimizing HR processes. You need to assess your company's requirements, evaluate the features required, and explore the scalability of different platforms. By focusing on security measures and user experience, you can make an informed decision and choose the best HR tools for your company.
However, if you have trouble deciding which software suits you the best, you can feel free to contact us. We will guide you and help you choose the software that fits your needs.
