How to use HRMS software to automate common HR tasks

By Indeed Editorial Team

Published 10 May 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Human Resources professionals carry out many time-consuming tasks every day which require the same long processes again and again. Human Resources Management System software can help HR professionals to automate time-consuming tasks like this and spend more time on tasks that matter. If you're not familiar with HRMS software already, getting used to using it can be a daunting task. In this article, we explore what HRMS software is, why it's useful and how to use HRMS software to automate common HR tasks.

How to use HRMS software

If you're new to using HRMS software, you may find it challenging to get the most out of the system. Follow the steps below on how to use HRMS software to make sure your organisation's HRMS is reaching its full potential.

1. Choose the right HRMS software for your organisation

The success of your HR department's transition to using HR software depends on how suitable the software you choose is for your organisation. It's important to conduct thorough research on various different HRMS options, considering your budget, your team and the functionality that you're looking for. Questions to ask yourself when deciding which HRMS software to purchase for your HR department include:

  • Does this HRMS offer the functionality that I'm looking for?

  • How easy to use is this HR software?

  • Does this HRMS fit into my budget?

  • Does the software vendor offer good technical support?

  • How well does the solution integrate with our existing software?

  • Does this software scale to our needs?

  • Does this software keep our data safe?

Related: HR job titles in a typical human resources department

2. Learn how to use your HRMS software

Once your IT team has installed your new software, it's important to spend time learning how to use it in detail. Different types of HRMS software function differently, so it's important to undertake training from the vendor, use your software guide, follow online tutorials and make use of the technical support that your vendor offers to learn how to use your HRMS software properly. Using HRMS software streamlines HR operations, which is why it's important that you know how to use every facet of your chosen HRMS application efficiently.

3. Train HR staff on your HRMS

Once you've learned how to use your HRMS software to get the most out of it, it's important to conduct employee training sessions to ensure that all of your HR staff feel equally comfortable working with your HRMS. When you organise HRMS training, remember that:

  • Different staff members learn in different ways, so it's important to accommodate different learning styles by offering group training sessions in combination with self-practice periods and other options.

  • Staff members learn at different paces; when it comes to technology, you may find that older staff members take longer to learn how to use new software. Be patient and offer more support and help to those staff who need it.

  • New staff members also require training in your HRMS software. You can make this part of the onboarding process, or designate existing HR staff who are comfortable with the software to conduct training sessions for new coworkers.

Related: Core HR functions and different human resources specialities

4. Integrate your HRMS with everyday tasks

To get the most out of your HRMS software, it's important that you put it to work completing everyday tasks like workforce management, payroll and data analysis, depending on the functionality of your software. HRMS software makes it possible to at least partially automate many of these tasks. Even though automation may be difficult to get used to at first, it can save your HR department hours of work a week, enabling staff to focus on more important tasks, reducing staff costs and improving employee morale.

What is HRMS software?

Before knowing how to use HRMS software it's important to understand what HRMS software is and why it's important. HRMS stands for Human Resources Management System and it refers to a type of software that HR departments use to automate simple, common HR tasks. The simplest way to illustrate what an HRMS is is to explain what it can do. HRMS software can complete a huge range of tasks for HR departments. It's possible to choose HRMS software that automates some or all of the tasks below:

  • Payroll management: HRMS software can make it easier to manage essential payroll elements such as salaries, bonuses, tax deductions and pensions.

  • Employee record-keeping: HRMS software can store employee data such as medical data, salary information, attendance, work history and personal information, which can make it easier for HR staff to cross-check this information when needed.

  • Recruitment and onboarding: HRMS can help with many aspects of recruitment and onboarding including storing candidate applications, creating job adverts and managing job listing across multiple locations.

  • Training management: Training management modules in HRMS software enables HR departments to track and manage staff training to ensure that all employees are up to date on important topics like health and safety and workplace ethics.

  • Performance analysis: HRMS software can store, track and analyse employee performance data, including data on individual performance and team performance. This makes it easier to give meaningful feedback to employees during appraisals.

  • Document management: HR teams store and manage various documents, including employee records, CVs and contracts. HRMS software makes it easy to store and access these documents quickly and safely.

  • Attendance management: Use attendance management modules in HRMS software to track employee attendance, including attendance rates and arrival times, to better understand employee performance.

Related: Why is HR important? An essential guide

HRMS vs. HRIS vs. HCM

There are lots of different types of HRMS software on the market today. HR departments can benefit from different types of software. Three different kinds of application, each of which has slightly different functionality, include:

  • HRIS: A Human Resource Information System, which offers basic HR functionalities that manage people, policies and processes

  • HCM: Human Capital Management, which covers talent, staff and workforce management

  • HRMS: Human Resource Management System, the most comprehensive type of system that offers functionality to cover policies, staff, payroll, benefits and much more

How can HRMS software benefit your organisation?

If your organisation hasn't yet invested in HRMS software, it could be useful to consider the benefits that HR management systems can bring to an organisation. It's only worth implementing an HRMS in your HR department if you think it can bring tangible benefits to your organisation.

Improved communication across the organisation

The HR department of any organisation works with staff at all levels of the organisation, providing training, support and professional development where needed. HRMS software can improve communication between HR teams and other staff members by freeing up HR staff schedules. Once the time-consuming manual tasks are out of the way, HR professionals can spend more time on people-centric tasks that boost communication and improve your company culture.

Accurate data analysis to drive decision-making

HRMS software can accurately record, track and analyse data to offer meaningful insights into employee performance and productivity. Every day, HR departments gain access to employee data such as performance data, absences, arrival time and more. By using this data to understand more about staff, HR teams can make effective, data-driven decisions. For example, if employees are always late arriving and demonstrate low productivity in the morning, flexible working could improve performance and increase staff satisfaction at the same time.

Cost reduction and time savings

One of the most significant benefits of implementing HRMS software is the amount of time and money it can save your organisation. Even if it costs money to invest in an HRMS now, the amount of time your HR team saves by automating key processes can save your organisation money in the long term. Not only does your organisation require fewer HR administrators, but you can also add value to the service your HR team offers to staff and offer more flexibility to HR staff members interested in reducing their hours to part-time.

Safe and secure management with minimal stress

The value of implementing HRMS software that allows your HR department to manage staff and other HR elements safely and with minimal risk to secure data is significant. Effective HRMS software can manage and complete tasks while adhering to an organisation's security protocols. HRMS software makes it easier to complete tasks in less time and without leaving a paper trail of emails and reports behind.

Related:

  • How to become an HRIS manager in 5 steps (salary and skills)


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