HR Software

Signs its time for a change

Gartner found a whopping 56% of HR leaders say that their organisations’ HR technology doesn’t meet their needs, so no wonder businesses are looking elsewhere for software that packs a punch.

However, they also found 83% of those who purchase HR software experience regret because of a substandard buying process.

So, how can you avoid buyers’ remorse and do the right thing for your company and your employees when it comes to switching to a new HR software provider?

Too much risk?

PWC found 21% of HR managers are worried about how secure their data is when stored in the cloud. And it’s no wonder, your people data is highly sensitive.

Perhaps the thought of lifting this from one provider and shifting it to another fills you with dread! But this should be covered as part of the selection process. Ask providers about data security, certifications, employee qualifications, and check out their service reviews online.

Perhaps you’re also worried that learning a new system will lead to user-error, which means catastrophic mistakes. Again, cover this when you speak to different providers. What level of training and support do they provide? And how intuitive is the software?

Too much hassle to switch?

Learning to use new software sounds like hard work, right? Forking out cash to a new provider, getting used to new processes – what a pain! According to PWC, for 23% of HR leaders, technology implementation cost is the top reason that prevents them from using disruptive technologies.

But what happens if you don’t implement what you and your employees need? Think long term. If you’ve realised there’s a better HR solution and service out there, what will that save you in time and money? Plus, if you pick the right provider, it won’t be a hassle to switch – they’ll make sure it’s as easy as pie.

Unable to secure investment?

To overcome this one, you need to get clear on the numbers. Like how much time are your HR department currently spending on admin? What could this be reduced to? How many mistakes are being made with manually inputting across multiple systems? What could this equate to in time-cost-savings with a new provider?

Conveying all of this to your stakeholders should make it difficult for them to say ‘no’ to investing in a switch.

Recognising the signs

Does this sound like your current HR software?

Lack of adaptability
Endless admin
Poor analytics
Limited functionality
No support
Siloed systems
Lack of (or no) data protection

What should you look for in an HR system?

Win the day with easy HR software:

Easy to use, from anywhere

A time-saver: Get your head out of HR admin and into the realm of strategy, where you can make some real impact. Look out for providers that offer automation of repetitive tasks, giving you bags of time back.
Tailored to you: A must-have to bear in mind is flexibility. Onboarding, offboarding, recruitment – the list goes on. Find out how flexible the provider is, can they accommodate and automate your current process?

Flexible to your needs

A home for everything HR: Access your data all from one spot – so no pulling data and manually manipulating it! Conder implementing an all-in-one system to give you a deep and meaningful connection that you don’t need to dabble with.
Engaged from the start: Add some personality to your dashboard, promote company values and communicate common goals. It’s the mecca for a happy and engaged workforce. Trust us.

Easy automation

Bin off the bulk of your HR admin and streamline your HR processes with automated workflows.
Create a seamless experience for employees and administrators, that’s fully flexible to your needs.
No need to bother your team: set handy reminders and prompts so no one misses a trick.

Less worrying, more just doing the work you love

Reportable: Want to really trust your data? Look for a provider who aces automation. More specifically, automation that removes the guess work and human error that comes along with HR & payroll data. Get valuable insights and make proper decisions off the back of them.
Secure: Invest in a provider that takes people privacy and data security seriously. You need to trust that your data is safely stored. Top tip: search for providers with ISO accreditations, so you can be rest assured you’re in safe hands.

One you can’t live without – employee engagement

Another feature to look out for is employee engagement software, here’s why:

Software that gives your employees a voice and offers your business powerful insights to advance your company culture.
From specifics to sentiments: gather feedback intuitively with surveys, pulse monitoring and social interaction monitoring.
Spot company-wide trends and identify individual excellence you can act on.

Core HR features

People management

Say goodbye to spreadsheets and filing cabinets with a complete HR database that stores all your employee information and documentation.

Analytics & Reporting

Customise your own or choose from pre-built reports to gain key insights into your data and make informed business decisions.

Leave management

Track and log all time and attendance from holidays and doctor appointments, to late records and time in lieu.

Employee self-service

Empower your employees to manage their own requests and manage personal information anywhere, at anytime.

Workflows

Take the weight off your shoulders by enabling automatic notifications and workflows that increase efficiency across the business.

Employee engagement

Give your team a voice with engagement surveys to gather feedback to gain actionable data based on your employee’s morale.

Absence management

Get access to insightful data that gives you the power to manage employee absenteeism and identify leave-related trends or issues.

Document management

Streamline HR admin and become paperless - store all your key documentation in one secure environment.

How long will it take to switch?

This can range from four weeks to a few months depending on who you choose. This could be a deciding factor for you if they can’t deliver the switch within your timeframe.

How will the switch be managed?

Here, you’re looking for a provider to talk about their dedicated implementation team. Ask for examples of customers who recently switched to them – how did it go? What did the provider do and what did the customer need to do?

How much time do you need from us?

You will of course be required to give some time and energy to the project of switching. However, it shouldn’t be much more than a few days’ work for you.

When should I switch?

A provider may encourage you to switch right away. Or, if they have a backlog of new customers to onboard, they may delay things. But you need to consider: when is the best time for you?

What training and support do you provide?

One of the hardest things about switching is the move to a new system. Ask about onboarding and find out how they’ll help you to embed the new solution with ongoing training and support.

Key questions to ask a provider

Example scorecard

Features and functionality
How easy-to-use is the software? Can I easily access analytics and HR reports? Is the employee self-service intuitive? What administrative tasks will be required, and what will be automated? e.g. leave approvals, new starter set-up, manager workflows.

Technology
Does it integrate with other software e.g. payroll, time & attendance, or expenses? Is the software cloud-based, does it have a mobile app? What software updates do you carry out?

Customer service
How do I get support? Phone, email, tickets? Will I be able to contact your support team when I need them? How big is the support team? Who will help me and answer my queries?

Reputation
Who can I contact to obtain a reference? What do your current customers say about your HR software, implementation, and service? What is your Trustpilot rating?

Switching
How long will it take to switch? How will the switch be managed? When should I switch? How much time do you need from our side? What training and support do you provide?

Provider 1 | Provider 2 | Provider 3

Scores / 5

When considering switching HR providers, we know that you may not just be HR leaders in this space. That’s why we’ve put together this checklist to cover what HR leaders, finance leaders, IT leaders, and CEOs look for in HR software.

An HR & payroll buyer’s checklist

What good and bad look like

HR Modules

Your business size, growth plans, and internal make-up will impact what HR modules you have now and what you’ll need in the future. Not all modules are needed for every business. As an example, if you’re a small business with low churn you probably aren’t going to need an all singing all dancing recruitment module.

The below table details what the good and bad looks like in each area of HR software.

Area	What bad looks like	What good looks like
Employee record management	Employee details are scattered all over the system and unlinked, which means more duplicate data entry for you! Employees can’t update their own details as they please, it has to come through HR.	One employee record and one source of data truth. The option for employees to edit the details they need, with validation points on things like sort codes and account numbers.
Compensation and employee pay	Constantly saying ‘these systems must talk to each other, surely?’ Scraping HR data and dumping it into another system, simply to get your people paid. A dull pain every time commissions and out of payroll payments need to happen!	One system where payroll and HR data is the same thing! New starters and leavers reflected in payroll. A system where you can bank on payslip accuracy. Easy verification when it comes to commission payments.
Employee experience	A desktop-based system which employees can ‘sometimes’ access. Poor visibility of company vision, mission and updates. No idea how their peers rate their performance. “We have a company wide event? I had no clue.”	24/7/365 mobile and desktop access to their personal data, so they can do their HR admin wherever and whenever. A hub of all thing’s ‘company’ with intranet links and hosting. Peer reviews, recognition and feedback, fed straight into employee profiles. True visibility of what’s going on in the business with a company calendar.
Time tracking	A broken system that sees employees knocking off a couple of hours early when you’re not looking. Hoping and praying employees are paid for the hours they work. No way to see time spent by department, or project. Paper timesheets and dodgy submissions.	Proper clocking-in devices that suit your business set-up. A time tracking module that works alongside payroll, so you never get employee pay wrong. Accurate reporting, in real-time, split the way you want.
Recruitment	Managing candidate details in Excel, risking dodgy data leaks. Constant back and forth with hiring managers. Slow requisitions hitting the HR email inbox.	Candidate details stored safely and securely in a GDPR compliant database. Total hiring manager visibility of candidate status and requisition progression. Manager self-serve with requisitions done in a jiffy.
Performance	A sad once a year tick box exercise. Low accountability for goals set, with no document of what’s been achieved. No idea who in the business has actually done their performance review. Employee and manager disengagement.	A totally customisable performance process, to suit your business goals. Performance goals stored against employee records with progression check-ins across the year. Real-time, accurate adoption reporting.
Expenses	Crumpled receipts knocking around in laptop bags. No way of tracking mileage. Inability to see spend by department and enforce policy.	Digital receipt handling and expense submission. Mileage and consumption tracking. Auto flags aligning to specific expense policies.
Onboarding/ offboarding	Terrible employee communication in and out of the business. Leavers still accessing company information, or worse, still getting paid.	An automated onboarding and offboarding experience, tailored to your business and your checkpoints. A system lockdown as soon as an employee is marked as a leaver.
Training and development	What’s training again?	A complete employee skills matrix, highlighting development needs. A proper training record held against each employee, documenting completed training.
Workforce management	Internal promotions based on gut feelings, hopes and prayers. Sloppy recruitment processes that don’t attract the right talent.	Proper succession plans, based on employees neatly plotted out in a nine box grid. Comprehensive succession plans, with beautiful skills matrix. A recruitment process that shows off company best bits.

HR functionality

Great HR Software goes above and beyond a shiny interface and a couple of features. Reviewing your software is about looking at all aspects of your software and the service that comes with it. Be aware, something might look great on the surface but be sure to do your digging to ensure you’re still getting value for money!

Area	What bad looks like	What good looks like
HR automation	Manually onboarding new starters and going around the houses to check everything is as it should be. Drowning in notes and reminders.	One time set-up of workflows and forms that follow your processes. An onboarding process that makes employees feel part of the business and stay with the business.
Accessibility	Paying for server upgrades. Worrying about losing all your data. Inability to access systems when and where you want, lacking real-time information. Office based access only, with individual or special computers.	24/7/365 cloud access. Mobile app access for employees, so they can manage their HR data on the go. Free to install, with no need for upgrades to the system. Secure, cloud-based software that can’t be stolen from the office.
Reliability	Software you sometimes can’t access due to unknown technical issues… Frustration caused by slow load speeds and freezing. Employees regularly disgruntled because they can’t get into the system.	Headache-free system access and use for you and your employees whenever you need it. Never thinking ‘this system is always letting me down when I need it the most’.
Security	Once in a blue moon software penetration testing. A lack of security documentation. No accreditations, or badges that mean nothing to anyone.	Continuous BitSight monitoring to ensure security 24/7. A full team of security experts backed by a well documented security protocol. Proper accreditations like Cyber Essential, ISO 2001 and 9001.
Integration	Wasting time entering the same data multiple times into different systems. Exporting data from one system, fiddling with it in Excel, then uploading it into another system. Data that’s out of sync and out-dated in both or either system. Asking yourself ‘surely these systems should be able to talk to each other?!’	Seamless and accurate data flowing between Time & Attendance, HR, ERP, and Finance systems. APIs with real-time connections. Reduction in mistakes associated with inputting the same data twice. Integration of other software e.g. an Employee Benefits platform.
Scalability	Your software doesn’t bend and flex to meet your process, it’s one-size-fits-all. There’s a lot of hoops (and costs) to get new users added to the platform.	You can implement your software how you like. The software is flexible enough to process any performance review or recruitment process. Adding users is easy and doesn’t mean you need to jump pricing band.
Interface	Software that looks old fashioned and out-dated. Difficult to navigate the parts of the system you don’t frequently use. Regularly referring to notes and step-by-step system guides. Constant influx of employee queries, requesting information they could be accessing for themselves.	Software with a simple, clean look. Intuitive navigation that makes it easy to find new, unfamiliar things. Helpful prompts explaining things, or showing you what to do next. New people in your team can pick up and learn how to use the software quickly. Employees access their information with no help or input needed.
Customer service	Raising support tickets that go left unread. Waiting hours, days, weeks to get answers – your query passed from one team to the next. Dealing with unqualified individuals who don’t have the knowledge required to deal with your question. Frustration and empty cries for help!	A team you can contact directly when you need help. Local support team from a qualified team. Fast response times, over the phone, via email or through a support desk – however you like to communicate. Sense of relief that support is always available to you.

Pricing options

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Get a tailored pricing plan of Moorepay’s HR and payroll solutions.

Custom pricing

With Moorepay’s HR Software, you get a complete HR and payroll solution.

People data in one place, benefits that automatically deduct from payroll, and expenses added to employees’ pay. Which means less admin for you, and more time to think big.

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