Employee Management System
Employee Management with Advanced ESS Assistance
Eliminate your administrative burden by automating the employee life cycle and providing outstanding experience from hire to retire.
Smooth Onboarding facilities
Streamlined Recruitment with Smooth Onboarding
A proficient HRMS Software for managing candidate details effectively and streamlining HR operations.
Seamless Employee Documentation
Store your employee documents effectively for in-depth future analysis and selection.
Smooth Employee Verification and Analysis
Scrutinize applicant expertise in simplifying candidate selection and verification.
Simplified Employee Confirmation
Efficiency in verifying an employee’s status, qualifications, prior experience and employment history.
What is an Employee Management System?
An employee management system is software that ensures employees give their best efforts to achieve organizational goals. The staff management system is designed to maintain end-to-end core HR services and enhance work productivity. It generally automates administrative responsibilities of admin administrative and makes them more accessible and quicker.
Seamless Employee Self-Service Assistance
Effective ESS Portal with future-proof Automation
Efficient ESS Portal for managing and streamlining HR operations.
Proficient Employee Self-Development with PMS
The employees can attend the self-evaluation process using metrics along with their employers.
Customizable Training Management
Tailored training management system to specific needs for sustainable development of employees and overall business performance.
Updated Compliance Management
Stay up-to-date with ever-changing and continuously upgrading compliance management and related organization policies.
Hassle-free employee exit formalities
Streamlined Exit Management with efficient Employee Offboarding
Automate seamless employee offboarding process, ensuring a smooth and efficient transition and exit procedures.
Simplified Expense Management
User-friendly expense management system for maintaining transparency between employee and employer.
Quick FNF Settlement
Transparency in final pay, including salary, bonuses, and other entitlements through Full and final settlement, ensuring compliance with legal and organizational policies.
In-detailed Feedback & Exit Survey
Clarified feedback process with end-to-end exit survey to streamline the employee offboarding.
Product Brochure
Employee Management Software in India.
What Are the Common Functions of Employee Management Systems?
An employee management system streamlines administrative practices to ensure efficient employee satisfaction and ultimate productivity. Hence, the common functions of EMS software include:
- Errorless Payroll: Accurate payroll process with detailed wages, tax and deduction calculation.
- Efficient ESS Portal: Enabled employee self-service for accessing valuable HR information without HR engagement.
- Seamless Communication: Flawless collaboration features facilitating communication between employees and management.
- Personalized Training: Tracking employee needs and scheduling sessions as per requirement.
- Robust Security: Secure encryption protocols and multi-factor authentication, avoiding data breach.
- Cloud Storage: Centralized database with ample storage option for employee valuable information.
- Accurate Attendance: Smooth clock-in /out features, seamless on-duty, regularization options, streamlining employee attendance.
- Streamlined Recruitment: On-time employee recruitment, facilitating smooth onboarding
Accurate payroll process with detailed wages, tax and deduction calculation,
Enabled employee self-service for accessing valuable HR information without HR engagement
Flawless collaboration features facilitating communication between employees and management.
Tracking employee needs and scheduling sessions as per requirement
Secure encryption protocols and multi-factor authentication, avoiding data breach
Centralized database with ample storage option for employee valuable information
Smooth clock-in /out features, seamless on-duty, regularization options, streamlining employee attendance
On-time employee recruitment, facilitating smooth onboarding
What HRs think of Pocket HRMS
“We have been using Pocket HRMS Software for a year and are very happy with our choice. Excellent service support.”
– Niranjana Neelakantan
HR Director, TESSOL
“The support team is highly admirable. Their professional and polite approach to our queries is simply excellent.”
– Nishant Mahajan
Corporate GM-HR, EvolveBack
“Data monitoring & HR analytics are made easy by Pocket HRMS, it is upcoming the future of the HR industry”
– Sonal Gangwani
HR Manager, Ignatiuz
Resources for HR and People leaders
What is Employee Engagement? (Full Guide)
The right approach at the workplace improves the employees’ connection, leading to higher revenue, and more.
What is Employee Connection? (Benefits + 8 Tips)
Successful businesses usually have employees connected to each other as well as to the management as a whole.
AI: The Future Of Employee Management
With AI dominating the world right now, it is easy to say that AI has started to impact our daily lives.
What is the purpose of an employee management system?
The principal purpose of the EMS is to assist in workforce productivity, understand techniques to engage employees and retain talent, and alleviate the administrative burden of HR professionals, empowering them to focus on strategic initiatives.
What does Employee Management Software do?
An employee management system aims to improve efficiency, accuracy and transparency in HR practices and solutions, leading to better employee satisfaction, productivity and overall organizational success. Employee management software performs numerous works that include,
Monitoring Attendance Management System. Automating Payroll process including tax calculation, pF deduction, etc.
Tracking employee performance, analyzing and providing feedback.
handling centralized database system
Managing Leave Management system, including PL, CL, SL, etc.
Automating employee training and development programs
Generating reports and analytics on various aspects of employee management.
Could Pocket HRMS secure the employee data?
Pocket HRMS is cloud-based software that provides robust data security. It includes role-based access control (RBAC) for restricting sensitive data access and employs robust authentication mechanisms for sensitive passwords, multi-factor authentication, or biometrics.
Does the Employee Management system accommodate Hybrid working environments?
Yes, the employee/staff management system can accommodate hybrid working environments. Its high-end features cater to the need for a hybrid work culture, providing reassurance and support for both employees and employers. With the system, they can manage their work schedules, submit time-off requests, track attendance, punch in-punch out, and analyze performance while working remotely or in the office.
Additionally, some features like smooth document management and swift mobile accessibility streamline the process regardless of the working environment.
Can an Employee Management System manage an employee remotely?
Yes, definitely. An employee management system is cloud-based software that includes many functionalities, such as payroll, hiring, performance assessment, leave tracking, data security, etc. This system plays a crucial role for both employees and employers in facilitating efficient HR operations and employee management in remote work settings.
Why Should You Use Employee Management System Software?
Employee management system software provides you with a robust option to manage your employees effectively and efficiently. It automates almost all your clerical tasks, with modern systems utilizing modern technologies like Artificial Intelligence (AI) to even provide predictive analytics for informed decision-making. These systems also enable you to integrate them with other tools, enabling a seamless flow of employee data between systems, and further improving your efficiency.
How does an Employee Management System enhance employee satisfaction?
An employee management system enhances employee satisfaction by empowering them to undertake various self-service options such as applying for leaves, marking their attendance, downloading payslips, gathering feedback, sharing timesheets, applying for reimbursement, etc. It helps create an environment of trust and loyalty between the employee and the organization, leading to increased engagement.
What Is Employee Management?
Employee management is a process that describes how employers optimize employees’ work performance to meet business goals. With the strategic management approach, employers maintain a healthy relationship with employees and monitor their performance & achievements simultaneously, aiming to streamline operations and maximize efficiency.
What Is An Employee Management System?
The employee management system, or EMS, is a robust tool that empowers employers or HR professionals to navigate the entire employee life cycle from hire to retirement. It handles various employee-related tasks, including maintaining secure employee records, performing performance analyses, updating employee policy, calculating attendance and leave, and more.
Besides, It provides a secure and efficient platform for managing all aspects of the employee journey, ensuring that every step is well-documented, analyzed, and optimized for the benefit of the business and its employees.
According to verified market reports, employee management software is expected to have a market value of USD 11,845.3 million by 2027. The CAGR is 8.5% for the overall forecasted period of 2020-2027.
What Are The Types Of Employee Management Systems?
Here are some common types of employee Management Software,
Recruitment Software
Recruiting the right candidate at the right time helps the organization create a diverse workforce that reflects improved creativity, innovation and overall business success. Recruitment management software is an essential tool within the EMS that streamlines the entire recruitment process by automating repetitive HR practices like resume screening, interview scheduling, and follow-up communications, leading to more efficient and effective hiring processes.
Additionally, the centralized platform offers advanced features, such as advanced sourcing, AI-driven candidate matching, and predictive analytics, improve the quality of the hiring process.
Time and Attendance Software
Time and attendance management tool is one type of employee management software that monitors employees’ work hours to compensate them appropriately. Features like selfie attendance, punch in/out, and retina scanning allow employees to mark their attendance smoothly. Besides, it has super-built features like GPS-enabled tracking facilities that will enable employees to mark their attendance from anywhere, anytime and cloud storage options for mass data storage.
Compensation Management Software
During the digital journey, transparency in work culture has become a top priority for many employers. Compensation management software and related tools in the EMS can be an outstanding solution for employees in performance tally, aligning with market trends and budget constraints. CMS ensures a fair and clarified approach to tracking employee performance against recent job benchmarks and industry standards. With the assistance of software, management can make the right compensation decisions for their team without having to contend with guesswork.
Payroll Software and Services
Payroll software and services are crucial components of employee management software that process on-time payroll, file payroll taxes and employee reports, withhold taxes and other deductions, generate paychecks and direct deposits, and more. Integrating auto-payroll assistance with other EMS tools simplifies payroll by automating work inputs, attendance calculations, and related tasks. Besides, the software adeptly manages different HR functions such as time tracking, benefits administration, compliance reporting, etc.
Learning Management Software
Proper employee training and learning assistance, such as in-person training, online courses, and workshops, improve employee self-growth, leading to employee engagement and satisfaction, long-term retention and company productivity.
Stuff management systems introduce numerous e-learning platforms and learning management tools with various educational content for employees. They can choose any course according to their requirements and focus on self-development. Conversely, employers can track employee learning and development and connect to the right individuals for upcoming opportunities.
Employee Monitoring Software
Employee monitoring software is a type of employee management software mainly used by small businesses or startups to track and analyze employees during working hours. It offers screenshot capture, activity tracking, keystroke logging, and more. By using it, employers get a detailed overview of employee work, analyze productivity levels, calculate task completion rates and work hours on various projects, and rate them appropriately. Moreover, organizations can maintain a shield for your company, filtering or blocking certain websites and activities, configuring permission settings, and monitoring threats.
Performance Management Software
Employee management software introduces performance management tools that are the one-stop solution for HR during appraisals. They make data-driven decisions and seamlessly plan for employee growth and development. The software comes with sets of OKRs and KPIs for each employee. It helps employers streamline the appraisal process, reduce administrative burdens, and ensure consistency within the workplace.
Importance Of The Employee Management System
Here are the following importance of deploying an employee management system at the workplace
1. Improved Workforce Management
An employee management system eliminates manual data entry work and ensures a complete automation process within the workplace. It simplifies the entire employee lifecycle, from sourcing and recruitment to offboarding, and provides end-to-end solutions in data security and employee mass data storage.
Besides, the system allows employees to track their daily working hours, count attendance, raise requests and queries, and analyse their performance using tools like ESS, Leave management software, or the performance management system.
2. Assured Compliance
An employee management system helps the company alleviate its policies and stay updated with the latest compliances, potentially saving [specific amount or percentage] in compliance costs.
Every company upholds two types of policies: the organization’s rules and regulations, and the other is laws and compliances enacted by the India Labour Laws. With the aid of an EMS, the company can effortlessly monitor, track, and assess its compliance with rules and regulations, thereby relieving the burden of manual tracking and staying up-to-date with the changing functionalities of updated laws.
3. Employee Engagement
The employee software offers a plethora of user-friendly functionalities, such as self-service assistance, remote facilities, self-performance/attendance tracking options, open communication support, feedback facilities, and more. It empowers employees by allowing them to access cloud-based aid that can be operated anytime, anywhere, eliminating the need to wait for HR’s response.
The whole process brings employee satisfaction, which is the key to improving employee engagement and company productivity.
4. Robust Security
A staff management system is an essential tool for centralizing all sensitive employee data, ensuring end-to-end security, and protecting data against unauthorized access. It offers features like role-based access controls, encryption protocols, and multi-factor authentication, which are instrumental in preventing massive data breaches and data loss. With an EMS, businesses can rest assured that their data is in safe hands.
Besides, the employee software ensures regular security audits and compliance checks by [specific actions it performs], adherence to industry-standard security practices and regulatory requirements, and evaluation of performance without any hazards of data loss or risk of data breaches.
5. Remote Workforce Assistance
Remote workforce assistance aids remote employees in performing various tasks by themselves without any involvement from HR professionals. Using the portal, remote employees complete their onboarding process, submit their professional details, mark their attendance, apply for leave, raise requests, make enquiries for required training, and analyse their performance individually.
With the assistance of employee software, HRs can expand their talent sourcing beyond geographical limits. Moreover, inbuilt KPIs and KRA techniques enable managers or HR professionals to conduct reviews smoothly and evaluate performance accurately, instilling a sense of confidence in the system’s efficiency.
6. Valuable Insights and Better Decision-Making
Staff management software is an essential tool that streamlines the analysis of valuable insight and assists HRs in better decision-making processes where HR professionals and managers gain a deeper insight into workforce trends, employee behaviour, performance metrics, and areas of improvement. It assists management in empowering informed strategic decisions that align with the company’s goals and objectives.
What Features Does The Employee Management System Offer?
Managing Employee Database
Time, attendance management
Employee Self Service
Performance Management
Learning Management
People Analytics
Mobile Accessibility
Managing Employee Database
Most companies grapple with many challenges, from limited storage to data theft, when managing a vast employee database. They expect a highly secure, centralised database to store employee data safely.
The staff management software addresses these concerns with robust security measures, including employee database management systems and cloud storage options. These features ensure that HR data is stored securely for every department, region, and business entity, instilling confidence in the system’s ability to protect sensitive information.
Tracking Time and Attendance
Remote work is trending worldwide, and companies are hiring talent remotely. With the advent of remote hiring, employers face another challenge: losing track of employee working hours and attendance.
The staff management system provides features like GPS-enabled check-in and check-out options, overtime hours trackers, online timesheets, or efficient ESS portals that assist employees and employers in efficiently tracking working hours, overtime, leave balances, on-duty information, etc. This leads to transparency in the workplace and maintains a hassle-free payroll.
Employee Self Service
Modern staff management software includes intuitive features like an employee self-service portal. This portal helps employees smoothly perform numerous functionalities, such as uploading personal and professional data, tracking leave and performance, marking attendance, and getting leave approval without any HR intervention. Conversely, employers can handle all employee management with the help of ESS.
Analyzing Performance
The Employee Management system and related employee software highlight tools like employee performance management that facilitate tracking and analyzing employee performance and solutions. The software ensures some high-end functionalities like 360-degree appraisal, peer feedback, key performance indicators, and object and key results (OKRs) that offer a comprehensive view of employee performance. This is particularly beneficial during appraisal or reward periods or when implementing a performance improvement plan.
Providing Learning Assistance
Staff management software comes with tools like performance trackers, learning management systems (LMS), etc., for comprehensive employee skill analysis and support for different learning styles and development.
It ensures comfortable learning resources for all employees, including pre- and post-course tests and assignments, an introduction to cutting-edge technology and development, product and service-related training, etc. The presence of the tools and provided learning opportunities makes the employee feel valued, which leads to employee satisfaction and reflects on productivity.
People Analytics
Another feature, like people analytics in the staff management software, plays a crucial role in improving employee engagement and maintaining retention for a longer period. It helps the employers understand the employees’ expectations and makes sustainable strategies which will be effective for employee engagement and business goal achievement.
The people analytical tools help organizations track growth and attrition rates, maintain workplace diversity, handle project status, follow employee attendance and performance trends, and more.
Mobile Accessibility
Staff management system ensuring features like mobile accessibility offer flexibility and enhance productivity within the workforce. A mobile operable EMS and its related tools introduce easy remote employee monitoring, and reversely, it allows employees to access HR practices and perform tasks anytime, anywhere.
What Are The Benefits Of An Employee Management System?
Boost Productivity
Improve Collaboration
Simplify HR Process
Right Performance Analysis
Digital Storage
Compliance Support
1. Boost Productivity
The worker management system is a one-stop solution for both Employers and employees. It comes with numerous features and functionality that save time and administrative burden on managers and HR professionals; conversely, employees gain control over workforce practices without HR intervention. The improved efficiency directly impacts employee engagement, leading to positive outcomes for achieving overall organizational success.
2. Improve Collaboration
An employee management system cultivates a collaborative environment by providing a centralized platform and a direct communication interface for employees and employers. It offers numerous features and functionalities, like progress tracking or task assigning toolbars, direct AI-enabled chat options with management, time tracking and performance evaluation methods, shared calendars, real-time messaging, project management tools, etc.
It encourages employees to share ideas, coordinate tasks, and collaborate with team members effectively, regardless of their physical location and time.
3. Simplify HR Process
Staff management software is a game-changer for HR. It relieves them from repetitive, time-consuming practices like payroll management, attendance and leave tracking, performance analysis, security maintenance, etc. So, the recruitment team can focus on more strategic tasks like following workforce trends, identifying areas for improvement, and making data-driven decisions to optimize organizational performance. This provides a sense of relief and lessens the burden of repetitive tasks.
4. Right Performance Analysis
A worker management system introduces employers to efficient performance-tracking tools, allowing them to track employee performance and understand areas for improvement consistently in a measurable manner. The software comes with numerous features and functionalities like Key Performance Indicators (KPIs), OKRs (Objectives and Key Results), Balanced Scorecard, and 360-degree Feedback that align employee performance with the goal of the organization.
5. Digital Storage
An employee management system offers centralized access to store employee data accurately and handles it at any time from anywhere. The digital storage options ensure robust security measures, including case-sensitive password options, two-factor authentication, encryption, and access controls, to safeguard sensitive information, ensure compliance with data protection regulations, and minimize the risk of data breaches.
In a nutshell, by integrating the EMS software solution, a company can digitally store large amounts of employee data with zero errors.
6. Compliance Support
An employee management portal offers end-to-end compliance support to the organization. This functionality provides easy access to legal and regulatory requirements. Employers can use the feature to update their compliance-related documentation, such as employee contracts, policies, and training materials and stay updated on compliance deadlines and regulatory changes. The proactive approach mitigates the risk of penalties and legal issues, giving you reassurance and confidence in your compliance management.
Besides, using privacy regulations like GDPR(General Data Protection Regulation), the organization safeguards sensitive information and protects the company from potential legal liabilities.
When To Implement Employee Management Software?
Companies should deploy an employee management portal if they face the following scenarios,
Experiencing Low business growth
When a company is experiencing low business growth due to limited productivity or less sufficient workforce engagement.
Facing HR complexities
Many start-ups face challenges during their business growth because they do not have a comprehensive HR solution. Often, having a dedicated human resources team, they frequently face challenges due to insufficient guidance in HR practices.
Introduce Remote Ambience
Since the COVID-19 pandemic, remote work culture has become a type of workforce. Many companies plan to start hiring remote talents to maintain productivity and enhance business growth. Since manual practice is a bit challenging for maintenance in a remote workforce, integrating EMS is the only solution.
Integrating ESS Portal
When an organization plans to increase employee engagement and integrate self-service portals to reduce R&D costs, before integrating the ESS, it is essential to deploy the employee management system first.
Excessive Employee Turnover
Employee engagement and retention are crucial aspects of employee management. If a company fails to engage employees and maintain talent retention, it is time to deploy the best employee management system.
How Do You Find The Right Employee Management System For Your Organization?
1. User-friendly Interface
First, check whether the employee /worker management system has a user-friendly interface. A smooth user interface with enhanced user experience simplifies tasks, increases usability, and allows smooth, timely access to all company data.
2. Required Features
Prior to integration, you should evaluate whether the selected software’s features and functionalities align with your requirements. This may include features like employee self-service(ESS), attendance, leave tracking, performance analysis tools, etc.
3. Scalability
Another key aspect to consider is the software’s scalability. A scalable solution can quickly adapt to the growing number of employees and amend to the additional features as your organization expands.
4. Custom Integration
Before using an online employee management system, check whether it is customizable. A robust custom integration feature ensures that the deployed system or platform can adapt and evolve according to the company’s unique needs and specifications.
5. Cost Effective
Businesses aim for money. Most companies set a cost limit before developing processes and solutions. The total cost includes upfront costs, subscription fees, implementation expenses, etc. A comparing pricing plan ensures a better software evaluation and transparent ROI.
6. Mobile Accessibility
Another key aspect that should be checked before deploying software is whether the staff management system is mobile-friendly. Mobile-accessible software allows everyone to use it anywhere, anytime, which is convenient for both employers and employees, whether they work from the office or remotely.
Top 5 Employee Management Software with functionalities
Here are the details of the top 5 online Employee Management Systems/ HRMS Software known for their comprehensive features and ability to streamline various HR processes.
1. Pocket HRMS
Pocket HRMS is the best employee management software, coming with powerful features for recruitment, payroll, absence, performance, compensation, and more. It mainly aims to simplify and automate business processes and guarantee long-term employee retention in the company.
Features
Advanced applicant tracking and management
Resume parsing and job posting automation
Customizable recruitment workflows and candidate assessments
Integration with multiple job portals and social media platforms
Detailed analytics and reporting for data-driven hiring decisions
Smooth, on-time HRMS payroll assistance
Benefits
Pocket HRMS offers a robust and scalable solution that smoothly maintains the entire employee life cycle and helps businesses manage recruitment efficiently, reduce time to hire, and improve the quality of their hiring decisions.
2. BambooHR
BambooHR is a popular cloud-based employee management application designed for small to medium-sized businesses. It offers a wide range of features that simplify HR tasks.
Features
Employee database management
Applicant tracking system (ATS)
Time-off tracking
Performance management
Employee self-service portal
Reporting and analytics
Benefits
BambooHR is known for its user-friendly interface and robust features that enhance HR productivity and employee engagement. It also offers mobile access for on-the-go management.
3. TalentRecruit
TalentRecruit leverages artificial intelligence and machine learning to optimize the recruitment process. The tool generally aims to enhance the hiring experience for recruiters, candidates, and hiring managers.
Features
Round-o-clock virtual recruitment assistant
Automated candidate sourcing and matching
Accurate Pre-screening and assessment features
Efficient offer management
Employee referral platform and diversity & inclusion features
Benefits
Its AI-driven algorithms help find the right candidates efficiently, reducing the time and cost of hiring while improving the quality of hires.
4. FactorHR
FactorHR is an award-winning employee management application trusted by major companies like Tata Steel, Wipro, and Mercedes-Benz. Its recruitment module helps organizations find the perfect fit quickly, whether through direct or referral hiring.
Features
Bulk document upload and resume parsing
Intelligent duplicate detection
Integration with social media platforms
Comprehensive applicant tracking and interview management
Customizable job board postings
Benefits
FactorHR’s extensive features and integration capabilities make it a powerful tool for managing all aspects of recruitment, from job posting to candidate selection.
5. Zoho People
Zoho People is a comprehensive cloud-based HR software for businesses of all sizes. It provides a complete suite of tools to manage various HR functions efficiently.
Features
Employee database management
Time and attendance tracking
Leave management
Performance appraisal
Employee self-service portal
Recruitment and onboarding
Learning and development
Benefits
Zoho People has features that make it versatile for managing all HR processes from a single platform. Its user-friendly interface and customizable modules allow businesses to tailor the system to their specific needs.
