As your business grows, there comes a point where spreadsheets, shared folders and good intentions simply don’t work anymore. Information gets duplicated, things get missed, and suddenly managing people feels harder than it needs to be.
That’s usually when organisations start thinking about an HR information system, often called an HRIS.
In fact, according to the CIPD, over 84% of organisations use HR information systems.
A good HRIS doesn’t just store employee data. When it’s chosen well, it can save time, reduce risk, improve consistency and make life easier for employees, managers and HR teams, too.
The tricky part is choosing the right one. There are a lot of systems out there, and no single option is right for everyone.
And before we go on… we want to make it clear – this isn’t a sales pitch. We don’t sell HR software. What we do is help organisations cut through the noise and choose the system that fits their size, structure and ways of working.
Here are seven practical things to look for when you’re choosing the right HRIS for you.
1. Employee self service
Most modern HR systems are cloud-based, which means they can be accessed securely from anywhere.
One of the biggest advantages of this is employee self-service. This allows employees to update their own personal details, such as contact information or bank details, while keeping sensitive employment information like salary or job title controlled by HR.
This cuts down on admin, improves data accuracy and gives employees more ownership over their information.
2. Intuitive design
If a system is clunky or confusing, people simply won’t use it properly.
A good HRIS should feel straightforward from day one. Users shouldn’t have to click through endless screens to complete simple tasks, and running reports shouldn’t require technical expertise.
This is especially important if employees and managers are expected to use the system themselves. If it’s intuitive, you’ll spend far less time answering how-do-I questions.
“It’s really important to book a demo with the HR tech provider before going ahead. HRIS companies are normally more than happy to jump on a quick demo call with you (this should take no longer than 30 minutes). This is a great way to get a feel for the system you’re purchasing and make sure it’s right for your business.”
Leah Winfield, Head of Talent, Reward and People Technology
3. Effective reporting
An effective HRIS should help you understand what’s really happening in your business.
Look for systems that allow you to easily report on things like:
- Absence levels
- Headcount and turnover
- Training and development activity
- Salary and people costs
The best systems offer clear, built-in reports and the option to export data when you need to dig a bit deeper.
4. Automatic reminders
HR systems really earn their keep when they help you stay on top of key dates.
Automated reminders can prompt managers and HR teams about things like:
- Probation end dates
- Fixed term contracts coming to an end
- Appraisals and salary reviews
- Required documentation or actions
This reduces the risk of things slipping through the cracks and frees people up to focus on more meaningful work.
5. Company documentation
A good HRIS should act as a single, reliable place to store key people-related documents.
This might include:
When everything lives in one place, employees spend less time searching and more time getting on with their jobs.
6. Employee communication
Many HR systems include features that support internal communication, such as staff noticeboards or announcement feeds.
These can be useful for sharing updates like new starters, policy changes or benefit information, helping to keep everyone informed without relying on long email chains.
7. Employee feedback
Some HR systems include tools that allow employees to share ideas, suggestions or feedback.
This might be through surveys, suggestion boards or simple feedback forms. Used well, these tools can give you valuable insight into what’s working and where improvements could be made.
Employer FAQs on HR information systems
Here are some questions we see time and time again on HRIS:
Do we really need an HRIS, or can we manage without one?
Many smaller organisations manage without an HRIS for a while. But once headcount grows, admin increases and compliance risks rise, a system can save time (and reduce stress!)
Is an HRIS just for HR teams?
Not at all. The best systems support employees and managers too, making everyday tasks like booking annual leave, updating details or completing reviews much easier.
How do we choose the right HRIS when there are so many options?
Start with your needs, rather than the software. Think about your size, structure, growth plans and how your people actually work. This is where independent advice can really help.
Can an HRIS improve employee engagement?
On its own, no system will fix engagement. But a well-chosen HRIS can support better communication, clearer processes and a more consistent employee experience. So, it will certainly help.
Do we need all the bells and whistles on our HRIS from day one?
Usually not. It’s often better to choose a system that meets your current needs and can grow with you, rather than paying for features you won’t use. Many HR Tech providers have modules you can opt in for (or not). This is great or organisations that are growing.
Can you recommend a specific HRIS?
Yes, asbolutely. We don’t sell HR software and we’re not tied to any provider. What we do is help you objectively assess options and choose the system that’s right for your organisation.
How we can help with HR Information Systems
Choosing an HR information system can feel overwhelming, but it doesn’t have to be.
We work with organisations to understand what they really need from an HRIS, help compare options objectively and support implementation so the system actually delivers value.
If you’re thinking about introducing an HRIS, or reviewing what you already have, give us a call on 0330 223 5253 or email office@fitzgeraldhr.co.uk. We’d be happy to talk it through.
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Key takeaways on choosing the right HR information system:
- An HRIS should make managing people simpler, not more complicated.
- Ease of use matters just as much as functionality.
- The right system will support employees and managers, not just HR.
- Good reporting and reminders help reduce risk and missed deadlines.
- There is no one-size-fits-all HRIS, choosing the right fit is key.
