HR automation software, also known as human resources automation software or, to some, as an HRMS (Human Resources Management System), refers to technology solutions designed to streamline and automate various HR processes within an organization. It provides a centralized platform for managing and organizing HR-related tasks, data, and workflows.
HR automation software often uses dashboards and apps to help streamline repetitive tasks and make HR functions easier. In many cases, they encourage employee self-service, even for new employees, to reduce management costs associated with administrative tasks and manual processes.
What value does HR automation software provide?
HR automation software provides several key values to organizations, HR professionals, and employees. Here are some of the benefits:
HR automation software streamlines and automates time-consuming manual tasks, such as data entry, paperwork processing, and repetitive administrative processes. This allows HR professionals to focus on more strategic and value-added activities, ultimately increasing overall efficiency.
HR automation software helps organizations stay compliant with various employment laws and regulations by providing standardized processes and documentation. It helps track and manage employee records, certifications, licenses, and training, ensuring that the organization meets legal requirements.
By eliminating manual data entry and reducing human error, HR automation software ensures higher accuracy in managing employee information, payroll calculations, time tracking, and compliance-related tasks. This leads to fewer errors, improved data integrity, and decreased risk of costly mistakes.
By reducing manual tasks, HR automation software saves valuable time for HR professionals, which can translate into cost savings for the organization. Additionally, automated processes help reduce errors and avoid penalties, saving costs associated with non-compliance.
Improved Employee Experience
HR automation software often includes self-service portals, allowing employees to access and update their personal information, request time off, access training materials, and view pay stubs. This empowers employees, improves communication, and enhances overall employee experience.
HR automation software provides comprehensive reports and analytics on various HR metrics, enabling HR professionals and management to make data-driven decisions. Access to real-time data helps identify trends, patterns, and areas for improvement, ultimately leading to better strategic decision-making.
HR automation software often includes features like automated email notifications, reminders, and centralized communication platforms. This facilitates seamless communication between HR, employees, and management, improving collaboration and enhancing overall communication efficiency.
Scalability and Flexibility
As organizations grow, HR automation software can easily scale and adapt to changing needs. It allows for the addition of new modules, functionalities, and integration with other systems, ensuring that HR processes remain efficient and effective.
Overall, HR automation software provides value by reducing administrative burden, improving accuracy, compliance, and decision-making, enhancing employee experience, and ultimately driving overall organizational success.
How Can HR Use Automation Software?
HR teams can use automation software in a variety of workflows, including during employee onboarding and offboarding, finding new hires, during performance reviews, while encouraging employee engagement, managing employee data, and more. HR systems are often created piece by piece with different HR systems and solutions. This allows HR management to really customize their templates and tasks.
Some of the HR tasks that benefit the most from HR management software and automation include:
Integration with background check service providers: HR automation software can integrate with external vendors specializing in background screenings. This integration enables seamless transfer of applicant information and automates the screening process, including criminal record checks, employment verifications, and reference checks.
Automated alerts and notifications: The software can automatically send alerts and notifications to HR professionals when background screening results are available, expediting the decision-making process.
Compliance management: HR automation software helps ensure compliance by tracking and documenting each step of the background screening process, maintaining necessary records, and storing consent forms securely.
Applicant Tracking and Hiring
Online job postings: HR automation software allows HR professionals to create and publish job listings on multiple job boards and company websites, reaching a wider pool of candidates.
Resume parsing and candidate screening: The software can parse resumes and extract relevant information, automatically populating candidate profiles. It can also use pre-defined criteria to screen and rank applicants based on qualifications, skills, and experience.
Workflow automation: HR automation software streamlines the hiring process by automating tasks such as scheduling interviews, sending interview reminders, and collecting feedback from interviewers.
Onboarding integration: Once a candidate is hired, the software can seamlessly transfer candidate information to the onboarding module, simplifying the transition from candidate to employee.
Goal-setting and tracking: HR automation software facilitates the creation of SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) goals, tracks progress, and provides visibility into goal attainment for both employees and managers.
Continuous feedback and performance reviews: The software enables managers and employees to provide ongoing feedback, document accomplishments, and conduct performance reviews at regular intervals.
Performance analytics: The software generates performance reports and analytics, allowing HR professionals and managers to identify performance trends, areas for improvement, and make data-driven decisions.
360-degree feedback: HR automation software can facilitate the collection of feedback from multiple sources, including peers, subordinates, and external stakeholders, providing a more comprehensive view of an employee’s performance.
Electronic Form I-9: HR automation software allows employees to complete the Form I-9 electronically, reducing paperwork and ensuring compliance with the U.S. Citizenship and Immigration Services (USCIS) requirements.
E-Verify integration: Some HR automation software integrates with the E-Verify system, enabling employers to electronically verify the employment eligibility of newly hired employees.
Audit trails and document storage: The software maintains a digital record of completed Form I-9s, along with any supporting documents, providing an audit trail in case of inspections or audits.