11 Features Every Employee Management System Should Have

Employees are an organization’s most precious asset. Prioritizing optimum employee management should be a key focus for every company, regardless of its size. Most companies are already experimenting with various approaches — from better organizing HR processes to strengthening manager and employee relations and more.

One way of ensuring smooth employee management is through structured solutions like an employment management system that is designed to streamline and automate various HR tasks. These systems enable companies to improve the overall employee management process while also efficiently managing a wealth of data, including personal information, salaries, and more.

Features That You Should Look for in the Employee Management System

If you are aiming to provide good support to your employees, it is advisable to embrace a comprehensive and user-friendly employee management system. Here is a list of some good-to-have features!

1. Performance Management

An indispensable feature of an employee management system is a strong performance management component. This feature provides you and your employee managers with a comprehensive view of each individual’s performance. It facilitates regular performance reviews tailored to your organizational requirements, empowering employees to engage in self-appraisals and receive constructive feedback from both managers and peers.

A top-notch performance management system incorporates modules like goals, Key Result Areas (KRAs), competencies and skills to ensure fair and thorough performance evaluations.

2. Employee Database & Records Management

When it comes to managing employees, a key aspect is data and information related to them. Choosing an employee management system that has a robust database management platform enables you to centralize your HR data seamlessly across departments, regions, and business entities.

This feature allows you to easily add employee details in a few steps or sync data from compatible third-party applications. An excellent system facilitates the classification of employees based on department, location and designation for efficient data management. Additionally, employees should have access to edit their personal information, ensuring accurate and error-free records.

3. Time & Attendance Management

Keeping a tab of employees’ attendance is another important focus area of employee management. You should opt for an employee management system that improves the efficiency of your organization by automating time management tasks.

It should have a time and attendance management feature that empowers employees to log attendance from any location. This keeps you informed about each employee’s check-in time, check-out time, overtime hours, leave balances, on-duty details and user permissions. Moreover, its capability to gather accurate attendance data simplifies payroll calculations as well as helps manage employees better.

4. Employee Self-service Portal

A crucial component of efficient employee management is an employee self-service portal. Such a portal empowers employees to complete essential HR documentation, access relevant files and review information regarding their payroll, health insurance, compensation and more whenever they wish or need to.

Additionally, it serves as a platform where employees can manage marking their own attendance, request for leaves, check leave balances and log project time. With the self-service portal, the system makes it easy for employees to raise any sort of requests and communication with the HR department, ensuring all inquiries are organized and promptly addressed.

5. Learning and Development

One way of enhancing employee management is by offering employees ample career development opportunities. This is more than imperative in today’s fast-paced business world where 94% of employees say they would stay at a company longer if it invested in their career development.

For this, it is critical to choose an employee management system that is equipped with a learning management platform. The platform should be adaptable to various learning styles, covering self-paced and blended learning, ensuring a comfortable experience for all employees.

The ability to create multiple courses, along with pre- and post-course assessments and assignments, should be part of the system. Employees should enjoy the freedom to start and end courses at their preferred pace, time, and location.

6. People Analytics

Harnessing people analytics is pivotal in smoothening the process of employee management. This is because it gives organization’s useful insights to manage employees better by giving them an overview of employee expectations and uncovering the root causes of workforce challenges.

An effective employee management system should have a user-friendly People Analytics feature that utilizes employee data to reveal the underlying reasons behind specific organizational and workplace issues. The system’s reports can enable you to monitor varied aspects including company growth rate, employee diversity status, attrition rate, overall project status, attendance trends and performance trends.

7. Automated Onboarding & Offboarding

An employee management system needs to have an employee onboarding feature to streamline the process of swiftly gathering essential information from new hires while ensuring they receive details about your organization. This feature efficiently collects data on an employee’s background, experience availability, etc. Additionally, it captures financial information, including address and tax details, which can be stored in the employee management system.

Along with good onboarding, pleasant offboarding experiences are also necessary. The system should be able to allow employees to apply for resignations online, receive approval, conduct exit surveys and quickly receive exit-related documents. It provides an easy transition for both the exiting employees as well as the company.

8. Security & Privacy

Considering an employee management system has a treasure trove of sensitive employee information, it is necessary to choose a system that prioritizes security. It should incorporate a suitable data protection policy tailored to the system type and should ensure solid measures to prevent unauthorized access to data.

The chosen security features should align with the system’s nature, the type of data involved, and its intended use. These features play a crucial role in protecting your organization against cyber-attacks, data breaches and identity theft, ensuring the confidentiality of employees’ personal information. Moreover, they are also necessary for compliance with data protection regulatory requirements.

9. Absence and Leave Tracking

The Absence and Leave tracking feature of an employee management system offers several advantages like convenient access to leave details, helping employees plan their time off efficiently. The system enables easy access to information on absence and leave policies, letting employees to submit time-off requests.

It also ensures adherence to protocols by accurately calculating the time utilized and the remaining time for each employee.

10. Mobile Accessibility

Given that smartphones are ubiquitous, an employee management system must have mobile capabilities that enhance easy monitoring of employees working remotely, contributing significantly to increased productivity and efficiency.

Thanks to mobile access, manager and employees both can access the system on-the-go to accomplish various administrative and work-related tasks from any location and device.

11. Payroll Management

The unified payroll functionality of an employee management system grants both HR and payroll departments access to same data, covering confidential payroll details and employee records. This approach leads to enhanced efficiency, reduced costs and the confidence that employees receive proper compensation for all hours worked through seamless payroll integration.

Parting Thoughts

For the best employee management strategy, it is essential to choose an employee management system that automates and simplifies HR operations while enhancing the overall employee experience.

Reach out to Akrivia HCM if you are looking for a user-friendly and comprehensive solution designed to elevate your employee management. With all essential features, it equips you to empower your employees and use their full potential.