The 7 best software for digital personnel files
Digitization in HR: What is a digital personnel file, who needs it and what are the best tools for it?
Even if some would assess the situation differently, nothing works without digitalization. This is particularly noticeable in HR. Employee files are created completely digitally, onboarding can take place virtually - even before the first working day - and paper payslips are no longer necessary for payroll accounting. In this article, we reveal the advantages of digital personnel files and which tools are best suited for this.
What is a digital personnel file?
The biggest and most obvious difference between a paper and a digital personnel file is the form. Otherwise, there is little difference between the old and new versions. The electronic file also contains all of an employee's information that is relevant to the HR department.
Digital personnel files are part of document management, which within an HR department also contains documents such as application documents, personnel interview notes, employment contracts and references. This means that a human resources unit has all information about all employees centrally in one place and can open any file with one click - without time-consuming searching through filing cabinets and without the risk of documents getting lost on desks overflowing with files.
Who needs software for digital personnel files?
First and foremost, digital personnel files are relevant for the HR department. This means that 99% of the requirements for corresponding software come from this very unit. In addition, other areas of a company should also have access to the software for digital personnel files, such as management or department heads who are looking for reinforcement in the team within a company based on certain skills. And even employees themselves have access to their digital personnel file through the software.
This makes it all the more important to find the right tool for digital personnel files in order to keep the transition from paper to digital as short and painless as possible. Very often, it is HR managers' fears that the transformation will be too cumbersome that prevent them from allowing digitalization to enter or continue in the company. If you choose one of the top 7 software solutions for digital personnel files, this fear will be unfounded.
Recommended HR Tools & Software Solutions
You can find other recommended HR software providers on our comparison platform OMR Reviews. There we have listed over 500 HR software solutions for small and medium-sized companies, start-ups and large corporations that support you in all areas of human resource management. So take a look and compare the software with the help of authentic and verified user reviews:
- HR Suites
- Payroll accounting
- Recruiting, applicant management & personnel resource planning
- Time recording
What are the pros and cons of a digital personnel file?
Like almost everything in this world, a digital personnel file has advantages and disadvantages. In this case, the advantages clearly outweigh the disadvantages, considering the major change that comes with the switch to digital personnel files.
These are the advantages of digital personnel files
- Saving resources, as all employee information can be found in one digital location
- Relief for the HR department
- Safeguarding of all data (which cannot be said of paper files)
- Data protection in accordance with GDPR
- Saving costs
- Mobile access too
- Interfaces to other software used in the company
- Insight for employees into their personnel file
These are the disadvantages of digital personnel files
- Expense - albeit manageable - when introducing the software and the subsequent changeover
- Establishing digital personnel files within the workforce also takes time
These are the top 7 softwares for digital personnel files on OMR Reviews
For our comparison of digital personnel files, we tested several HR software on OMR Reviews and the following seven tools stood out in particular:
1. Personio
The number one provider in our comparison for digital personnel files is Personio. Founded in 2015, the German company offers other features in addition to digital personnel files. These include talent development, employer branding and the optimization of HR processes. Personio places particular emphasis on the automation of workflows. Meanwhile, Personio's digital personnel file is a reliable database for you that you can also access on mobile devices - perfect for HR staff working from home or those who are often on the move. The data is also used to create a calendar of important events for your employees, such as birthdays or anniversaries. Of course, the whole thing is GDPR-compliant.
Personio costs
You can choose between two price packages, both of which include the digital personnel file. The tool starts with the "Core" package, and you get even more functions with the "Core Pro" variant. Prices for both are available on request. You can find more information about Personio's prices and user reviews with price references on OMR Reviews.
Personio alternatives
On OMR Reviews you will find an overview of the Personio alternatives and can decide on the most suitable digital personnel file software with the help of verified user experiences and ratings.
2. Haufe HR Services
With its long-standing presence in the HR and personnel management sector, Haufe has made a name for itself. The digital personnel file from Haufe HR Services is characterized by its extensive functions and high level of user-friendliness. In addition to managing employee data, Haufe HR Services also offers support for talent development, training and many other HR-related processes. If you are looking for a comprehensive solution that covers all facets of HR management, then you will find it at Haufe HR Services.
Haufe HR Services costs
Haufe does not communicate any price information. If you would like a precise overview of the costs incurred, it is best to contact the provider directly.
You can find more information about the prices of Haufe HR Services as well as user reviews with price reference on OMR Reviews.
Haufe HR Services alternatives
Would you like to find out about alternatives to Haufe HR Services or compare the software with other providers? At OMR Reviews you will find an overview of various tools in the field of digital personnel files. Use the verified user reviews to find the best solution for your company.
3. kiwiHR
kiwiHR is known for its clear and modern user interface and its focus on optimizing HR processes for small and medium-sized companies. In addition to the efficient management of digital personnel files, kiwiHR also offers tools for leave management, time recording and many other HR-related tasks. If you are looking for a modern and intuitive solution for your HR management that also helps you save time and avoid errors, then kiwiHR could be just the thing for you.
kiwiHR costs
You can test kiwiHR free of charge for 14 days. After that, you can choose between two price options: the cheaper "Starter" version costs €3.50 per month and employee and already offers the digital personnel file function. You can get the full range of functions with kiwiHR plus from €6 per user per month.
You can find more information on kiwiHR prices and user reviews with price references on OMR Reviews.
kiwiHR alternatives
If you want to find out about other options on the market or how kiwiHR compares to other providers, take a look at OMR Reviews. There you will find a list of alternatives to kiwiHR and can choose the perfect solution for your company with the help of verified user reviews.
4. Sage HR
Sage HR can rightly call itself an all-in-one solution for the HR departments of this world. Everything you need for effective and digitally advanced HR management can be found in the British software. Sage HR focuses on the satisfaction of your employees and provides various features that make you transparent, increase loyalty and give you a more competent overview of your workforce. In the digital personnel file, you can save all data and documents of all employees and constantly adapt them. You can also assign rights, giving your employees access to their files themselves.
Sage HR costs
Prices for Sage HR start at €4.50 per month and employee in the basic version. This already includes the digital employee file. For even more functions, there is the Sage HR Suite or Sage People - you can find out the prices for both on request from the provider.
You can find more information about the prices of Sage HR and user reviews with price reference on OMR Reviews.
Sage HR alternatives
On OMR Reviews you will find an overview of the Sage HR alternatives and can decide on the most suitable digital personnel file software with the help of verified user experiences and ratings. All tools from Sage can be found on our overview page of the software manufacturer.
5. rexx systems
rexx systems is also a complete system for HR departments. In addition to the digital personnel file, the tool includes applicant management, employee administration and talent management. There are also other add-ons that you can book if necessary. It's not just the appearance that looks particularly modern, Rexx Systems also impresses with its performance. The digital personnel file provides you with all the details about your employees and does so with an appropriate display. A nice-to-have: statistics show you the performance of the respective employees, but also the personnel culture of your company (example: women's quota or fluctuation).
rexx systems costs
rexx systems is available in several versions. If you want to use the tool for digital personnel files, you need at least the "Personnel management" edition, which is available from €400 per month.
You can find more information about the prices of rexx systems as well as user reviews with price reference on OMR Reviews.
rexx systems alternatives
On OMR Reviews you will find an overview of the rexx systems alternatives and can decide on the most suitable digital personnel file software with the help of verified user experiences and ratings.
6. HRlab
In addition to the management of digital personnel files, HRlab offers a variety of other functions that make your HR tasks more efficient and easier. These include modules for talent recording, training management and reporting. A particular focus of HRlab is on user-friendliness and the integration of various HR processes. HRlab's digital personnel file serves as a reliable and clear database. It is designed so that you can easily use it on mobile devices - ideal if you work from home or are often on the move. And of course, all data is stored in compliance with GDPR.obi
HRlab costs
HRlab offers various package options in terms of cost structure. The Compact package starts at just €4 per user per month. For the full range of functions, however, you need the Classic version of HRlab, which is available from €5 per user per month.
You can find more information on HRlab prices and user reviews with price references on OMR Reviews.
HRlab alternatives
Wondering what other options are available on the market? Check out OMR Reviews for a list of alternatives to HRlab. With the help of verified user reviews and experiences, you can find the ideal software for your needs.
7. Factorial
Factorial manages the feat of being an added value for both employees and management. On the one hand, HR is supported by more efficient processes, which on the other hand means that more resources are available to catapult the satisfaction status of the workforce to a higher level. As the HR saying goes (well, or could go): If you spend less time in files, you have more time for employees. Functionally, Factorial consists of onboarding, time recording, payroll, applicant management, performance and digital personnel files, among other things. But that's not all - take a look at the Factorial profile on OMR Reviews.
Factorial costs
This digital personnel file software is not free either. Justified, judging by the scope of what Factorial can do. Nevertheless, you don't have to dig too deep into your business pockets: Factorial is available from just €5.25 per employee per month. The best way to find out your individual costs is to contact the provider directly.
You can find more information about Factorial's prices and user reviews with price references on OMR Reviews.
Factorial alternatives
On OMR Reviews you can find an overview of Factorial alternatives and decide on the most suitable digital personnel file software with the help of verified user experiences and ratings.
You can find more providers of software for digital personnel files on OMR Reviews
In addition to the top 7 software for digital personnel files, there are of course other providers. So if the tools mentioned so far do not meet your expectations or do not meet your company's requirements, we have over 60 more HR software to choose from - all of which can be found on OMR Reviews with verified user reports. These include, for example
Verfolgt die Software-Welt schon seit Windows 3.1 – als Slack, Google Meets und Ahrefs noch nicht existierten. Für OMR Reviews ist Nils als Redakteur mit Hype auf Technik, Internetkultur und Software unterwegs. Außerdem kümmert er sich als Freelancer um die Content Creation & das Personal Branding von CEOs auf LinkedIn. In seiner Freizeit findet ihr ihn gerne mal beim FPS-Zocken.
