13 of February, 2025

Whether a company is striving to scale up or move to a different market, a good plan is needed. Human resources must align with the company’s mission and vision. In this sense, the features of a personnel management software play an important role.

Currently, these software programs are able to manage tasks much more complex than they could previously.

Every time, they are capable of performing more functions that allow managing human resources with greater ease. And with this, the part of the task manager of the workers effectively.

10 Characteristics of a personnel management software

So, what are the characteristics of a management software? What are the main benefits and the best way to take advantage of them?

Here at Sesame HR, we are committed to talent development in all areas. For this, here we will share 10 characteristics that you should consider when hiring a personnel management software.

We are sure that it will be very useful to choose the best program for personnel management.

1. Secure employee database

When it comes to personnel management, data is key. Therefore, a good human resources management software needs a secure employee database to store and protect all information related to your company.

This secure database will give you peace of mind knowing that the data is protected and always available for use. Additionally, the software allows you to configure different access levels for all users within your organization.

Data security is a priority in any management software. It must have robust security measures to protect sensitive business and employee information. This includes data encryption, role-based access control, and regular backups.

This will help you ensure that confidential information does not reach unauthorized users.

2. Different user roles

One of the main characteristics of a management software is that it can assign different roles to users, allowing them to access custom functionalities according to their responsibilities.

The personnel management software grants you appropriate permissions for each administrator user so that they can perform administrative tasks such as general configuration, employee management, and deployment of financial area data.

The common users will only have access to those areas related to their work such as benefits consultation and remunerative controls, among others.

In addition, the system allows you to define the access rules according to the user’s role to give you excellent control over what information each one can see and edit. This tool is vital to ensure security in job performance.

3. Promotion of internal communication

Interacting with employees efficiently is also crucial among the characteristics of a management software. For this, a good software will ensure that internal communication flows among all system users, from bosses to workers.

This can help make the company more productive and profitable by providing instant information about ongoing changes and improvements.

Besides, the management software should give you tools to provide feedback to your employees to help them improve their work.

This can be as simple as a tool to record their goals and performance evaluations. Technology is the most important element to enhance the capabilities of internal communication in your company.

4. Employee management

A good human resources management tool is characterized by offering a variety of functionalities for the management of your employees.

This includes everything from recording and tracking information such as their personal data, absences, and vacations to automatic shift assignments.

A good software will do everything necessary to simplify personnel administration, as well as ensure the safety of their data.

Human resources functionalities are fundamental in any personnel management software. This includes payroll management, attendance tracking, benefits administration, and employee data management. These functions must be integrated in a way that allows for comprehensive and efficient personnel management.

An excellent software will allow you to create custom profiles for each employee, thus facilitating the faster identification of their personal information. This facilitates the control and tracking of important information and saves time for HR managers.

5. Design with the user in mind

Another characteristic of a management software is that it has a user-centric design. The software must have an intuitive and easy-to-use interface, with an overview of all relevant data.

A good management software must have an intuitive and easy-to-use interface. This ensures that users can navigate and use the system without the need for extensive training. Simplicity in design and accessibility are crucial to maximizing software adoption and effective use.

This will help employees find and understand necessary information quickly and easily.

6. Cloud-based

One of the characteristics of a management software is that it must be cloud-based. This means that you can access your company’s information from anywhere and at any time.

Something extremely useful if you have employees working from home or in different geographical locations, since they all will have access and can collaborate with each other no matter the location.

In today’s world, the ability to access a personnel management software from anywhere and on any device is essential. The software must provide secure remote access and be compatible with mobile devices. This allows employees and managers to manage tasks and access important information regardless of their location.

In addition, using a cloud-based HR management software saves you many maintenance costs. As you do not need equipment to store data and you also do not need much memory to save them.

Nor do you need to worry about software updates, as the provider takes care of this automatically.

7. Centralization of information

One of the characteristics of a management software is that it must be able to centralize all data related to the staff.

This means that some data, such as payroll or employment contracts, are stored in one place to ensure the security and accuracy of the information.

Also, with a centralized system, all employees have access to the same information, which makes the workflow among different departments smoother.

Another advantage is that you can set different access levels for different users. For example, some people will only have limited privileges in the HR system while others will have full access to personal data.

8. Dynamic reports

A human resources management software worth having is the one that offers you HR reports dynamically. This means that you can filter data, visualize them in charts and tables immediately to monitor your staff management.

The dynamic reports allow you to measure your employees’ wellbeing and satisfaction, as well as track individual performance and total productivity.

The ability to generate detailed reports and perform analyses is crucial for making informed decisions. The software must offer reporting tools that allow analyzing employee performance, project efficiency, and other key performance indicators (KPIs). These reports help identify areas for improvement and plan effective strategies.

In this way, you can identify areas for improvement to maximize performance over time.

9. Data export

Do you need to export information about your staff quickly and efficiently? A good human resources management software should allow data export.

This means that the information in its database can be exported to a CSV, Excel, or PDF file to be used for decision-making. Data exporting also makes it easier to transfer information about your staff from one software to another.

Using a HR management software with tools like exports will greatly enhance the process by simplifying the requirements to transfer information between different systems, resulting in less manual work and greater agility.

10. Automatic notifications

Did you know that good HR software has automatic notifications? This feature is fundamental to keep everyone informed and so that nothing is left out due to lack of memory.

Automatic notifications are extremely useful for good user experiences. For example, if an employee is approaching their deadline to complete a certain task, the system would remind them that they have little time left for compliance.

Thus, the HR management software does the work for you and allows you to focus on your most important tasks. That way things go faster and everyone is aware of what is necessary.

In addition, thanks to the automatic notifications you can alert employees about changes in work plans. This allows you to offer them the flexibility they need to optimize their schedules, which will improve the work environment.

Benefits of implementing a personnel management software

Now you know the characteristics of a HR management software. But what benefits will hiring one bring you? If you still have doubts, we can clear them up.

Ensures compliance with legal obligations. In recent years, we have seen changes in data protection regulations and the approval of a time control law. And employee management systems simplify these tasks.
Improve internal processes. HR management software integrates various functionalities. Fully integration on the same platform makes group work more effective and efficient.
Ensures data security. Cloud-based employee management software protect information and provide security measures that almost no other organization can match.
Contributes to the optimization of the work environment. Programs for personnel management help improve work productivity. Resources such as performance management provide us with a new way to assess and provide feedback on performance.
Better decision-making. With access to detailed reports and data analysis, managers can make more informed decisions about personnel management. Data on employee performance, absenteeism rates, and other key metrics allow areas for improvement to be identified and strategies to optimize performance developed.
Cost savings. Implementing a personnel management software can mean significant savings in operating costs. By reducing the time and resources dedicated to administrative tasks, companies can redirect those resources to more productive areas. In addition, reducing errors and regulatory compliance help to avoid penalties and additional costs.
Regulatory compliance. Labor regulations in Spain are complex and constantly evolving. A personnel management software helps ensure compliance with all regulations, from contract management to benefits administration and tracking of the workday. This reduces the risk of penalties and legally protects the company.

Sesame HR, the program that meets all the characteristics of a good management software

Programs like the HR software from Sesame HR meet all the characteristics of management software. That’s why they are able to optimize all the processes of any company’s human resources department. From creating reports to developing an onboarding plan.

Basically, you will have a complete portfolio of tools centralized in a single software. Check it out for yourself and optimize all personnel management processes with Sesame HR. Register and try the software for free for 14 days.

Professional with over 20 years of extensive experience in various areas of Human Resources (Recruitment, Training, Occupational Risk Prevention, and Personnel Management). Experience in the Management Department: Broad understanding of the company and HR.

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cristinamartin

HR Content Specialist

Personnel management software: features and benefits