Managing employee data is an important part of any HR role, and it should feel like a natural, intuitive part of your day. The right HR software keeps people data clear and easy to navigate while giving you actionable insights that help your team thrive.

We’ve evaluated the leading HR software for managing employee data to help you find the perfect fit. Whether you need to build custom reports, streamline self-service, or secure sensitive information, this guide breaks down what each platform does best. HiBob stands out because it not only makes your life easier, but also comes with an interface your team will love using.

Disclaimer: The opinions expressed here are solely those of the author and do not necessarily reflect the views of the company. Prospective users are encouraged to conduct their own research to make the best decision for their organization.

Quick guide: 10 best HR software options to manage employee data

  1. HiBob: The best overall platform combining security, customization, and user experience
  2. Workday: Works for enterprises needing unified data models
  3. BambooHR: Basic option for growing companies
  4. Gusto: Simple data management for small US teams
  5. Rippling: Built for companies wanting connected HR and IT data
  6. UKG: Offers audit trails for mid-market companies
  7. ADP: Traditional choice for basic self-service needs
  8. SAP SuccessFactors: Meets global enterprise requirements
  9. Personio: GDPR-compliant solution for European teams
  10. Breathe: Budget-friendly basics for UK small businesses

How we chose the best HR software for employee data management

When you’re looking for the right HR software employee data platform, you need more than just basic storage and an okay interface. You’ll want a system that protects your people’s sensitive information, and that’s easy to use and update. We looked at each platform based on what really matters when you’re managing employee information at scale.

  • Security and compliance: Does the platform offer enterprise-grade encryption, role-based access controls, and certifications like SOC2 and ISO27001?
  • Data architecture: How well can the system combine information across modules?
  • Customization capabilities: Can you create custom fields, workflows, and reports for your specific needs?
  • Employee self-service: Can your people easily manage and update their own information?
  • Integration ecosystem: Does the system come with API capabilities and pre-built connectors to sync with your existing tools?
  • Reporting and analytics: Can you get real-time insights and custom reports to help you base your decisions on the data?
  • Scalability: Can the platform grow smoothly with your company, without time-consuming migrations?

The 10 best HR software options to manage employee data

1. HiBob: The best overall platform combining security, customization, and user experience

HiBob brings all your employee data together in one intelligent hub that makes your work easier. The platform feels as intuitive as Instagram—your team will genuinely enjoy using it—while the real-time analytics help you spot opportunities and make confident decisions based on actual insights.

When you use HiBob’s employee database software, everything connects smoothly: Your employee data automatically flows between core HR, performance reviews, compensation planning, and engagement surveys. This means you get hours back in your week and can trust that everyone’s working with the same up-to-date information. You can be up and running in just six to eight weeks, so you’ll see these benefits quickly.

Need customized reports that match how your organization works? HiBob lets you create unlimited custom fields, tables, and categories. With role-based access controls (RBAC), you control who sees what—your finance team can access compensation data while managers focus on their team’s performance metrics. It’s your system, configured your way.

HiBob scales smoothly with growing teams, especially if they’re global. The multi-language support and localization features help you meet each country’s unique compliance requirements. And with the public API and webhooks, your employee data automatically syncs with your other business systems, creating a connected ecosystem that just works.

You also get enterprise-grade security without the enterprise-grade complexity. AES-256 encryption and SOC2 certification protect sensitive employee data without getting in the way of productivity.

HiBob’s key features for employee data management

  • Centralized database with customizable fields, tables, and categories to keep all your data organized in one place
  • Role-based access control empowering you to decide who can see what
  • Public API and webhooks to sync up with the platforms you’re already using
  • Real-time analytics giving you the data-driven insights you want through the reports you need
  • Enterprise-level security to protect your people’s sensitive data, including SOC2 and ISO certifications with AES-256 encryption
  • Global scalability means the platform grows with your company, no matter where your people are located

HiBob pros and cons

Pros:

  • “The high degree of customization in HiBob, it’s very impressive” – verified review
  • “I love that HiBob is customisable to our business needs” – verified review
  • “We are able to use it as a single source of truth” – verified review
  • “Whatever data I need for employees, I can easily put in a report” – verified review
  • “The customer support has been fantastic and quick” – verified review
  • “HiBob is a great all-round HR solution” – verified review
  • “HiBob is one of the easiest HR systems I have used” – verified review

Cons:

  • “L2 support can take a bit longer as you can’t contact them directly” – verified review
  • “The mobile app has reported limitations” – verified review

(Pros and cons are compiled from reviews found on G2.)

Easily connect to the tools your HR team uses every day

2. Workday: Works for enterprises who need HR, finance, and operations in one place

Workday was built cloud-native from the ground up, and it could make sense if you’re managing data for 500+ people and need enterprise features. 

Along with talent management features, you’ll get insights from your workforce data that help you spot workforce trends and plan around them. You’ll be able to set different security levels based on people’s roles and meet compliance requirements for all your teams.

Keep in mind that Workday’s enterprise features come with a premium price tag, and you’ll need dedicated HRIS managers or consultants to keep it going. If you’re looking for a budget solution, it may not be the right fit for your company.

Workday key features

  • Unified data model serving as single source of truth
  • Centralized repository for all employee information
  • Self-service options for employee data updates
  • Cloud-built architecture enabling real-time access

(This article includes platform features that reflect the information available on the Workday website as of the publication date.)

Workday pros and cons

Pros:

Cons:

  • “One potential drawback of Workday HCM can be the complexity of implementation and configuration, which may require significant time and resources” – verified review
  • “Not the fastest or nicest looking platform.” – verified review
  • “Workday is a complex tool, and I went through a steep learning curve to navigate the platform.” – verified review

(Pros and cons are compiled from reviews found on G2.)

<<Compare HiBob vs. Workday – See which fits your business best>>

3. BambooHR: Basic option for growing companies

When it comes to data management, BambooHR gives you unlimited custom fields, tabs, and tables—you can organize your data exactly how you want. The custom report builder shows changes instantly as you build, and you’ll get previews before you export.

The employee self-service portal works well, so your people can handle their own updates without needing HR involvement. You’ll save time and end up with more accurate information as you won’t have to play the middleman.

You may find the workflow tools a little limited if you need to build approval chains or automation rules for things like multi-step payroll processes, but if you’re looking for basic HR management, BambooHR could work for you.

BambooHR key features

  • Unlimited custom fields, tabs, and tables
  • Enterprise-level security for data protection
  • Employee self-service portal
  • Custom report builder with real-time previews

(This article includes platform features that reflect the information available on the BambooHR website as of the publication date.)

BambooHR pros and cons

Pros:

  • “It allows our employee information to stay current and up to date” – verified review
  • “I love just being able to go to one place for everything” – verified review
  • “The intuitive interface is very easy to learn from the administrative side” – verified review

Cons:

  • “While the simplicity of Bamboo is beneficial for navigation, it’s also a negative because it limits the ability to handle complex HR situations” – verified review
  • “It doesn’t integrate with many of our other systems which makes reporting, tracking, and other HR components difficult.” – verified review
  • “Your company set up needs to be fairly cookie cutter to get the most efficiencies out of BambooHR” – verified review

(Pros and cons are compiled from reviews found on G2.)

<<Compare HiBob vs. BambooHR – See which fits your business best>>

4. Gusto: Simple data management for small US teams

Gusto keeps employee data management straightforward for small businesses. You’ll have all your employee information in one place—personal details, job roles, certifications—with everything syncing automatically across payroll, benefits, and time tracking. This means you won’t have to deal with duplicate data entry or conflicting records between systems.

Your team can update their own information through the self-service portal, and the interface gets praise for its ease of use. Plus, Gusto uses industry-standard encryption with proactive monitoring to keep your sensitive HR data secure.

If you want simple, secure data management for a smaller team, Gusto handles the essentials well.

Gusto key features

  • All-in-one platform with integrated database
  • Employee self-service portal
  • Industry-standard encryption and monitoring
  • Automated syncing between modules

(This article includes platform features that reflect the information available on the Gusto website as of the publication date.)

Gusto pros and cons

Pros:

  • “Paycheck stubs, holiday stuff, W2s, etc. are all in one place and easy to find” – verified review
  • “All the main features were clearly visible on the left side of the screen” – verified review
  • “It is efficient! It is user friendly!” – verified review

Cons:

  • “Sometimes the loading times can be annoying, especially if I have to open Gusto multiple times a day” – verified review
  • “I’ve noticed that some of the reporting tools are a bit limited or not as customizable as I’d like.” – verified review
  • “The settings are not intuitive, there are constantly adjustments to the accounts, syncing issues, and limited options for tracking purposes” – verified review

(Pros and cons are compiled from reviews found on G2.)

5. Rippling: Built for companies wanting connected HR and IT data

Rippling connects HR, IT, and Finance data with its Employee Graph. You’ll get 500+ integration options so you can link pretty much any tool you’re using, and the analytics features pull insights from across all these systems without you running messy Excel exports.

You can onboard a new hire in 90 seconds—payroll, benefits, apps, everything gets set up at once. Once they’re in, you can set role-based permissions that automatically adjust. When people change roles, their access updates everywhere instantly.

Support is ticket-based, not phone-based, so you may have to wait for help occasionally. Rippling could work for you If you want a platform that connects HR and IT data without constant manual updates.

Rippling key features

  • Employee Graph unified data architecture
  • Automatic role-based permissions
  • Advanced cross-department analytics
  • 500+ third-party integrations

(This article includes platform features that reflect the information available on the Rippling website as of the publication date.)

Rippling pros and cons

Pros:

  • “I love how everything I need is easily accessible in one spot” – verified review
  • “The interface is very clean so you can find exactly what you are looking for” – verified review
  • “The user interface is intuitive and makes it easy to manage employee data” – verified review

Cons:

  • “The platform is cluttered and disjointed. I either experience multiple notification about features and issues irrelevant to my organization or having to dig through confusing sub menus and help articles to find a clear answer to a question” – verified review
  • “Many of the issues we’ve experienced have been caused by a poor sales experience that promised functionality that either doesn’t exactly exist as presented, or only exists in higher tiers” – verified review
  • “While support has improved, there’s still room for better follow-through on commitments.” – verified review

(Pros and cons are compiled from reviews found on G2.)

<<Compare HiBob vs. Rippling – See which fits your business best>>

6. UKG: Offers audit trails for mid-market companies

UKG works well when you’re managing people across multiple companies or locations. You can pull up anyone’s complete records—job history, credentials, performance data—with just one click, even if they work for different divisions. This makes your life easier when you need quick answers about your workforce.

The audit trail feature is particularly handy. You can instantly download reports showing who made changes to employee records and when. So if someone asks why an employee’s salary changed last month, you’ll have the answer in seconds. Plus, the AI-powered reporting feature helps you spot trends and make better decisions.

UKG’s been around since the early 2000s, which means getting it connected to your newer tools may require IT help. But if you’re running HR for 350 to 10,000 people and need rock-solid compliance tracking, it could be what you’re looking for.

UKG key features

  • On-demand audit report downloads
  • Multi-hire records management
  • Centralized personnel tracking
  • AI-backed reporting tools

(This article includes platform features that reflect the information available on the UKG website as of the publication date.)

UKG pros and cons

Pros:

  • “I like that it is easy for employees to use” – verified review
  • “It’s a centralized place to find my work schedule” – verified review
  • “I love the ease of use for our front-end users and managers” – verified review

Cons:

  • “The implementation team was more worried about ‘checking boxes’ than actually completing the tasks” – verified review
  • “Their customer service is very slow and it takes days to get issues resolved.” – verified review
  • “Learning and training are a bit more difficult to navigate” – verified review

(Pros and cons are compiled from reviews found on G2.)

<<Compare HiBob vs. UKG – See which fits your business best>>

7. ADP: Traditional choice for basic self-service needs

If you’re managing data for 50-500 people across multiple locations, ADP Workforce Now can bring your HR, payroll, and benefits data together in a cloud platform where everything syncs in real time. The Executive Insights dashboard gives you customizable analytics with industry benchmark data, so you can see how your metrics stack up.

What sets ADP apart is how their payroll expertise feeds into your data management. Automatic compliance updates across 140+ countries means your employee data stays aligned with changing tax regulations and legal requirements.

The main limitation is flexibility—you may not be able to customize your employee profile fields if you have very specific needs, and you might find restrictions on the data you can pull for reporting. It could work for you if you’re a mid-market company looking for a stable platform that can handle the basics.

ADP key features

  • Centralized employee database
  • Self-service portal for people to use
  • Real-time syncing across modules
  • Centralized document management

(This article includes platform features that reflect the information available on the ADP website as of the publication date.)

ADP pros and cons

Pros:

  • “I like how easy it is to use ADP” – verified review
  • “I also love how easy it is to add employees, terminate, and review timesheets” – verified review
  • “The ADP mobile app allows employees to track many of their own needs” – verified review

Cons:

  • “The system is not intuitive and requires navigating multiple disconnected areas to complete even basic tasks.” – verified review
  • “it’s difficult to create customized reports, and it’s easy to make manual errors that the system won’t catch.” – verified review
  • “There are too many customer service reps who are unqualified and not knowledgeable about the service we need help with” – verified review

(Pros and cons are compiled from reviews found on G2.)

8. SAP SuccessFactors: Meets global enterprise requirements

SAP SuccessFactors handles employee data management for large, global companies. you get both Employee and Manager Self-Service modules, so everyone can access the information they need. The platform covers everything from core HR to talent management with automatic updates—you avoid data silos and keep all your employee data current across the board.

If you’re a global enterprise, SAP’s 43 language support means your teams in Japan, Germany, and Brazil can all work in their native language while you maintain consistent data standards and different compliance requirements across countries. 

Keep in mind that implementation often needs SAP specialists, and can be expensive. But if you’re looking for true enterprise-scale global operations and are already using other SAP systems, you’ll appreciate how everything’s designed to work together.

SAP SuccessFactors key features

  • Robust employee data management
  • ESS and MSS for appropriate access
  • Multiple deployment options
  • Support for 43 languages

(This article includes platform features that reflect the information available on the SAP SuccessFactors website as of the publication date.)

SAP SuccessFactors pros and cons

Pros:

Cons:

  • “Maintenance cost is high and integration is complex.” – verified review
  • “Some parts of the interface feel a bit outdated and not very intuitive.” – verified review
  • “Standard reporting tools can be less flexible than other HCM systems, often requiring IT support for custom reports.” – verified review

(Pros and cons are compiled from reviews found on G2.)

<<Compare HiBob vs. SAP SuccessFactors – See which fits your business best>>

9. Personio: GDPR-compliant solution for European teams

If you’re a European SMB with 10-2,000 people, Personio could help you meet your compliance needs. It has GDPR built in and ISO 27001 certification, so you’ll be able to store your sensitive employee data safely.

Your data, documents, and processes are centralized in one easy-to-use system. You get custom data fields so you can organize your employee data the way you want to, but might not find as many ways to pull that data as you’d like to—the reporting options are more limited than you might want.

One thing you should note: Personio’s payroll processing only works in the UK, Ireland, and Germany, so if you have teams elsewhere in Europe, you’ll need to integrate third-party payroll solutions to what’s otherwise a streamlined system.

Personio key features

  • Centralized data with customizable fields
  • Employee self-service portal
  • GDPR compliance with ISO 27001
  • Integration marketplace with 100+ vendors

(This article includes platform features that reflect the information available on the Personio website as of the publication date.)

Personio pros and cons

Pros:

  • “It can act as a database for maintaining all employee information” – verified review
  • “It’s super easy to use and doesn’t need a 2 hours tutorial” – verified review
  • “Personio is simple to use and has a pleasant user experience” – verified review

Cons:

  • “Its pricing can be a bit steep for smaller businesses or startups” – verified review
  • “At renewal they decided to sneak in a new model where they changed the contract to commit us to many more seats than we ever needed” – verified review
  • “The mobile app could benefit from additional functionality to match the desktop version” – verified review

(Pros and cons are compiled from reviews found on G2.)

<<Compare HiBob vs. Personio – See which fits your business best>>

10. Breathe: Budget-friendly basics for UK small businesses

Breathe is built specifically for UK businesses with up to 250 employees. You’ll get a GDPR-compliant employee database that’s designed to replace spreadsheets and filing cabinets, plus employee self-service. The bulk update feature makes annual tasks simple—just export your data, make changes, and re-upload for things like salary reviews or bonuses.

Breathe charges per business, not per employee, so as your team grows, you don’t get hit with increasing costs. It’s 100% cloud-based with ISO27001 accreditation, so your data’s secure without needing any IT infrastructure.

That said, Breathe may not be the best choice if you work with a lot of part-time staff—it doesn’t automatically handle irregular schedules, so you may end up doing a lot of manual adjustments. You can use the 14-day free trial to test everything —you’ll be up and running immediately, no IT setup required.

Breathe key features

  • GDPR-compliant employee database
  • Self-service capabilities
  • Bulk update functionality
  • ISO27001 accreditation

(This article includes platform features that reflect the information available on the Breathe website as of the publication date.)

Breathe pros and cons

Pros:

  • “I just like having everything HR related under one roof” – verified review
  • “Everything is all together in one place and takes so much less time to do” – verified review
  • “It’s simple for end users with a nice friendly user interface” – verified review

Cons:

  • “There are occasional limitations with customisation, especially around reporting and integrating with other systems.” – verified review
  • “I do find the layout a little tricky to navigate sometimes” – verified review
  • “The onboarding and recruitment process for new staff could be better. Although the system does provide this, it is very limited in its capabilities.” – verified review

(Pros and cons are compiled from reviews found on G2.)

Comparison summary: The best HR platforms for employee data management

1. HiBob

Suitable for: Growing global companies
Security certifications: SOC2, ISO, AES-256
Customization: ✓ Unlimited fields
Self-service: ✓ Advanced

2. Workday

Suitable for: Large enterprises
Security certifications: Enterprise-grade
Customization: ✓ Configurable
Self-service: ✓ Comprehensive

3. BambooHR

Suitable for: Mid-sized companies
Security certifications: Enterprise-level
Customization: ✓ Unlimited fields
Self-service: ✓ ESS portal

4. Gusto

Suitable for: Small US teams
Security certifications: Industry-standard
Customization: Limited
Self-service: ✓ Basic

5. Rippling

Suitable for: Tech companies
Security certifications: Enterprise security
Customization: ✓ Role-based
Self-service: ✓ Automated

6. UKG

Suitable for: Mid-market firms
Security certifications: Audit trails
Customization: ✓ Centralized
Self-service: ✓ Available

7. ADP

Suitable for: Established companies
Security certifications: Secure database
Customization: Limited
Self-service: ✓ Strong

8. SAP SuccessFactors

Suitable for: Global enterprises
Security certifications: Global compliance
Customization: ✓ Flexible
Self-service: ✓ ESS/MSS

9. Personio

Suitable for: European SMBs
Security certifications: ISO 27001, GDPR
Customization: ✓ Customizable
Self-service: ✓ Portal

10. Breathe

Suitable for: UK small businesses
Security certifications: ISO27001, GDPR
Customization: Basic
Self-service: ✓ 4hr savings

What security features should you look for in HR software?

The HR software you choose will be home to all your people’s sensitive data, so you should look for platforms with enterprise-grade encryption—AES-256 is the gold standard. Your HR software should have certifications like SOC2 Type II or ISO 27001, which basically prove they’ve passed tough security audits.

Role-based access control (RBAC) lets you configure exactly who can see what information—your payroll team doesn’t need access to performance reviews, and managers don’t need to see everyone’s salary data. HiBob gives you granular RBAC controls that mean you get reliable data security while keeping the right information accessible to the right people.

Don’t forget about compliance certifications. If you’re in Europe, GDPR compliance is mandatory, and healthcare organizations need to follow HIPAA. HiBob’s security infrastructure covers you and scales with your company, no matter what directions it grows in.

What are the most common employee data management mistakes?

Many HR teams make the same data mistakes without realizing it until something goes wrong. The good news is that once you know what to watch for, these problems are pretty easy to avoid.

  • Treating data as “set it and forget it”: Your people’s info changes constantly—new addresses, certifications, emergency contacts. If you’re not prompting regular updates, you’ll make decisions based on outdated information. Try quarterly data reviews or automated reminders for employees to verify their details.
  • Giving everyone access to everything: Just because someone’s in HR doesn’t mean they need to see everyone’s salary. Managers don’t need medical information. Start with minimal access and only add permissions when someone actually needs them for their job.
  • Manually copying data between systems: If you’re typing the same information into your HRIS, payroll, and benefits platforms, errors will sneak in. Even small typos in names or ID numbers cause major headaches at tax time.

These mistakes all come down to treating data management as an afterthought instead of building it into your workflows. HiBob helps you avoid all three issues with core HR features like automated reminders, role-based permissions, and data syncing.

Why HiBob is the best HR software to manage employee data

HiBob turns your employee data into insights you can use to make smarter decisions. With real-time analytics and API connections, your information always flows where it needs to go. You get a complete picture of your workforce that helps you spot trends, plan better, and keep everyone’s data secure along the way.

HiBob’s customization options give you the flexibility to build workflows that match how your team works, and pull reports that answer the questions you care about. You decide who sees what—sensitive data stays private while everyone gets the info they need to do great work. It’s your data, organized your way.

If your team is growing and you want an HR system that can grow with you, HiBob is a great choice. It easily scales from dozens to thousands of people—you just keep building on what you’ve already created, adding new capabilities when you need them.

Get started with HiBob’s employee data management →

FAQs about HR software for employee data

What is employee data in HRIS?

Employee data in HRIS is all the information about your workforce stored in your human resources information system—including personal details, job history, compensation, benefits, performance reviews, training records, and time-off balances. Modern platforms like HiBob organize this in customizable fields so you can find what you need quickly. Real-time syncing keeps everything accurate across your organization.

What is employee data management in HR?

In HR, employee data management is how you collect, organize, secure, and maintain all your workforce information throughout the employee lifecycle. This covers everything from data entry to access control and reporting, while keeping information accurate and compliant. With automated processes like self-service portals and real-time synchronization, you’ll save hours each week on routine tasks.

Which software is appropriate for storing records of employees?

The appropriate software for storing employee records combines enterprise-grade encryption (AES-256), compliance certifications (SOC2, ISO), and role-based access controls. You’ll want these security features plus customizable storage that fits your specific needs. Look for platforms with employee self-service, API connectivity, and reporting capabilities—these help you get the most value from your stored data while keeping it secure.

What is the best HR management software?

HiBob is the best HR management software for growing companies because it balances powerful features with an interface your team will enjoy using. You get employee data management, real-time analytics, and extensive customization that scales from 50 to thousands of people. With multinational support and 100+ integrations, HiBob grows with you without forcing system changes.

What is an HR dataset?

An HR dataset is all your employee information, organized so you can use it for decision making. It’s your compensation data, performance scores, attendance records, and demographic info pulled together in ways that show patterns. With the right platform, you can spot trends like turnover risks or skill gaps before they become problems—turning raw data into predictive insights that help you plan better.

Recommended For Further Reading

What is the best employee management software?

The best employee management software depends on your specific needs, but HiBob works particularly well for growing companies. You get everything from core HR to advanced analytics in one platform, wrapped in an interface that employees really enjoy using. You can set up workflows that match how you work, and if you expand internationally or grow from tens to hundreds of people, you won’t need to switch systems.

What is the best app for keeping track of employees?

HiBob is the best app for keeping track of employees because it combines tracking with an interface people want to use. The Instagram-like design means your team will actually open the app, while you can access data, approve requests, and stay connected from anywhere. Real-time synchronization keeps all your information current, letting you track attendance, performance goals, and employee data all in one place.

Oz Tollman

From Oz Tollman

Oz Tollman is an experienced marketing strategist specializing in SaaS and HR technology. With over eight years in the field, he helps companies grow their online presence through data-driven SEO, content strategies, and digital innovation.