HRIS Software FAQ: Your Essential Questions Answered

HRIS (Human Resource Information System) software centralizes employee data and automates HR processes including:

• Employee records and org charts
• Onboarding and offboarding workflows
• Time tracking and PTO management
• Benefits administration
• Document storage and e-signatures
• Reporting and analytics
• Employee self-service portals

Modern HRIS platforms like BambooHR, Rippling, and Namely combine HR tools with payroll for a unified people management system. This eliminates spreadsheets and reduces data entry errors.

The lines are blurry, but here's the general distinction:

HRIS (Human Resource Information System):

• Focuses on core HR functions: employee records, time tracking, basic reporting
• Primarily administrative and transactional
• Examples: BambooHR, Namely, Zenefits

HCM (Human Capital Management):

• Broader system that includes HRIS plus strategic talent management
• Adds performance reviews, succession planning, learning & development, workforce analytics
• More strategic focus on developing and retaining talent
• Examples: Workday, SuccessFactors, Rippling

In practice, many vendors use these terms interchangeably. For SMBs, focus on features (not labels)—do you need just core HR, or also talent management?

Payroll software focuses on paying employees and filing taxes. HRIS software manages the full employee lifecycle beyond just payroll.

Standalone payroll:

• Paycheck calculation and direct deposit
• Tax filing (federal, state, local)
• W-2 and 1099 generation
• Basic time tracking

HRIS adds:

• Onboarding workflows and document management
• PTO accrual and request workflows
• Benefits enrollment and tracking
• Performance reviews and goal tracking
• Org charts and employee directories
• Compliance tracking (I-9s, certifications)

Many modern platforms (BambooHR, Rippling, Gusto) combine both. For 20+ employees, an integrated HRIS+payroll system saves time and reduces data entry.

HRIS software typically costs $5-$25 per employee per month, with pricing varying based on features and company size.

Pricing examples:

• BambooHR: $8-12/employee/month (HRIS only, payroll extra)
• Rippling: $8+/employee/month (includes HRIS + payroll)
• Namely: $15+/employee/month (full-service HRIS + payroll)
• Zenefits: $8-27/employee/month (tiered pricing by features)
• Gusto: $40/month base + $6/employee (payroll-first with HR add-ons)

Most platforms have monthly minimums of $200-500 regardless of employee count. Enterprise platforms (Workday, SuccessFactors) start much higher—typically $20,000+ annually.

Hidden costs to watch for: Implementation fees, data migration, integration costs, and per-module pricing (ATS, performance management).

Most companies benefit from HRIS software once they hit 15-20 employees. Here's why:

Under 15 employees:

• Spreadsheets and basic payroll software may suffice
• HR tasks are manageable manually
• Limited compliance requirements

15-50 employees:

• Manual processes become time-consuming and error-prone
• Compliance tracking gets complex (FMLA, ACA if 50+)
• Employees expect self-service portals
• Best platforms: BambooHR, Gusto, Zenefits

50-500 employees:

• Need robust reporting and analytics
• Multiple departments and managers require approval workflows
• Benefits administration becomes complex
• Best platforms: Rippling, Namely, BambooHR

500+ employees:

• Enterprise HRIS needed with advanced customization
• Integration with ERP systems
• Best platforms: Workday, SuccessFactors, UKG

Employee self-service (ESS) portals empower employees to manage their own HR tasks without contacting HR:

• Personal information: Update address, phone, emergency contacts
• Payroll: View pay stubs, download W-2s, update direct deposit
• Time off: Request PTO, view balances, check team calendars
• Benefits: Enroll in health insurance, view plan details, update dependents
• Tax withholdings: Update W-4 elections
• Documents: Access employee handbook, sign policies, view org chart
• Performance: View goals, submit self-reviews, see feedback

This reduces admin burden by 40-60% (no more "Can you send me my last pay stub?" emails) and gives employees 24/7 access via web or mobile app.

Best ESS portals: BambooHR (intuitive), Rippling (powerful), Gusto (mobile-friendly)

Modern HRIS platforms offer robust reporting capabilities:

Standard reports:

• Headcount reports: Total employees, new hires, terminations by month/dept
• Turnover analysis: Retention rates, exit reasons, tenure by role
• PTO reports: Accrued, used, available time off; upcoming absences
• Diversity reports: Demographics (EEO-1, gender, age distribution)
• Compensation analysis: Salary bands, pay equity, merit increases
• Compliance reports: I-9 status, certifications, training completion

Advanced analytics (enterprise platforms):

• Custom dashboards and data visualization
• Predictive analytics (flight risk, promotion readiness)
• Benchmarking against industry standards
• Excel/CSV export for deeper analysis

Best for reporting: Rippling (custom report builder), BambooHR (pre-built reports), Workday (advanced analytics)

Yes—many HRIS platforms include performance management features (or offer them as add-ons):

Core features:

• Goal setting: Company, department, and individual OKRs/goals
• Continuous feedback: Real-time kudos, coaching notes, 1-on-1 tracking
• Performance reviews: Annual, quarterly, or 360° reviews with customizable templates
• Self-assessments: Employee self-reviews before manager reviews
• Calibration tools: Ensure fair ratings across teams
• Development plans: Track career goals and training needs

Platforms with strong performance management:

• BambooHR: Solid performance module included in base platform
• Namely: Strong performance tools with custom workflows
• Rippling: Basic performance features (or integrate with 15Five, Lattice)
• Workday: Enterprise-grade talent management

For advanced performance management, consider standalone tools (15Five, Lattice, Culture Amp) that integrate with your HRIS.

Some do, some don't—it varies by platform:

HRIS with built-in ATS:

• BambooHR: Includes robust applicant tracking (job posts, pipeline, interview scheduling)
• Namely: Full ATS included in platform
• Rippling: Basic recruiting module available
• Zenefits: Limited recruiting features

HRIS without ATS (integration required):

• Gusto: No ATS; integrates with Greenhouse, Lever, JazzHR
• Workday: Has recruiting module but often paired with standalone ATS

If recruiting is a major focus, consider standalone ATS (Greenhouse, Lever, Breezy HR) that integrates with your HRIS. For occasional hiring, BambooHR's built-in ATS is excellent.

Modern HRIS platforms integrate with hundreds of business tools:

Common integration categories:

• Payroll: Gusto, ADP, Paychex (if HRIS doesn't include payroll)
• Benefits: Health insurance carriers, 401(k) providers (Guideline, Vestwell)
• Time tracking: TSheets, Toggl, Deputy, Clockify
• Accounting: QuickBooks, Xero, NetSuite (journal entry syncing)
• Recruiting: Greenhouse, Lever, JazzHR (if no built-in ATS)
• Performance: 15Five, Lattice, Culture Amp
• Identity/IT: Okta, Google Workspace, Microsoft 365 (user provisioning)
• Background checks: Checkr, Sterling

Integration leaders:

• Rippling: 500+ integrations, deep IT management features
• BambooHR: 100+ integrations via API and marketplace
• Gusto: 100+ partner integrations

Yes—all major HRIS platforms offer mobile apps (iOS and Android) with employee and admin functionality:

Employee mobile features:

• View pay stubs and tax documents
• Request time off and view PTO balances
• Clock in/out with GPS geofencing
• View company directory and org chart
• Submit expense reports
• Receive push notifications (shift reminders, policy updates)

Admin/manager mobile features:

• Approve time-off requests and timesheets
• View team schedules and labor costs
• Access reports and dashboards
• Onboard new hires (e-signatures, document upload)

Best mobile apps: Gusto (highly rated UI), BambooHR (full-featured), Rippling (powerful admin tools)

HRIS implementation typically takes 4-12 weeks depending on company size and complexity:

Timeline breakdown:

• Week 1-2: Data migration and system configuration
• Week 3-4: Set up workflows, integrations, and permissions
• Week 5-6: Testing, user training, and refinement
• Week 7-8: Soft launch and parallel testing
• Week 9+: Full go-live and ongoing support

By company size:

• Under 50 employees: 4-6 weeks (simpler data, fewer custom workflows)
• 50-200 employees: 6-10 weeks (multiple departments, approval hierarchies)
• 200+ employees: 8-12+ weeks (complex org structure, integrations, change management)

Platforms with faster implementations: Gusto (2-3 weeks), BambooHR (4-6 weeks), Rippling (4-8 weeks)

You'll need to gather comprehensive employee data for migration:

Employee information:

• Full names, SSNs, birth dates, addresses
• Hire dates, job titles, departments, managers
• Compensation (salary, hourly rates, pay schedules)
• Employment status (full-time, part-time, contractor)
• Direct deposit and tax withholding info

Benefits & PTO:

• Current benefit enrollments (health, dental, 401k)
• PTO accrual rates and current balances
• Historical PTO requests (if maintaining records)

Company structure:

• Org chart (reporting relationships)
• Departments, locations, cost centers
• Job descriptions and classification (exempt/non-exempt)

Documents:

• Employee handbook, policies
• I-9s, W-4s, offer letters (if digitizing)

Most HRIS vendors provide CSV templates and migration support. Clean up your data before migration to avoid garbage-in, garbage-out.

Successful HRIS adoption requires change management and training:

Before launch:

• Admin training: HR team and managers complete vendor-led training sessions
• Create champions: Identify power users in each department to support rollout
• Test with pilot group: Have 5-10 employees test workflows and provide feedback

At launch:

• All-hands kickoff: Announce new system, explain benefits ("no more paper timesheets!")
• Welcome emails: Send login instructions with video tutorials
• Quick-start guides: One-page cheat sheets for common tasks (request PTO, view pay stub)
• Office hours: HR available for live help during first week

Ongoing support:

• Share vendor knowledge base articles
• Send monthly tips highlighting underused features
• Collect feedback and address pain points

Most HRIS platforms (BambooHR, Gusto, Rippling) provide free training resources—use them!

Yes, but it depends on the data type:

What you can typically migrate:

• Current employee records: Full profiles, compensation, org structure
• PTO balances: Accrued and available time off (current state)
• Active documents: Signed I-9s, W-4s, policies (if digitizing)
• YTD payroll data: Required for tax reporting (W-2s)

What's harder to migrate:

• Historical PTO requests: Past time-off data often not worth migrating
• Performance review history: Old reviews may not fit new templates
• Payroll history beyond 1 year: Can be exported from old system if needed
• Terminated employee records: May not need full profiles; keep in archive

Best practice: Migrate active employee data and current-state balances. Archive historical reports from your old system rather than forcing them into the new platform.

Always export and archive your data before switching platforms:

What to export:

• Employee records: Full roster with all fields (CSV export)
• Payroll history: All pay stubs, W-2s, tax filings (PDFs and CSV)
• Time & attendance: Historical timecards and PTO requests
• Benefits enrollments: Plan elections and contribution history
• Documents: Download all employee files (offer letters, I-9s, reviews)

Retention requirements:

• Payroll records: 3-4 years (IRS requires 4 years for tax records)
• I-9 forms: 3 years after hire or 1 year after termination (whichever is later)
• Benefits: 6 years (ERISA requirement)
• EEO-1 reports: 3 years

Storage options: Secure cloud storage (Google Drive, Dropbox with encryption) or local encrypted backup. Never rely solely on your old vendor—they may delete your data after contract ends.

Start by answering these questions:

1. What problems am I solving?

• Manual onboarding processes?
• Spreadsheet chaos for PTO tracking?
• Disconnected payroll and HR systems?
• Need better reporting/analytics?

2. What features are must-haves?

• Integrated payroll or HRIS-only?
• Applicant tracking (ATS)?
• Performance management?
• Benefits administration?
• Time tracking and scheduling?

3. What's my budget?

• Per-employee-per-month pricing
• Implementation costs
• Hidden fees (integrations, support)

4. How technical is my team?

• Need simple UI (BambooHR, Gusto)?
• Want powerful customization (Rippling, Namely)?

Quick recommendations:

• Best all-around: BambooHR (ease of use + features)
• Best for tech companies: Rippling (IT management + HRIS)
• Best budget option: Gusto (payroll-first with HR add-ons)
• Best for mid-market: Namely (full-service HRIS + payroll)

Integrated is almost always better—here's why:

Benefits of integrated HRIS + payroll:

• Single source of truth: No duplicate data entry or syncing errors
• Streamlined onboarding: New hire data flows directly into payroll
• Automatic updates: Promotions, raises, terminations update everywhere
• Better reporting: Unified view of headcount, labor costs, turnover
• One vendor: Simpler support and billing

When separate might make sense:

• You're locked into a payroll contract (ADP, Paychex) and need HRIS now
• You have very complex payroll needs requiring specialist provider
• You want best-in-class tools for each function

Best integrated platforms: Rippling, Gusto, Namely, Zenefits
Best HRIS-only (integrates well with payroll): BambooHR

Come prepared with specific scenarios from your business:

Functionality questions:

• "Show me how a new employee would request PTO and how I'd approve it"
• "Can I set up custom workflows (e.g., 2-level approval for PTO >5 days)?"
• "How do I generate a turnover report by department?"
• "What does the mobile experience look like for employees?"
• "Show me how you handle multi-state employees and tax compliance"

Integration & migration:

• "We use QuickBooks—how does the accounting integration work?"
• "What's included in your data migration service?"
• "Can you import our historical PTO balances?"
• "What happens if we want to switch away from your platform?"

Pricing & support:

• "What's the total cost breakdown including all fees?"
• "Are implementation and training included?"
• "What's your typical support response time?"
• "Can I talk to 2-3 current customers in my industry?"

Pro tip: Ask the vendor to show you a real customer account (anonymized), not a sanitized demo environment. You'll see how it actually looks in production.