How do you know it’s time to switch HR software?
You might be comfortable with your current setup, or at least familiar with it, but if it’s no longer fit for purpose, it’s time to consider a change. Knowing when to switch HR platforms is key to avoiding unnecessary admin headaches and inefficiencies.
Some of the common signs that you’ve outgrown your current system include:
● Your system is slow, crashes often or is difficult to navigate
● You rely heavily on spreadsheets or manual processes
● Employees are frustrated by a lack of self-service options
● You struggle to keep up with compliance requirements
● Integrations with other tools like payroll or accounting software are limited
● Reporting is time consuming or lacks the insights you need
● You’re planning to scale your business but your current system won’t keep up
If any of these sound familiar, it might be time to switch HR platforms.
What are the benefits of switching HR software?
Upgrading your system can feel like a big leap, but the rewards usually far outweigh the hassle. The decision to switch HR platforms opens the door to smarter, more agile processes that support your team’s growth and wellbeing. Let’s look at some of the advantages of switching HR software.
Streamlined HR processes
One of the most immediate benefits of switching HR software is faster, smoother workflows. With automation and centralised functionality, you can improve HR processes by reducing manual tasks and minimising errors, ultimately saving time and boosting efficiency throughout the organisation.
Reduced HR administration costs
Many SMBs stick with outdated systems because they seem cheaper. But the hidden cost of inefficiencies, mistakes and wasted time adds up fast. Modern software helps to cut administrative overheads by handling repetitive tasks and freeing up HR staff to focus on more strategic work.
Centralised employee data
Data silos are a major issue in HR. When information is scattered across different platforms, it’s difficult to get a complete picture of your workforce. Switching to a system with centralised data management offers more accurate reporting that supports decision making and improves compliance.
Improved security and compliance
Old HR systems often fall short when it comes to data security and regulatory updates. A modern platform ensures that employee data is protected, stored correctly, and handled in line with both GDPR and employment laws. It also makes it easier to manage HR compliance through automated alerts and built-in checks.
Convenient employee self service
Modern software doesn’t just make life easier for HR teams; it empowers employees too. HR tools and apps to save time include self-service tools that allow staff to update personal details, book leave or access documents without waiting on HR. This means less back-and-forth and more autonomy.
What to consider when choosing a new HR software provider
If you’re considering switching HR software, take the time to find a provider that fits your needs, supports your growth and offers long-term value. Below, we’ve put together a quick guide on what to consider, but you can explore this topic in more detail in our article on how to choose HR software.
Features and functionality
Make sure your chosen software has the essential HR software features your business needs, both now and in the future. This might include tools for performance management, recruitment and reporting. You should also consider any system integrations you’ll need to make sure your new software is suitable.
Cost and pricing model
Budget is always a deciding factor, particularly for SMBs. How much an HR system costs depends on a variety of factors, so it’s important to pay close attention when researching your options. Some platforms charge per employee per month, while others offer tiered packages or all-inclusive pricing. Make sure the software fits your budget and keep an eye out for hidden extra costs.
Scalability
Your HR software should grow with you. Whether you're hiring more staff, expanding to new regions or introducing new policies, your platform should be able to scale and adapt without the need for another migration.
Compliance tools
Look for features that help you to stay on top of your organisation’s legal obligations and HR compliance. This might include right-to-work checks, GDPR management, absence tracking or document expiry notifications. These tools are vital for reducing risk and helping to keep your employees happy.
Customer support
Switching platforms involves setup, training and possibly a few teething issues. That’s why reliable, accessible customer support is essential. When choosing a software package, check if support is included, what channels are available, and how quickly the provider typically responds.
How to switch HR software: A step-by-step guide
Once you’ve chosen your new platform, it’s time to get your data in order and make the move. Switching HR software doesn’t have to be disruptive – as long as you plan carefully.
1. Prepare your data
Start by cleaning up your existing records. Remove duplicates, update missing information and check for inaccuracies. This is the best time to streamline your database so that only relevant, accurate data is transferred to your new system.
2. Plan the switch
Set a realistic timeline, identify key stakeholders and allocate responsibilities. Think about when the switch will have the least impact on your business, and communicate clearly with your team about what to expect.
3. Set up your new system
Work with your new provider to configure the software correctly. Set user permissions, create workflows and upload essential documents. For more structured advice on this step, see our guide to implementing a new HR system in six steps.
4. Import your data
Now it’s time to upload the cleaned data into your new HR platform. Double-check formatting and compatibility with the new system. Most providers offer support or tools to help with data migration, so make sure to use them to minimise headaches.
5. Train your teams
Provide training HR staff, managers and their teams so they can hit the ground running. Offer guidance and demos for employees so they can make the most of self-service tools and new features.
6. Monitor your new software
Once everything is live, keep a close eye on how the system is being used. Ask for feedback, fix any issues promptly, and schedule regular reviews to make sure your new platform continues to meet your needs.
Ready to switch HR platforms? Try PeopleHR
Switching HR software is a strategic move that can save time, reduce admin and help your business to run more smoothly. From recognising the signs that it’s time to upgrade to comparing features, planning the move and managing the rollout, every step counts.
At PeopleHR, we support SMBs at every stage of their journey. Our HR software is packed with smart features, from self-service tools to compliance support features, and is built to grow with your business. If you're ready to switch HR platforms, take a look at our HR software, request a demo or contact our team and we’ll be happy to advise you on the most appropriate software for your needs.
