Step 1. Preparing for the switch
Good preparation is key to a smooth transition. Before diving in, it’s worth taking the time to understand your current setup and plan your move properly. Let’s look at some of the main things to focus on before switching to PeopleHR.
H3: Audit your current HR system
Start by taking a close look at your existing HR processes, data and workflows. What’s running smoothly, and where are the bottlenecks? This kind of audit helps you to decide what to carry over and what to leave behind, as well as giving you a clearer picture of how PeopleHR can help to improve efficiency. Conducting a thorough HR audit now will save you time and frustration later, ensuring that you only migrate data and workflows that genuinely add value to your business.
Check contracts and timelines
Next, check your current software contract. Look for any cancellation clauses, notice periods or termination fees that might affect when you can make the switch. You’ll also want to think carefully about timing, as transitioning during a quieter period in your HR calendar will help to minimise disruption. By planning your timelines early, you can avoid unnecessary penalties and ensure that your move to PeopleHR is seamless.
Engage stakeholders
Switching HR software isn’t just an HR department task; it affects managers, payroll teams and employees, too. Get everyone involved early by identifying who needs to be part of the process and what role they’ll play. This collaboration helps to keep communication clear, align expectations and encourage buy-in across the business.
Plan your timeline
Once you’ve gathered your information and confirmed your timing, it’s time to create a project plan. Include milestones such as data migration, system setup, training sessions and your go-live date, and make sure to identify who is responsible for each step. This structure helps your team to stay organised and accountable, while making sure nothing slips through the cracks during the change.
Step 2. Getting your data ready
Data is the foundation of any HR system, so making sure it’s accurate and complete will make a huge difference to the success of your switch. Here’s how to prepare your data to avoid complications later.
H3: Clean your data
It’s easy for mistakes to creep in over time, especially when multiple systems or spreadsheets are used, and moving to new software is the perfect time to fix them. Before importing anything to PeopleHR, go through your existing records carefully to remove duplicates, fill in missing details and correct any errors. Cleaning your HR data ensures that the information you migrate is reliable, which means fewer problems once your new system is up and running.
Identify essential data
Not every piece of data from your old system needs to move across, and being selective can save time and effort. Decide what’s essential to your ongoing operations and only bring this data with you. For most businesses, this includes employee profiles, payroll information, leave records and performance history. Focusing on what’s truly valuable helps to streamline your new setup and prevents unnecessary clutter.
Export and back up
Once you’ve cleaned and selected your data, it’s time to export it from your old platform. Remember to create backups before beginning migration, and store them safely with restricted access to maintain data protection compliance. This gives you peace of mind that, if anything goes wrong during the transition, you can easily recover your data.
Step 3. Setting up your PeopleHR software
With your data ready, it’s time to start setting up your PeopleHR system. This stage is about building the structure that supports your HR operations and ensuring that the software works the way your business needs it to. Let’s go through some of the key setup tasks.
Configure system settings
Begin by setting up your company structure within PeopleHR. Define departments, locations and reporting lines so that your HR data reflects your organisational layout. You can also create approval workflows to match your internal processes, helping to automate repetitive tasks from the start.
Set user permissions
Next, decide who needs access to what. PeopleHR makes it easy to assign different permission levels for HR staff, managers and employees in line with their roles and responsibilities. Setting these early helps to keep sensitive data secure and ensures that everyone has the right level of access to do their job effectively.
Upload core documents
Upload essential company documents such as contracts, policies and HR templates. Centralising these resources within PeopleHR means that employees always have the latest versions at their fingertips, reducing admin time for your HR team and improving compliance across the organisation.
Integrate with other tools
PeopleHR connects easily with other platforms, such as payroll, time tracking and accounting systems. Setting up these HR integrations early helps your systems to work together seamlessly, eliminating double entry and keeping data consistent across your organisation.
Step 4. Migrating your data
Data migration is the heart of your switch, and it’s where careful preparation pays off. This stage ensures that all of your clean, accurate information moves safely from your old system to PeopleHR.
Format and map data
Before importing, check that your data matches the format required by PeopleHR. Proper mapping ensures that every field, from employee details to payroll information, lands in the right place in the new system. Taking the time to double-check this step will prevent mismatches and data errors later on.
Import data
Now you’re ready to upload your data into PeopleHR. Follow your migration plan closely, importing records in stages if needed. Accuracy is more important than speed, so don’t rush this process. We’ve got lots of tools and guidance available to help make this process straightforward, so feel free to reach out to us for support if you need it.
Verify accuracy
Once the data’s uploaded, you’ll need to run validation checks and test reports to confirm that everything looks correct. Check a sample of records to ensure that details like job titles, leave balances and payroll information match your original data. This gives you confidence that your system is accurate before going live.
Step 5. Training your team
Even the best software only delivers results when people know how to use it. Training is essential to help your HR staff, managers and employees make the most of PeopleHR’s features. Here’s how to make sure everyone gets up to speed.
HR staff training
Start with your HR team. Focus on administrative tasks like reporting, compliance tracking and workflow management. By giving them hands-on experience, you’ll help them to feel confident managing the system from day one.
Manager training
Managers play a crucial role in using HR software effectively. Show them how to approve leave requests, manage team performance, and monitor training progress. This makes their day-to-day tasks easier and helps to ensure consistent use across departments.
Employee onboarding
Employees should understand how to use PeopleHR’s self-service tools for updating personal details, submitting leave requests and accessing payslips or training materials. The more familiar your staff are with the system, the more time your HR team will save on routine enquiries.
Provide resources and support
Offer your team ongoing guidance and access to resources. We’ve got lots of ways to help you get started and grow with the system, including onboarding and support services. Clear internal contacts and help guides will also make sure that everyone knows where to turn for help.
Step 6. Going live
Once training and testing are complete, it’s time to make the switch official. This marks the start of your new, streamlined HR system, but it’s important to keep communication and feedback flowing to ensure success. Let’s wrap up with some top tips for going live smoothly.
Communicate the go-live date
Let everyone know when the change will happen. Clear communication ensures that employees and managers know what to expect and when. Send out reminders and guidance in the lead-up to launch to make the transition as smooth as possible.
Monitor usage and feedback
After go-live, keep a close eye on how the system’s being used. Encourage employees to share their experiences and flag any issues quickly so you can resolve them. Pulse surveys are a great way to gather feedback and track how your team is adapting to the new software.
Regularly review your HR software
Your HR system should evolve with your organisation. Schedule regular reviews to assess whether it’s still meeting your needs, and explore any new features or integrations that could help improve efficiency. Continuous improvement keeps your HR processes fresh and effective.
Get started with PeopleHR
Switching HR software might seem daunting, but with the right preparation and support, it’s a straightforward process that can completely transform how your business manages its people. By auditing your current system, preparing your data, training your team and planning the process, you’ll set your business up for a successful migration to PeopleHR.
If you’re ready to make the switch to our streamlined, intuitive HR software, then so are we! Remember you can always 4 min demo to explore our tools before committing, and our team of experts is always on hand to answer your questions.
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