Employee database management software helps you store, organize, and manage your employees’ private data and documents. We compare the top 5 employee database software for 2025.
Employee database software is essential for keeping your business organized and legally compliant. Without the right tool, it’s hard to keep sensitive employee information secure, maintain up-to-date documentation, and ensure compliance with record-keeping requirements.
Fortunately, modern employee database management software makes all this easy. To help you find the best option for your needs, I’ve compared the top 5 employee database management systems for 2025.
If you don’t have the time to read through our research, jump down to our quick comparison table.
Our Top Picks
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Best all-in-one employee database software
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Good for automated employee data workflows
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Good for customizable employee records
Why trust us?
Our team of unbiased software reviewers follows strict editorial guidelines, and our methodology is clear and open to everyone.
See our complete methodology
17
Tools considered
10
Tools reviewed
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Best tools
chosen
How I Chose the Best Employee Database Software
Here’s what I looked for when evaluating employee database software solutions:
Must-have features
- Secure data storage: Platforms should protect sensitive employee information with features like encryption, role-based access, and secure, private cloud backup.
- Document management: The software must be able to handle various file types like tax documents, interview documents, and employee eligibility forms, with built-in tracking for document expiration dates and automated reminders for renewals.
- Employee self-service: Workers need to be able to update their personal information and independently access key documents.
- Custom reporting: The ability to generate reports on metrics like employee engagement, labor costs, and certification status is essential.
I also made sure the software is:
- User-friendly so everyone can use the system without extensive training.
- Mobile-friendly to give your team access to their information from anywhere.
- Scalable to accommodate future business growth and changing needs.
Finally, I checked for features that make employee management software more powerful:
- Integration capabilities with payroll, time tracking, and other HR tools.
- Automated alerts for document expiration dates and compliance deadlines.
- Search filters to quickly find employees by department, role, or certification.
- Permission controls to restrict access to sensitive information.
The 5 Best Employee Database Softwares of 2025
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Connecteam — Best all-in-one employee database software
Connecteam makes it easy to ditch the filing cabinet and turn your employee database paperless, thanks to its simple-to-use mobile app, digital employee records, expiration date notifications, and more.
Why I chose Connecteam: What stood out to me is how the platform makes managing employee data feel effortless. I was particularly impressed by how it combines secure document storage with practical tools that actually make HR’s job easier.
Here are some of Connecteam’s features I’ve found ideal for managing employee data:
Accessible, editable digital records
Connecteam’s 100% paper-free filing solution is the easiest way to manage and organize employee documents. I love how straightforward it is to store team member’s files, forms, certificates, and more. Connecteam backs up these documents to its highly secure cloud in real-time.
In addition, your employees can access and check their documents as soon as they’re uploaded. They can also upload documents from anywhere using Connecteam’s mobile app. For example, your employees are on a training course. At the end of the course, they can instantly upload a photo of their training certificate to their file.
The self-service profile manager also allows your team members to access their data and edit their profiles easily. Employees can change their addresses, request paid time off (PTO), and check certification expiration dates, too.
Streamlined onboarding documentation
Another standout for me is that Connecteam enables a completely digital onboarding process with Connecteam. Using Connecteam’s mobile app, employees can easily upload new-starter documents like employee eligibility, W2s, and W4s from anywhere. The platform instantly organizes all your new hires’ forms and paperwork in the right places.
These documents are backed up to Connecteam’s secure cloud, so your HR team can check them in real time. You can use Connecteam’s chat feature to quickly and easily ask your employee for any missing information.
Automated compliance monitoring
You can track expiration dates on employee documents like licenses and certifications with Connecteam, helping you and your team stay compliant. For me, this is a non-negotiable functionality of employee database software, and I was glad to see it incorporated into the document management tool so seamlessly.
Additionally, you can use Connecteam’s built-in online team chat to quickly message employees that they need to update their documents or let them know when their documents will expire.
Employee development tracking
Connecteam offers built-in tools to help you track workplace milestones, onboarding, training, employee quizzes, recognitions and rewards, and more.
I love that you can gift your employees rewards tokens, recognize your employee of the month, and oversee career milestones—all from within Connecteam. These tools can help you get the best out of your team, boost employee engagement, reduce turnover, and save valuable time.
Key Features
Cloud-based backup
Dedicated customer support
Easy-to-use app
In-app chat function
Customized reporting tools
100% paper-free filing
Pros
Completely free for up to 10 users for life
Fully digital employee lifecycle
Real-time employee updates
All-in-one solution for HR tools, reporting, and more
Cons
Doesn’t currently include accounting software
Pricing
Free-for-life plan availablePremium plans start at $29/month for 30 users
14-day free trial, no credit card required
Start your free trial -
Rippling — Good for automated employee data workflows
Rippling unifies employee data management across HR, IT, and finance in a single database.
Why I chose Rippling: The platform’s Employee Graph acts as a central repository for all employee data. I appreciate how it automatically keeps records synchronized across integrated systems and enables sophisticated automation based on employee attributes.
Data management and security
Rippling stores employee information in a unified database that connects with all its modules. The system encrypts sensitive data and provides role-based access controls to protect confidential information. Custom fields let you track any type of employee data, while built-in search functions help locate employee records using filters for department, role, location, and other attributes.
The platform automatically maintains audit trails of all data changes and enforces compliance with data protection regulations through automated policies. You can also configure permissions to control the information each user can access.
Document workflow and automation
The document management system handles storage, template creation, and eSignatures. You can create custom document templates with dynamic fields that auto-populate from employee data. Workflow Studio lets you build automated processes—for example, triggering document updates when an employee’s location changes or sending alerts when certifications near expiration.
While the automation capabilities are powerful, I found the document search functionality relatively cumbersome. It is sometimes frustrating to locate specific files quickly.
For employee files, Rippling provides unlimited cloud storage and maintains version history. The mobile app gives employees self-service access to view and update their documents and information.
Reporting and integrations
Rippling’s reporting tool can analyze any employee data stored in the system. You can build custom reports with point-and-click tools or use pre-made templates. The platform automatically enforces data access permissions in reports, so users see only the information they’re authorized to access.
Rippling connects with over 600 business apps to sync employee data. Its API also enables custom integrations to connect employee records with other existing databases.
It has been really great for our team and makes pay and benefits very easy to access!
While it can be easy to navigate, it can also be a bit confusing to move around the platform. For instance, it was hard to see and to know that I was suppose to click on the “next” button all the way on the bottom of my screen.
Key Features
- Role-based permissions system
- Document workflow automation
- Employee data search and filtering
- Secure cloud storage and backup
Pros
- Highly customizable database structure
- Strong data security controls
Cons
- Complex implementation process
- No transparent pricing
Pricing
Starts at $8/user/month Trial: Yes Free Plan: No
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BambooHR — Good for customizable employee records
BambooHR provides a secure central hub for employee data management aimed at small and growing businesses.
Why I chose BambooHR: The platform offers a clean, organized approach to employee database management with strong document storage capabilities and customizable data fields.
Data organization and security
BambooHR stores all employee records in a centralized database that’s accessible from anywhere. The platform protects sensitive information with enterprise-level security measures, including data encryption and role-based permissions. You can customize access levels so employees can edit their personal information while restricting sensitive company data.
The platform also includes job levels and salary band tracking—a feature I particularly like for standardizing career progression data across teams.
However, I found the mobile app’s navigation a little unintuitive when accessing employee records on the go.
Document management and compliance
The software provides unlimited cloud storage for employee files and tracks version history. You can create document templates, collect eSignatures, and automate document assignments based on role, office, or location. BambooHR also maintains audit trails for compliance and includes built-in safeguards for data protection.
Custom access levels let you control who can view and edit different types of documents. Employees can access and sign documents through both web and mobile interfaces, eliminating the need for paper files.
Employee self-service and reporting
The self-service portal lets employees update their information and access important documents independently. BambooHR automatically syncs changes across the system while preserving data security.
The reporting tools also let you analyze employee data and create custom reports on metrics like demographics, headcount, and attrition trends. The platform includes pre-made templates to get you started.
I like how employees can punch in for the day, check their PTO, know who is off for the day. Its all in one place and easy to navigate.
While BambooHR excels at onboarding new customers, we’ve noticed some changes in their product offerings without prior notification. Additionally, there seems to be a disparity in how new features are rolled out for new versus existing customers, which can feel somewhat discriminatory.
Key Features
- Employee self-service portal
- Unlimited document storage
- Database search functions
- Role-based security controls
Pros
- Insightful data reporting tools
- Dedicated support hotline
Cons
- No free-to-use option
- No built-in chat feature
Pricing
Contact vendor for price Trial: Yes Free Plan: No
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UKG Pro — Good for enterprise data security
UKG Pro is a human capital management platform built for mid-to-large enterprises.
Why I chose UKG Pro: The platform provides strong security features and detailed analytics capabilities. I appreciate how it combines extensive data protection measures with new AI tools for managing employee information at scale.
Security and compliance
UKG Pro protects employee data through multiple security layers—including encryption, multi-factor authentication, and data certifications. The system automatically enforces data protection rules across over 40 countries, too.
There are also role-based permissions, which let you control exactly what information each user can access. I found the permission system highly configurable, though setting up custom access rules takes considerable time to get right.
Document management and storage
The Document Manager centralizes all employee and company documents in one secure location. It allows you to create document templates, collect electronic signatures, and set up automated retention schedules for different document types. The system also accepts scanned paper documents and digital files from other HR systems, which I thought offered good flexibility.
Employees can upload, sign, and access their documents through the mobile app or web interface. The platform automatically flags missing or expired documents and sends notifications for required updates.
Analytics and reporting
UKG Pro’s reporting capabilities include around 200 pre-built reports and custom report creation tools. The system uses AI to provide insights into potential turnover risks and compensation trends. The reporting interface lets anyone build custom reports by selecting and combining data fields. All reports respect user permission settings.
The analytics dashboard visualizes workforce metrics and allows you to drill down into detailed employee records. Through customizable views, you can monitor document status, certification expiration dates, and compliance requirements.
I like that they have the support for not only fixing things but to help us with training for employees using the system.
Not intuitive at all for both administrators and users. Overly complicated. Lack of consistent experience across the system because of multiple acquisitions, horrible customer service and overpriced.
Key Features
- Enterprise-grade security
- AI-powered analytics
- Employee self-service portal
- Document retention automation
Pros
- Comprehensive security certifications
- Strong document management
Cons
- Complex permission setup
- Significant implementation time
Pricing
Contact vendor for price Trial: No Free Plan: No
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ADP Workforce Now®
ADP Workforce Now® — Good for document lifecycle management
Available on
- Web
- iOS
- Android
ADP Workforce Now provides a cloud-based employee database platform with strong document management capabilities.
Why I chose ADP Workforce Now: The platform is a worthy contender for its document cloud storage system and detailed analytics powered by ADP DataCloud.
Document management and storage
ADP’s Document Cloud provides encrypted cloud storage for employee files with role-based security controls. The system supports various file types and lets you organize documents into over 60 pre-built HR categories. You can set document expiration tracking and receive alerts about expired or missing documents.
While the document storage capabilities are impressive, I found the interface requires more clicks than necessary to access stored files, which can slow down document retrieval.
Data insights and reporting
The platform includes around 200 standardized reports covering workforce demographics, headcount, and labor costs. The analytics tools use machine learning to identify trends and patterns in your employee data. You can create custom reports through a drag-and-drop interface and easily convert data into visual charts.
I appreciate that ADP DataCloud provides benchmarking capabilities to compare your workforce metrics against market data. It can also predict turnover probability and identify potential pay gaps.
Security and compliance
The platform encrypts sensitive employee data and provides permission controls to restrict access. You can set role-based security to determine which employees, managers, or HR staff can view different types of information.
Custom reporting capabilities help track missing or incomplete documentation to maintain compliance. The system automatically sends notifications when documents require updates or are approaching expiration dates, too.
I use to have to print off or email my paystubs for child support and other legal reasons and this app made that so much easier to share and print.
Customer service is lacking. Difficult to get ahold of someone knowledgeable about the issue you are encountering.
Key Features
- Cloud document storage
- Machine learning analytics
- Employee self-service tools
- Document expiration tracking
Pros
- Proactive document alerts
- Built-in compliance tools
Cons
- Complex interface
- Difficult initial setup
Pricing
Contact vendor for price Trial: Yes Free Plan: No
Compare the Best Employee Database Softwares
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Start for free
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ADP Workforce Now® |
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| Reviews |
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| Pricing |
Starts at just $29/month for the first 30 users
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Starts at $8/user/month
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Contact vendor for price
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Contact vendor for price
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Contact vendor for price
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| Free Trial |
yes
14-day
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yes
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yes
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no
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yes
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| Free Plan |
yes
Free Up to 10 users
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no
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no
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no
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no
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| Use cases |
Best all-in-one employee database software
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Good for automated employee data workflows
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Good for customizable employee records
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Good for enterprise data security
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Good for document lifecycle management
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| Available on |
Web, iOS, Android
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What Is Employee Database Software?
Employee database software provides a central hub for all employee information. It safely stores, manages, and organizes all employees’ personal information, making it easier to manage employees. HR software and data management now play a central role in strategic workforce decisions and planning.
Employee data usually includes information like their contact details, home address, and professional information such as job title and salary. An employee database management system aims to streamline HR processes and make accessing and collecting employee data easier.
Employee database software platforms will also usually track PTO allowance and may include customer reporting tools and time-tracking features. It’s important to consider the features of each software solution to decide what your business needs.
How Does Employee Database Software Work?
Employee database software stores employee information collected during onboarding to a cloud-based or on-site server. Think of it as a 100% digital filing cabinet.
The software simplifies daily tasks for HR professionals through automated organization and quick access to employee records. Service portals can streamline HR tasks by letting employees update their records and documentation.
Employees, team leaders, and managers in HR departments can access and modify employee data easily through a web-based interface or mobile app. Once you save data to the database, the software automatically organizes it. This makes it super easy to find important information.
Employee database software usually works with other software, like payroll or HR management tools, to simplify day-to-day business operations.
The Benefits of Employee Database Software
There are many benefits to using an employee database software solution. You can:
Eliminate paperwork
By turning your database digital, employee database software systems can essentially eliminate all manual employee data paperwork you do.
Get customized reports
Customized reports help you make data-driven decisions for your business. You can pull reports based on turnover rate, hours worked, salary information, and more. This information gives you full oversight of your business and helps enhance performance management since managers can track employee achievements and development with organized, accessible data.
Access and update documents with ease
With a mobile-friendly employee database, you can view and edit documents from anywhere. Cloud-based employee databases also upload documents and files in real time, making it easy to keep up with your non-desk workers.
Stay on top of document expiration dates.
Employee database software is key if you work in a highly regulated industry like construction or manufacturing. Good software solutions, like Connecteam, allow you to set expiration dates on different licenses and certifications. This will give you a heads-up on when employee certifications are about to expire so you remain legally compliant.
Pick the right workers for every task
Employee database software platforms can also let you search for employees who hold specific certifications. This will allow you to quickly and easily find qualified employees who can complete a job or task.
Ensure your team members are performing well
With employee database software, you can monitor employee performance reviews to ensure your employees are developing in their roles and achieving performance objectives.
How Much Does Employee Database Software Cost?
The cost of employee database software solutions can vary. It’s important to consider the features your business needs and balance that with the cost of the software.
Many software providers like UKG Pro, ADP Workforce Now, and Rippling don’t list their prices publicly. Instead, they require you to contact their sales teams and go through demos or consultations before receiving a quote. When pricing is available, it often involves complex calculations.
Connecteam bucks these trends with transparent pricing for businesses of all sizes. It’s free for companies with 10 or fewer employees and starts at $29 per month for up to 30 users. Additional users start at just $0.50 per user per month.
>> Get started with Connecteam for free today! <<
The Bottom Line on Employee Database Software
Employee database software is an important tool that can benefit businesses of any size. It can streamline HR processes, provide real-time data insights, improve efficiency, and reduce unnecessary and untidy physical files that require maintenance.
There are many employee database software systems out there, but Connecteam is the best all-in-one solution. Our platform offers customized reporting tools, human resources management features, enhanced security to keep employee data safe and secure, and so much more.