Poor document management practices can cause inefficiencies and headaches for your HR department. Streamline your employee records with an employee file management software system.
Sorting and filing physical documents is inefficient and time-consuming, but most electronic systems aren’t much better. Ask anyone who’s ever sacrificed hours parsing through an overstuffed Excel file.
That’s where file management software systems come in. This innovative technology helps you sort, file, and retrieve important employee information and documents. In this guide, we’ll go over the top six employee management software systems of 2024. Learn about their strengths, weaknesses, and unique features.
If you don’t have the time to read through our research, jump down to our quick comparison table.
Our Top Picks
-
Best all-in-one file management software
-
Good for digitizing documents
-
Good for contract management
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
21
Tools considered
13
Tools reviewed
6
Best tools
chosen
What to Look For in a Employee File Management Software
The best document management systems cut down inefficient processes. Here are the key features they offer:
- Automated reminders nudge workers to upload their missing documents, freeing HR staff to focus on higher-value tasks.
- Instant communication keeps everyone on the same page and ensures employees can get to work faster.
- Simple navigation tools help even the least tech-savvy employees quickly find what they need.
- Unlimited storage ensures you can upload and organize all the documents essential to your business.
- A knowledge base provides a central hub to store and retrieve internal documents, such as routine forms or an employee handbook.
Embracing a mobile-first file management system like Connecteam lets you connect with the roughly 80% of the global workforce that doesn’t have access to a desk.
The 6 Best Employee File Management Softwares of 2024
-
Connecteam — Best all-in-one file management software
Connecteam takes our top spot for the best employee file management software of 2024. It provides a secure location for workers to upload their essential documents, so you no longer have to bring employees into the office just to fill out paperwork. For businesses with a distributed or highly mobile workforce, this translates to sizable savings in time and money. Let’s take a closer look at what Connecteam has to offer.
Locate All of Your Documents in One Easy-To-Manage Hub
Connecteam lets you centralize all of your important documents in one virtual hub. You can access your employee files, contracts, and more from anywhere in the world.
Efficient and customizable sorting mechanisms mean you don’t have to worry about misfiled paperwork or absent documentation.
Fast Collaboration Tools Keep Your Workers Connected
Connecteam does more than let you share documents and other files such as videos and photos. It also has an alert feature. Use it to communicate with your entire company, a single team or department, or just one employee. You can send out notifications about changing policies or the need to complete ongoing education requirements.
You can also set up automated notifications to alert your employees about uploading needed documents or renewing time-sensitive materials.
Maintain Employee Privacy With Granular Permissions Settings
Personnel files are rife with sensitive material. Fortunately, Connecteam’s intuitive interface lets you easily manage who sees what through its permissions center. You can grant specific users the right to access relevant documents or details and stay compliant with the law and your company’s internal policies.
Onboard Your New Employees in Record Time
Connecteam speeds up onboarding by letting employees upload documents directly. You can also collect electronic signatures and send and receive relevant files electronically.
Enhance Workplace Efficiency With a Comprehensive Suite of HR Tools
Connecteam goes beyond file management software. It also comes equipped with a broad range of employee management features, such as employee scheduling, payroll, and employee time-tracking functionalities. HR departments can manage virtually every aspect of personnel administration via Connectstream.
In addition, HR workers can take advantage of Connecteam’s collaborative tools to share files and send and receive secure communications. Connecteam gives HR staff multiple messaging tools. For example, they can open up a private communication channel for a one-on-one chat with a worker or send out a company-wide announcement through a group chat.
Key Features
It’s mobile-first for on-the-go access
Granular privacy settings let you control document access through your permissions settings
Automated reminders let employees know when to upload important documents
Store unlimited documents in your digital storage space
Its simplified onboarding process cuts down on needless inefficiencies
Easy navigation features let you locate any document effortlessly
Pros
Manage all of your employee documents in one secure location
Onboard employees faster and more efficiently
Let workers upload important documents from their mobile devices
Simple lookup features make document management easy
Cons
Training is digital-only
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 -
DynaFile — Good for digitizing documents
Available on
- Web
DynaFile provides businesses with a basic digital document management system with an emphasis on digitization. Barcodes are automatically added to documents when scanned, allowing for easier retrieval. Other features include batch scanning to organize unrelated materials faster, cloud collaboration, web-based storage, and administrative controls. It lacks some advanced features, but DynaFile lets workers share and comment on documents through secure digital channels.
Dynafile’s focus on scanning and sorting makes it suited for companies still clinging to their old filing cabinets. However, employers looking for a modern, all-in-one employee management software system may be better served elsewhere.
Key Features
- Automatically assigns barcodes to aid with document retrieval
- Electronic signature gathering
- Batch scanning abilities
- Managers can assign access permissions
Pros
- Web-based storage makes it easy to access documents on the go
- Cloud collaboration features enhance efficiency between locations
Cons
- Prices not listed on the DynaFile website
- No free trial is available
Pricing
Contact vendor for price Trial: No Free Plan: No
-
Avokaado — Good for contract management
Available on
- Web
Avokaado is a contract management system with employee document storage capabilities. Employers can create contracts from Avokaado’s customizable templates, request e-signatures, and file and sort contracts from the comfort of their office.
Rather than rewrite contracts from scratch, employers can use Avokaado’s clause-based automation feature to create a library of common clauses to swap in or out as they see fit. Other features include automated reminders employers can set for themselves or their employees. For example, they can remind employees when open enrollment starts on their health insurance plans or when they need to renew an industry-specific certification.
Unfortunately, Avokaado is currently only available in English. Employers may need another software system if their work crosses international borders.
Key Features
- Access to a library of contract templates
- E-signature "send and request" abilities
- A centralized hub for important documents
- Free forever plan offers robust functionality
Pros
- Free forever plan available
- Modifiable contract templates available
Cons
- Only available in English
- Limited number of templates
Pricing
Starts at $35/user/month Trial: Yes Free Plan: Yes
-
GoCo — Good for onboarding new hires
Available on
- Web
- iOS
- Android
GoCo is an all-in-one HR software solution that touches on multiple workplace functions. It offers detailed workflow creation functionality, which can smooth onboarding by letting employers welcome new staff members with detailed checklists of tasks and necessary documents.
It also enables automated reminders and deadlines, so managers don’t have to manually create reminders to send new employees their health insurance paperwork.
GoCo also offers a range of standard HR software features, such as e-signature gathering capabilities and document filing. Users can automate various repeatable HR practices, from onboarding to performance reviews.
Unlike some other entries on this list, GoCo doesn’t support many third-party integrations. Employers looking for a more flexible system may find that GoCo doesn’t meet all their needs.
Key Features
- Has buildable checklists and reminders
- Option to send out e-signature gathering requests via email
- Includes proprietary payroll software
- Customizable workflows for a variety of HR tasks
Pros
- Mobile app works for both Apple and Android devices
- Multiple automation features available
Cons
- Limited number of modules
- No free trial
Pricing
Starts at $5/user/month Trial: Yes Free Plan: Yes
-
DocuSign — Good for managing large contract volumes
Available on
- Web
- iOS
- Android
DocuSign helps HR departments comply with domestic and international laws while sending and receiving large contracts. Users can speed up the signing process by highlighting the areas they need to be signed, and it lets them color code boxes for their intended recipients.
While DocuSign maintains some basic employee document filing, sorting, and retrieval functions, it’s clear that the software’s primary focus lies in the contract sphere. Rather than hounding employees in person for their signature, employers can send out digital contracts with e-signature capabilities. This feature is useful for businesses with many contract workers, remote employees, and staff members who routinely work out of the office.
However, its lack of deep HR functionality means it may need to be paired with other software solutions to achieve the best results.
Key Features
- Comprehensive compliance and data governance standards
- Color-coding functionality
- Central digital repository for important documents
- Enhanced identity verification
Pros
- Makes contract creation and signature gathering easy
- A large number of third-party integrations are available
Cons
- Not built with comprehensive HR functionality in mind
- Restrictions on the number of files and file size
Pricing
Starts at $10/user/month Trial: Yes Free Plan: Yes
-
Eddy — Good for small businesses
Available on
- Web
- Windows
- Mac
Eddy bills itself as an HR software solution for local businesses. Its core functions center around automating routine HR tasks for small businesses. It tracks employees’ hours, assists with onboarding and offboarding, and lets users create profiles for workers. It also comes with an automated report feature with built-in analytics.
Customizable file management features let users sort documents according to their internal processes. Like most file tracking systems, everything is stored in one convenient hub.
Unfortunately, Eddy does not let users track which documents still need signatures, which can slow down the HR tasks it seeks to automate.
Key Features
- Mobile time clocks to track and manage employees on the go
- Applicant recruiting and tracking
- Key metric tracking with detailed analytics
- Employee files can be stored and retrieved from a central document hub
Pros
- Comprehensive HR management functionality
- Staff directory feature available
Cons
- Must call in for a custom quote
- Certain features are only available as paid add-ons
Pricing
Starts at $49/month + $8/user/month Trial: No Free Plan: No
Compare the Best Employee File Management Softwares
| Topic |
Start for free
|
|
|
|
|
|
|---|---|---|---|---|---|---|
| Reviews |
  |
|
|
|
|
|
| Pricing |
Starts at just $29/month for the first 30 users
|
Contact vendor for price
|
Starts at $35/user/month
|
Starts at $5/user/month
|
Starts at $10/user/month
|
Starts at $49/month + $8/user/month
|
| Free Trial |
yes
14-day
|
no
|
yes
|
yes
|
yes
|
no
|
| Free Plan |
yes
Free Up to 10 users
|
no
|
yes
|
yes
|
yes
|
no
|
| Use cases |
Best all-in-one file management software
|
Good for digitizing documents
|
Good for contract management
|
Good for onboarding new hires
|
Good for managing large contract volumes
|
Good for small businesses
|
| Available on |
Web
|
Web
|
Web, iOS, Android
|
Web, iOS, Android
|
Web, Windows, Mac
|
What Is Employee File Management Software?
Employee file management systems store employee records and other digital documents in a centralized database. It helps human resources professionals simplify their workflow and improve efficiency by moving employee records from filing cabinets to cloud-based electronic files where it’s easier to retrieve important or confidential information.
Software systems can also help companies comply with various laws and regulatory codes. For example, a trucking company’s employee file management software system may detect that a driver’s CDL is up for renewal and can send a helpful reminder so that the driver and the company stay on the right side of the law.
How Does Employee File Management Software Work?
Employee file management software systems marry fast communication with strong cybersecurity measures, such as encryption software, HTTPS protocol, and two-factor authentication. Sensitive information, such as a personnel file with employee Social Security numbers, can be kept safer than in a traditional paper environment.
Document locators let HR professionals act with greater efficiency. For example, if HR needed to get the aforementioned Social Security number to payroll staff, they could pull up the document in seconds using the software’s search tool feature.
Other features can speed up routine business processes. For example, electronic contracts can be emailed, signed, collected, and filed in minutes. In the age of remote work, this has become a necessity for any business trying to stay competitive in the current marketplace.
The software also saves businesses time by letting employees submit their paperwork through an online portal which routes the documents to the appropriate department or individual.
The Benefits of Employee File Management Software
Employee file management systems do more than modernize your office. It safeguards vital employee information while enhancing staff efficiency by automating routine tasks. Easy lookup features mean no more sifting through filing cabinets or poorly organized desktop files.
Foster a Spirit of Collaboration Within Your Company
This software fosters closer collaboration between departments by acting as a single source of truth. Rather than rely on duplicate information sources that may contain outdated or erroneous information, you can centralize all of your companywide data in one accessible hub.
Improved worker productivity puts money back into the company’s pocket. Every hour saved through improved efficiency means an extra hour that could be spent on other work-related tasks.
Stay in Full Compliance With Government and Industry Regulations
Employee file management software helps companies comply with government and industry regulations. For example, it can fine-tune permissions settings to avoid leaking sensitive employee information like Social Security or driver’s license numbers. The unauthorized sharing of either piece of information could cause a business to run afoul of the California Privacy Rights Act of 2020.
Take Back Your Time With Efficiency-Enhancing Tools
Mobile-friendly document uploading options makes HR managers’ lives easier by letting employees input important paperwork into their employee files from anywhere in the world. The ROI on freeing up your HR workers for higher value-added tasks will pay for the software several times over.
How Much Does Employee File Management Software Cost?
Employee file management software costs vary by company. While some free forever software systems exist, most programs have a monthly subscription base price plus an additional cost per user. This can quickly add up to hundreds of dollars a month for some plans. For example, DocuSign’s Business Pro plan costs $40 per user monthly. If you add just five staff members to this plan, you’ll pay $200 monthly.
Other software companies make you get on the phone to haggle with a sales representative. This lack of transparent pricing can be frustrating if you’re looking for a competitive quote. By contrast, Connecteam offers low and transparent pricing across the board. You can even get started with our completely free small business plan (up to 10 users). Paid plans run from $29 to $99 monthly for the first 30 users, with each additional user costing just $0.50 to $3, depending on the option.
FAQs
How do I organize my HR files on my computer?
Use a dedicated HR document management software to compile documents by purpose. File management systems like Connecteam can help you corral all your employee documents in one secure location.
Which is the best HR software?
Connecteam combines solid functionality with an intuitive user interface. Its innovative mobile-ready system lets employees upload documents directly from their smartphones. You can also take advantage of its robust automated systems to free up your HR professionals for other tasks.
Which software is used for storing employees' details?
You can store your employee information in a document management software system. Connecteam makes it easy to store, sort, and access HR files from one central location, so you’ll always have important employee data close at hand.
The Bottom Line On Employee File Management Software
Employee file management software increases workplace efficiency by speeding up routine HR processes. It also helps businesses function by providing a single source of truth for employee information and documentation.
Connecteam is a powerful, all-in-one employee file management software system. It stands out from the competition with its comprehensive feature set. Other software packages fail to touch on common pain points, but Connecteam offers a complete employee file management tool set.