Customising HRIS SaaS for Your Small Business - 5 Best Tips

Not all platforms are one-size-fits-all, and customising them to meet your specific small business needs is crucial.

Human Resource Information System (HRIS) Software as a Service (SaaS) solutions have become an essential tool for streamlining HR processes for companies of all sizes. However, not all platforms are one-size-fits-all, and customising them to meet your specific small business needs is crucial. In this article, as experts in HRIS  , our software gurus will explore 5 tips and best practices for customising HRIS for your small business in Ireland, The UK or anywhere else across the globe. So let’s get going and find out more about why HRIS is so crucial for your small enterprise.

The Importance of HRIS SaaS for Small Businesses  

With up to 32% of businesses regularly updating their HR systems, according to marketing giant, Statista  , it’s not surprising to discover that HRIS SaaS platforms have revolutionised how small businesses manage their HR functions.

Read more by heading over to another helpful article What Is A HRIS?

These cloud-based solutions offer a range of benefits, including:

• Cost-efficiency: Small businesses often have limited budgets, and SaaS solutions offer a cost-effective way to access robust HR management tools without the upfront costs associated with traditional HRIS systems.

• Scalability: As your small business grows, your HR needs evolve. SaaS platforms are scalable, allowing you to adapt the system to your changing requirements without substantial investments in new hardware or software.

• Data Security: HRIS SaaS providers invest heavily in data security, ensuring your employee information is safe and compliant with data protection regulations.

• Accessibility: Cloud-based HRIS solutions enable remote access, which is especially important in today’s remote and hybrid work environments.

So although these benefits are universally appealing, the key to optimising HRIS SaaS for your small business lies in customisation.

Best Practices for Customisation  

Let’s delve into 5 of the best practices for tailoring these platforms to your unique needs.

1. Starting with Standard Features  

Begin by leveraging the standard features of your HRIS SaaS. Customisation should enhance and extend these features, not replace them. HRIS SaaS platforms come equipped with a wide array of standard features designed to cover the most common HR needs. These features are the foundation upon which you can build a tailored HR management system.

Here’s why it’s essential to begin with the standard features:

The standard features of your HRIS SaaS provide a baseline of functionality that can meet many of your HR requirements out of the box. This baseline ensures that your HR processes can continue uninterrupted while you focus on customising the system to address your unique needs.

Now, how to make the most of these standard features before delving into customisation:

• Assess Your Needs: Before you customise, conduct a thorough assessment of your HR processes and requirements. Identify which standard features can already address those needs. For example, if you need to manage employee time and attendance, utilize the built-in time tracking module if available.

• Employee Training: Ensure your HR team and employees are well-versed in using the standard features. This includes comprehensive training and onboarding, so everyone knows how to maximise the utility of these features.

• Standard Workflows: Make the most of standard workflows for common HR tasks. These workflows often reflect best practices in HR management and can be a valuable starting point for your processes.

• Continuous Improvement: Even as you customise your HRIS, continue to leverage standard features for ongoing processes. They can serve as benchmarks for improvement. Regularly assess how well they align with your evolving needs and make adjustments when necessary.

2. Prioritising Mobile Access  

The advancement of digitalisation and the shift to a more knowledge-based economy have made the option of remote work and hybrid work possible for employers and employees.

According to current government figures  , 44% of workers are either working from home or a hybrid.

So it stands to reason that in an increasingly mobile workforce, prioritising mobile access and ensuring that your customised HRIS is accessible from smartphones and tablets is crucial.

The modern workforce is on the move, and mobile devices have become indispensable tools for employees and HR professionals alike. Ensuring that your customised HRIS is mobile-friendly is no longer a luxury but a necessity.

So here’s how to prioritise mobile access when customising your HRIS:

• Responsive Design: Ensure that your HRIS has a responsive design that automatically adapts to different screen sizes and orientations. This guarantees a seamless experience on various mobile devices.

• Mobile Apps: Consider developing mobile apps that provide dedicated access to your HRIS. Apps can offer an optimised user experience and additional features like push notifications for HR updates.

• Security Measures: With mobile access, security is paramount. Implement robust security measures to protect sensitive HR data accessed via mobile devices. Features like biometric authentication and encryption can enhance data security.

• Usability Testing: Before rolling out mobile access to your customised HRIS, conduct thorough usability testing. Engage employees and HR staff to ensure that the mobile interface is intuitive and user-friendly.

• Cross-Platform Compatibility: Ensure that your mobile access solution is compatible with various mobile operating systems, such as iOS and Android. This guarantees inclusivity for all users, regardless of their device preferences.

3. Automating Repetitive Tasks  

Automation is a game-changer for HR departments, especially in small businesses where time and resources are often limited. By customising the best HRIS for small businesses  to automate repetitive tasks, you can achieve numerous benefits that enhance efficiency and accuracy.

Here’s how to effectively automate repetitive tasks through customisation

• Process Mapping: Begin by mapping out your existing HR processes. Identify repetitive tasks that can be automated. This might include creating workflows for onboarding, leave requests, and payroll calculations.

• Custom Workflow Design: Work with your HRIS provider to customise workflows and rules that align with your specific HR processes. Tailor these workflows to your company’s unique policies and procedures.

• Integration: Ensure that the automated processes are seamlessly integrated with other HRIS components, such as employee records and time tracking. This enables data to flow smoothly between different modules.

• Testing and Quality Assurance: Rigorously test automated processes to ensure they function as intended. Testing should involve various scenarios to identify and rectify any issues.

Data tools customisation  

Customising analytics tools with HRIS (Human Resources Information Systems) is a strategic approach and is one of the important benefits of HRIS for small businesses. Start by defining key HR metrics and KPIs specific to your business needs. Then, configure your HRIS to capture and process relevant data points, such as employee turnover rates, performance reviews, and recruitment metrics.

Also, create custom reports and dashboards within your HRIS that align with your chosen metrics.

Tailor these reports to display data in a format that makes sense for your organisation, like charts, graphs, or tables. This ensures that you can easily track and visualize the information that matters most to your HR decisions. Implement alerts and notifications within your HRIS to proactively identify trends or anomalies in the data. For instance, set up alerts for excessive overtime or sudden spikes in employee attrition.

5. Customise repetitive tasks  

Automating repetitive HR tasks through the customisation of an HRIS is essential for small businesses because it optimises efficiency, reduces errors, ensures consistency, and provides flexibility to meet their unique needs.

This combination of automation and customisation helps small businesses effectively manage their HR functions, ultimately contributing to their growth and success.

• Assess Your HR Workflow: Begin by identifying the repetitive tasks in your HR department, such as onboarding, leave requests, and payroll processing. Understand the current workflow for these tasks to pinpoint areas that can be automated.

• Select an HRIS Solution: Choose an HRIS software that allows for customisation. Popular options include BambooHR, Workday, and ADP. Ensure it’s scalable and can be tailored to your unique requirements.

• Define Your Requirements: Clearly define what you want to customise within the HRIS. Consider factors like approval processes, document storage, reporting, and integration with other software systems.

• Customisation Tools: Leverage the built-in customisation tools provided by your chosen HRIS. This might include form builders, workflow designers, or scripting capabilities. Customise fields, templates, and data structures to match your needs.

• Workflow Automation: Configure workflows for specific HR processes. For example, create an onboarding workflow that automates document collection, task assignments, and approval notifications.

• Data Integration:* Integrate your HRIS with other systems in use, such as your payroll software or time-tracking tools. This ensures a seamless flow of data and eliminates redundant data entry.

• Testing and Validation: Thoroughly test the customisations to ensure they work as intended. Validate that the system can handle various scenarios and exceptions that may arise in HR processes.

Customising HRIS SaaS for Your Small Business - How We Can Help  

To wrap up, customising HRIS SaaS for your small business is not just an option; it’s a necessity in today’s dynamic and competitive business landscape. The benefits of HRIS SaaS, including cost-efficiency, scalability, data security, and accessibility, are undeniable.

However, the true power lies in customisation.

By following the best practices outlined in this article, you can unlock the full potential of your HRIS SaaS solution. Starting with standard features, prioritising mobile access, automating repetitive tasks, and customising data analytics tools and workflows can transform your HR processes. This customisation is not only about efficiency but also about making informed decisions that drive your business forward. At Hromni.com, we understand the unique needs of small businesses in Ireland, the UK, and beyond. Our software gurus are here to help you navigate the world of HRIS customisation. With our expertise, you can tailor your HRIS to align with your business requirements, ensuring that it remains agile and responsive to your evolving HR needs. By customising your HRIS SaaS, you’re not just streamlining HR processes; you’re investing in the growth and success of your small business.

It’s time to leverage the power of customisation and take your HR management to the next level with HROmni.com