Hardly any HR department can do without HR software. After all, human resources management is one of the most administration-intensive areas of any company. From recruitment to working time recording and payroll accounting, there is a lot to do. With an HR system, you can make these processes as efficient as possible so that you have your head free for strategic decisions.

In this article, you will find out which HR tools are available and how HR software compares.

There are countless HR software providers on the market who offer tools for every conceivable use case. They differ greatly in terms of the functions they include and what they specialize in. So let’s take a look at the most common types to shed some light on the jungle of HR tools.

  • HR administration: So-called HRIS (Human Resources Information Systems) form the basis for managing employee data and documents. These include master data , employment contracts and digital personnel files, often in connection with working time accounts and payroll accounting. Examples of HRIS are Personio, Kenjo or HeavenHR.

  • Working time tracker: A plethora of HR tools (such as Clockodo, Clockify, Timebutler, TimeTac, etc.) pick out only the working time tracking aspect. They are designed to measure daily working hours and assign them to projects, submit vacation requests and document sick leave. As they can only map these simple processes, they seem rather rudimentary compared to other HR software.

  • Recruiting software: Some solutions such as softgarden or Greenhouse focus on efficient recruitment in order to relieve the HR department. To this end, they cover the entire recruiting process – from job posting and applicant management to onboarding .

  • Talent management and development: Some HR tools (e.g. Lattice, 15Five) specialize in boosting employee performance, paving career paths and developing skills. This includes functions for target agreements, performance appraisals and feedback discussions.

  • All-in-one solutions: More and more providers are claiming to be able to meet all HR management needs with a single all-in-one HR software. They often have a modular structure, combine various HR processes and offer a holistic overview. Established all-rounders include Workday, SAP SuccessFactors and BambooHR.

In the following tool comparison, we evaluate various HR software on the basis of five criteria that play a major role in HR managers’ decisions:

  • Functional scope: What functions does the HR software offer? Can it be used to optimize and automate your processes?
  • Flexibility: How well can the HR software be customized to your needs and team size, as well as integrated with your existing systems?
  • Cost efficiency: How expensive is the price per employee? Does it apply to all important functions or only to individual modules?
  • Usability: Is it easy and intuitive to use? Is IT knowledge required for customization?
  • Data protection: Is the data processing GDPR-compliant? Do you have a choice between cloud and on-premises hosting? Where are the servers located?

HR Software Evaluation

In order to be able to compare the results, we only selected HR management software with similar process coverage for the test. We did not include specialized software for individual processes such as time recording or recruiting. Here are the results:

SAP SuccessFactors is part of the German SAP SE and, with around 190 million users in 12,000 companies worldwide, is the biggest player in this HR software comparison. Since its foundation in 2001, it has established itself as a classic HR software for large companies.

  • Functional scope: SAP SuccessFactors presents itself as a comprehensive suite for human capital management. It offers all functions for HR administration and payroll, applicant and talent management, employee self-service, HR analytics and personnel planning . It also has AI functions to optimize and automate processes.
  • Flexibility: The HR software can be put together on a modular basis and integrated with many other systems via interfaces, e.g. ERP systems or BI tools. However, it is primarily aimed at large companies and international corporations with complex organizational structures and is not suitable for small teams.
  • Cost efficiency: The basic functions are included in SAP Core HR, which costs €16 per user per month if you book at least 1,000 licenses with a one-year term. SAP charges extra for additional modules. For small and medium-sized companies, SAP therefore usually goes far beyond the budget and requirements.
  • Usability: The modern user interface is intuitively designed, but can appear complex due to the many functions. You need internal IT specialists or expensive external consultants with SAP knowledge for implementation and subsequent adjustments.
  • Data protection: SAP SuccessFactors is mainly operated as a public cloud. Data processing can be GDPR-compliant if you use SAP data centers in the EU. However, some companies also use it as an on-premises solution based on SAP S/4HANA.

Workday was founded in the USA in 2005 and, as a major competitor to SAP SuccessFactors, is one of the leading providers of cloud-based HR software.

  • Functional scope: Just like SAP, Workday also promises HR software that covers all-in-one all functions from HR administration to applicant and talent management to HR analytics and workforce planning. However, Workday places an even stronger focus on payroll accounting and employee self-service. It also scores points with automated workflows and AI agents that you can use in recruiting, for example.
  • Flexibility: Workday offers high scalability and is therefore suitable for companies of various sizes, including large international corporations. You can configure the system with numerous modules and integrate various business applications via APIs.
  • Cost efficiency: Pricing for Workday HCM is opaque, customized on request and highly dependent on the modules required, so costs can only be estimated based on customer input. Depending on the agreement, a basic subscription can cost between €20 and €40 per employee per month, making Workday one of the more expensive solutions on the market.
  • Usability: Workday is characterized by an excellent user experience and a modern user interface with intuitive dashboards. Nevertheless, adjustments to the software and implementation are relatively complex and usually cannot be accomplished without IT experts.
  • Data protection: Workday operates a cloud-based software-as-a-service platform without an on-premises option. This means that you have to use the US provider’s servers and can therefore hardly ensure GDPR-compliant data processing.

HR Software Analytics

Personio is a cloud-based HR software for medium-sized companies with 10 to 5,000 employees. The German unicorn startup from Munich is expanding its position primarily on the European market.

  • Functional scope: As a typical HRIS, the core product (Personio Core) only contains basic functions for personnel administration (e.g. time recording, personnel planning) and employee self-service. Extended functions such as recruiting, talent management or payroll are outsourced to additional modules. Automated processes and HR chatbots are also available.
  • Flexibility: Although Personio has a modular structure and is scalable in principle, it is not suitable for very small or large companies. Integrations with some other tools such as Microsoft Teams, Google Calendar or Slack are possible without any problems. Otherwise, the personnel management software is hardly customizable.
  • Cost efficiency: Unfortunately, Personio does not publish fixed prices, but creates individual offers. The costs of Personio Core are estimated at 3 to 5 euros per employee per month. According to customers, additional packages cost between 13 and 18 euros per employee per month.
  • Usability: As the functions are kept rather simple, the user interface impresses with its intuitive operation. After implementation, your employees can familiarize themselves directly with Personio without extensive training. Individual adjustments to the software are not planned and would require IT knowledge.
  • Data protection: Personio operates a GDPR-compliant cloud with high security standards and servers in Germany. An on-premises version, which would allow customers to retain full data sovereignty, does not exist.

Read more about the experiences of Personio customers or take a direct look at a Personio alternative .

HRworks is a classic HR software for SMEs. Since 1998, the German company from Freiburg has supported over 3,000 customers and around 300,000 users in their HR work.

  • Functional scope: HRworks is essentially all about personnel administration. The HR software has a clear focus on travel expense and payroll accounting and recording working hours. However, there are also functions for applicant management, personnel development, employee self-service and HR analytics. Smaller automations and AI features are already available.
  • Flexibility: Overall, HRworks is not very flexible. As the provider calculates with at least 20 users, the software is not suitable for small teams. International companies should also avoid HRworks, as it only focuses on the DACH region. Integrations with DATEV and ADDISON, for example, are possible via ready-made interfaces.
  • Cost efficiency: Pricing is opaque because HRworks does not publish any information on costs. According to unverifiable user information, the basic subscription with 20 licenses starts at 258 euros per month. In view of the rather limited functions, this price-performance ratio seems poor. You also have to reckon with one-off implementation costs in the four-digit range.
  • Usability: HRworks impresses with a user-friendly interface, clear dashboards and easy navigation. However, the software can be overwhelmed by more complex requirements and individual adjustments can only be made by IT specialists.
  • Data protection: HRworks operates its cloud in an AWS data center in Dublin. As Ireland is part of the EU, you can generally store your data there in accordance with the GDPR. However, there is no data sovereignty because HRworks does not offer an on-premises version and uses Amazon Web Services, a US provider of all things.

Factorial is HR software from Everyday Software S.L., which was founded in Barcelona in 2016. The Spanish unicorn startup is particularly successful in Europe and Latin America.

  • Functional scope: Factorial defines itself as AI-powered all-in-one HR software that simplifies, automates and bundles HR management in one place. In fact, there are many use cases where the AI functions seem very helpful. The less spectacular main functions are for recording working hours and absences as well as applicant and talent management.
  • Flexibility: Thanks to many different modules, the software can be easily adapted to different needs and company sizes. Factorial uses a DATEV interface for payroll accounting. The system can be integrated with other applications via APIs.
  • Cost efficiency: The basic version called Factorial Core starts at 8 euros per user per month. However, many important functions are only available in extended packages, which incur additional costs. As Factorial does not disclose any information on this, the true cost is unknown.
  • Usability: Tidy dashboards, clear user interface and intuitive navigation – Factorial appears extremely easy to use both on the desktop and in the mobile employee app. Customizations to the software cannot be implemented by customers themselves and would require technical expertise.
  • Data protection: Factorial’s cloud is GDPR-compliant and hosted in Germany, more precisely in a Frankfurt data center operated by Amazon Web Services (AWS). However, the fact that the infrastructure belongs to a US provider and no on-premises installation is possible means that data sovereignty remains a pipe dream.

HR Software Usability

Sage HR is HR management software for medium-sized companies. The solution is part of the British Sage Group, which was founded in 1981 and is the original company in this comparison.

  • Functional scope: Sage HR focuses on the efficient mapping of central processes such as absences, time recording, shift planning, travel expenses and payroll accounting. There is a mobile employee app with practical self-service functions. There are also functions for recruiting and personnel development. Automation and AI are only included in larger packages and mainly relate to accounting.
  • Flexibility: Fortunately, Sage HR is highly scalable and communicates all prices and services transparently. This allows you to combine the modules according to your needs and number of employees. In terms of integrations, Sage HR offers synchronization with Google or Outlook calendars, Slack and other applications via the API.
  • Cost efficiency: The cheapest version (Sage HR Basis), which only includes personnel files, absence management and the mobile app, costs €4.50 per employee per month plus VAT. Other modules such as working time, performance or shift planning are available for 2.50 per employee per month. The recruiting module costs a flat rate of 175 euros per month. There are also other packages with combined price models for five or more employees.
  • Usability: Sage HR shines with a positive user experience, whether in the mobile app, in the browser or in the desktop version. As the user interface is clearly laid out and the functions are kept rather simple, operation is smooth and intuitive. You cannot make individual changes to the software.
  • Data protection: The cloud services are hosted in GDPR-compliant AWS data centers in Ireland. With a US provider, however, doubts remain as to whether the data is protected against government access from the USA. For full control, you can also use the Sage HR Suite as a local on-premises solution that you can install on your own hardware with common operating systems.

HeavenHR mainly optimizes the HR administration of medium-sized companies in Germany and cannot meet all the functional requirements of HR software. The Berlin-based start-up was founded in 2015.

  • Functional scope: As a classic HRIS, HeavenHR only enables HR administration with digital personnel files, working time accounts and a strong focus on payroll accounting. It offers lean, partially automated processes (e.g. in reporting) and good employee self-service including an app, but no AI functions. It also lacks functions for recruiting and other areas.
  • Flexibility: While scalability is almost unlimited, you can only choose between three modules when it comes to functions. HeavenHR enables seamless data exchange with social security institutions, but hardly any individual integrations. Furthermore, HeavenHR is not suitable for very small teams or international groups, as it requires a minimum price of 99 euros and focuses on Germany.
  • Cost efficiency: The pricing model is transparent and very simple. HR administration costs 5.50 euros and payroll accounting 12.50 euros per employee per month. The minimum price is 99 euros.
  • Usability: As the functions are reduced to administrative processes, the HR software is clear, intuitive and easy to use. Individual customizations are not provided.
  • Data protection: HeavenHR does not offer an on-premises solution, but the cloud ensures GDPR-compliant data processing because the servers are located exclusively in Frankfurt am Main, which means they are subject to German jurisdiction and strict data protection.

Zoho People is the cloud-based HR management software from the Indian Zoho Corporation and stands out in comparison, especially due to its low prices.

  • Functional scope: Similar to previously mentioned solutions, Zoho People enables HR administration, payroll, HR analytics as well as onboarding and talent management. The AI bot Zia and automations are included, while recruiting is outsourced to the separate Zoho Recruit solution.
  • Flexibility: Zoho People is a highly scalable HR software with 5 subscription options to suit different needs and team sizes. There is even a free basic version for up to 5 users to get you started. The flexibility of Zoho People is also matched by the fact that various applications from the Zoho Suite or third-party providers can be integrated.
  • Cost efficiency: The cheapest paid plan (Essential HR) includes employee, document and absence management, onboarding and the AI bot Zia for €1.25 per user per month. The Professional package for 2 euros per user also includes working time recording. The Premium version for EUR 3 per user per month also includes remuneration and performance management as well as advanced HR analyses. With the full Enterprise subscription, you pay 4.50 euros per employee per month. Overall, the pricing is very fair and transparent.
  • Usability: The clear user interface is relatively easy to use, especially for customers who already use other Zoho products. Zoho Sandbox provides a low-code testing environment. However, you will need administrators and developers for implementation and complex customizations of Zoho People.
  • Data protection: Zoho is an Indian cloud provider that operates its own data centers around the world (including in Amsterdam and Dublin). This means that European customers can store and process their data within the EU. However, you are responsible for configuring your cloud system in compliance with the GDPR and have no data sovereignty. An on-premises HR system is not available.

HR Software Flexibility

BambooHR is a US cloud provider for HR software. The company with the panda mascot was founded in Utah in 2008.

  • Functional scope: As an all-in-one solution, BambooHR offers almost everything your heart desires, from HR data and reporting to applicant and talent management, time tracking and payroll. An AI assistant is offered as well as HR automations.
  • Flexibility: In principle, BambooHR can be used for a wide range of needs and company sizes. However, some functions are only available for US employees. The HR software can be connected to other tools via the open API and offers over 150 pre-built integrations.
  • Cost efficiency: For companies with up to 25 employees, BambooHR is available starting at a flat monthly price of $250. Larger companies pay 10, 17 or 25 US dollars per month for each employee - depending on whether they opt for the Core, Pro or Elite plan. The services included are listed transparently on the website. Additional packages such as time recording and payroll accounting cost extra.
  • Usability: The user-friendly interface has a more colorful design than other tools and offers equally intuitive navigation. However, the variety of functions can make it confusing. You cannot change the software itself, but with basic IT knowledge you can easily extend it via the API.
  • Data protection: BambooHR is a pure cloud service without an on-premises option. Due to the server location in the USA, the use of BambooHR entails high data protection risks for companies in the EU, which are bound by the GDPR when processing employee data. Data transfer to third countries such as the USA is generally not recommended.

HiBob is an HR software provider from Israel with branches worldwide. The start-up was founded in Tel Aviv in 2015 and has expanded through several rounds of financing.

  • Functional scope: The Core HR System centralizes data and processes in the cloud so that geographically dispersed teams have access to HR administration at all times. Other modules relate to payroll accounting, talent management and personnel planning, for example. The platform can also score points with an AI assistant and automate routine tasks.
  • Flexibility: A mandatory basic module called Core HR forms the basis for HiBob. Additional modules allow companies to configure the HR system according to their needs. It can also be integrated with other tools via an open API. The provider presents a collection of solutions on its website; however, it is not clear which services are included in which products.
  • Cost efficiency: HiBob completely disguises the costs. There is no public information about the prices of certain modules, only individual offers. Therefore, no statement can be made about the price-performance ratio and customers cannot protect themselves from being ripped off.
  • Usability: The design is more colorful than other software solutions, but this also makes it more cluttered. Nevertheless, the user interface and navigation are relatively intuitive. With IT knowledge, you can extend the software via the API.
  • Data protection: HiBob is a cloud-based HR platform and does not offer an on-premises installation. It uses some third-party providers from the US and Israel as subcontractors to process personal data, including Amazon Web Services as a cloud provider. This makes GDPR compliance difficult to ensure and data sovereignty impossible.

Kenjo is an HR software for industrial, commercial and service companies. Since its foundation in Berlin in 2017, the company has opened up markets in DACH, Spain and Latin America.

  • Functional scope: The HR management software places a strong focus on shift planning, time recording and payroll accounting. Employees can use the self-service functions in the mobile app for this purpose. Another focus is on recruiting. Kenjo uses automation, but does not yet offer any AI functions.
  • Flexibility: Kenjo is very inflexible, especially in the starter version, while user-defined workflows and automations are possible in the two higher price categories. The HR software can be scaled as required and integrated with many other tools such as DATEV, Slack, Outlook and Google Calendar.
  • Cost efficiency: The starter package for 5.40 euros per employee per month includes basic functions. Extended functions are available from 9 euros per employee per month. The corresponding services can be found in great detail on the website. Kenjo charges a flat rate for additional services such as DATEV integration.
  • Usability: The simple design seems almost loveless compared to other HR tools, but it serves its purpose. Simple dashboards, calendars and overviews dominate the user interface. The already limited customization options of the software can hardly be exploited without IT knowledge or paid support from Kenjo.
  • Data protection: This is a pure cloud software without an on-premises version. On the plus side, Kenjo’s servers are located in Frankfurt am Main. Due to the location in Germany, data processing is subject to the provisions of the GDPR. However, the servers are hosted by the US cloud provider Amazon Web Services, which means there is no data sovereignty.

SeaTable is the only provider in this comparison to take a truly innovative approach: the German AI no-code platform enables HR teams around the world to develop new, individual processes from scratch instead of having to put up with ready-made HR software. The Mainz-based company has been working on this pioneering technology since 2020.

  • Functional scope: At the heart of SeaTable is a relational database in which you can manage all information and documents relating to HR work. You can rethink your HR processes from scratch or start with free templates, e.g. for recording working hours, recruiting or onboarding. Automations and AI functions make routine tasks much more efficient. You can also use the app builder to create your own apps for employee self-service or HR management without any programming knowledge. HR analyses are child’s play thanks to various statistics and views.
  • Flexibility: SeaTable offers the greatest design freedom of all HR tools in this comparison. The processes are not predefined, but can be completely customized. In addition, SeaTable is suitable for companies of any size and is almost infinitely scalable. Integrations with any number of applications are possible via the API.
  • Cost efficiency: The provider relies on a cost-efficient pay-as-you-go model for its cloud. When registering, you always start free of charge with the basic version, which already offers sufficient functions for most use cases. For 7 or 14 euros per user and month, you can upgrade to a Plus or Enterprise version , which offers you more functions, users and storage space.
  • Usability: SeaTable impresses with an intuitive user interface based on a playful modular principle with simple drag-and-drop functions. This allows you to build your own HR software, develop apps, implement AI automations and make changes at any time without having to rely on IT experts.
  • Data protection: You are free to choose whether you want the convenience of the cloud or prefer an on-premises installation with full data sovereignty. Data processing in the cloud is 100% GDPR-compliant and meets the highest security requirements, as it takes place in German data centers of the Swiss provider Exoscale.

SeaTable clearly stands out in this HR software comparison. One reason for this is the revolutionary no-code approach : Instead of having to make do with predefined software, you can simply develop your own solutions and adapt them to your needs at any time. Thanks to visual elements, no programming knowledge is required, so that in principle anyone can become a Citizen Developer . Consequently, you can use SeaTable not only in human resources, but also in other areas such as marketing , sales , finance and project management .

SeaTable is exceptionally flexible at all levels, be it in the customizability of processes and applications or in the scalability and deployment type of the platform. You can design your HR system entirely according to your ideas and decide for yourself whether you want to use the SeaTable Cloud or install SeaTable Server on your own infrastructure. Last but not least, you get an all-in-one solution for your money that scores with an excellent price-performance ratio.

Are you considering switching to SeaTable? Then take a look at handy HR templates to help you get started with SeaTable.

Create an overview of all employees.

Use template

Keep an eye on vacancies and applications.

Use template

Record working hours systematically.

Use template

Plan absences in advance.

Use template

What are typical HR tools?

For a long time, the market for HR software was dominated by a few large providers such as SAP SuccessFactors, Workday and Sage HR. New competitors have been catching up significantly for around ten years. In the European market, for example, these include the German start-ups Personio, HeavenHR and SeaTable; internationally, BambooHR, Zoho People, HiBob and Factorial are playing a larger role.

Which HR software is the best?

Every HR software has its strengths and weaknesses. Which one suits your company depends on your requirements and the size of the HR system. While SAP SuccessFactors can easily handle tens of thousands of users in complex, international corporations, many other tools are aimed more at medium-sized companies. There are solutions such as HeavenHR or Kenjo, which are functionally limited mainly to HR administration, or HR software that covers almost everything all-in-one. The most flexible solution in this comparison is SeaTable.

What does HR software cost?

Prices range from free tools for up to 25 users (SeaTable) to a few euros per user and month (e.g. Zoho People) to expensive HR systems that start in the four-digit range. For example, a comprehensive SAP system with several thousand users can quickly cost over 100,000 euros per month. Caution: Some providers (e.g. Personio, Factorial, Sage HR) outsource important functions to expensive add-on packages. Caution is also advised with non-transparent prices (e.g. Workday, HiBob, HRworks), which often indicate a rip-off.

TAGS: HR Administration Applicants & Talents Management Tools & Plugins