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personnel database software

How personnel database software drives employee engagement

from  June 1, 2022 | 4 min read

From recruiting to onboarding, training and payroll, personnel database software plays a significant role in companies. Human resource departments rely on this system for handling data sets and turning them into actionable insights.

While HR professionals mainly benefit from the employee database management system, workers also taste a few of its benefits. This HR solution manages tons of employee data while giving everyone access to business information and everything they must know.

How employees feel towards their organisation influences their engagement and productivity levels. The more they feel valued and part of the loop, the higher chances of building positive work relationships with them.

Let’s delve deeper into how HR database software helps drive employee engagement.

First, what is an employee database management system? 

Employee database software is a tool that holds a variety of personnel fields, such as name, address, birth date, job title, recruitment info, etc., and syncs them across other business platforms. It also allows HR staff to monitor attendance, performance, salary and other essential records within one location.

Here are a few core functionalities of employee database software:

  • Records management
  • Employee self-service
  • Organisation chart
  • Security and compliance

The role of personnel database software in employee engagement

1. Smooth transition

Involvement doesn’t end in giving employees a bird’s eye view of an organisation’s hierarchy and other business information. It’s also crucial that workers have access to their data to understand their place in the company’s reporting structure.

The software stores all data every new employee needs to familiarise. It includes employee directories, organisational charts, holidays, standard working hours, clocking on and off times, timesheets and expenses, and company policies.

Since HR-related information is kept in a single, easy-to-access digital space, HR managers can save time and optimise the onboarding process while keeping new team members engaged from day one. 

2. Synchronous information

Database management systems prevent information silos. They break down the communication barriers by ensuring a seamless flow of information and creating data transparency.

For instance, users can access employee information with the click of a button. Whether they’re looking for a colleague’s contact details, work email, or emergency contact number, they can easily find them via the software’s advanced search.

The HR software also makes corporate data available to everyone. Employees can view company assets, such as employee handbooks, work or report templates, business processes, minutes of meetings, company updates or events, and other documents.

So, what’s the connection between data transparency and employee engagement? Real-time information promotes open communication. It doesn’t leave out a single organisational member, reducing workplace frustration.

Employees don’t need HR to entertain their questions as they can find answers and make work decisions for themselves. 

3. User access rights

Involvement doesn’t end in giving employees a bird’s eye view of an organisation’s hierarchy and other business information. It’s also crucial that workers have access to their data so they can better understand their place in the company’s reporting structure.

The good news is that personnel database software provides clear user access rights. Thanks to the employee self-service portal (ESS), users can view and update their personal data, such as their addresses, contact information, and bank details.

In addition to updating personal details, employees can also view their job responsibilities, department managers, developmental goals and salary reviews directly in the system. 

According to a study, workers deliver better results when they feel involved and more enthusiastic about their work. So, it’s a good thing to invest in a database management system that gives employees access to and control over what they need to know.

Parting thoughts

Employee engagement is vital to business success. Employees are the most valuable asset every organisation has; everything they do can influence the workforce and the company.

Without engagement, it’s impossible to improve business outcomes. Workers must feel like they’re part of the team; they must feel trust to reciprocate trust—and giving them access to up-to-date HR information is one way to keep them involved.

Unit4 Prosoft is an all-in-one human resource system that features several HR modules, including employee database management. Our personnel database software helps you put the admin work in your employees’ hands, manage and consolidate data in one place, and streamline communication. 

Contact us at +(65) 6333 6133 to learn how our HRMS solution helps manage employee records effectively, or sign up here for a personalised demo.

Unit4 Prosoft

Unit4 Prosoft have been serving customers in Asia for 30 years and is trusted by over 1,000 businesses across the APAC region in the manufacturing, healthcare, retail, construction, and professional services industries. Unit4 Prosoft HRMS has modules that support every aspect of your HRMS programs and allows you to manage people’s entire hire-to-retire cycle with a central control center and database. Your people get the flexibility and freedom to have what they need—how, when and where they need it.