Personnel Database Software
One centralised, secure record for every employee.
Centralise every employee record:
Secure, accessible & always up to date
Unit4 Prosoft Personnel Database Software gives HR teams a single, secure, cloud-based repository for every employee record, from personal details, employment history, and contracts, to certifications, documents, and organisational reporting lines. Role-based access controls ensure sensitive data is seen only by authorised users, while employees can self-update their own information through the ESS portal, reducing HR admin load across all your APAC entities.
What Unit4 Prosoft Personnel Database Software does for your HR team
Employee self-service. Admin in their own hands
Centralised, consolidated employee data
Built-in HR communication tools
Employee self-service (ESS) portal:
Empower employees to manage their own data, securely
Prosoft's Employee Self-Service (ESS) portal gives every employee secure, role-appropriate access to their own HR data. Employees can update personal information, view and download payslips, access certifications and training records, submit leave requests, and view important HR documents. All without raising an HR ticket or waiting for admin support.
Prosoft ESS delivers measurable benefits for both employees and HR teams, including:
Reduce HR administration. Employees self-update records, freeing HR for strategic work
Ensure always up-to-date records. No more chasing employees for data corrections
Increase employee morale and trust. Employees feel in control of their own HR data
Every employee record, instantly accessible:
Secure, searchable & always current
Prosoft's personnel database gives HR teams, line managers, and authorised users instant access to every employee record; employment contracts, personal details, org structure, performance history, training records, and more, from any device, anywhere. No more searching through filing cabinets, scattered spreadsheets, or disconnected HR systems. Everything is centralised, searchable, and protected by role-based access controls.
Prosoft's centralised personnel database also helps your organisation:
Manage compliance. Maintain accurate, audit-ready employee records for PDPA and local regulatory requirements
Improve HR processes with faster data retrieval, fewer manual lookups, and one source of truth
Make data-driven workforce decisions backed by complete, reliable, real-time employee data
Built-in HR communication tools:
Send letters, notices & updates directly from the platform
Prosoft's built-in communication tools let HR managers draft, personalise, and send official HR letters directly from the platform, like assignment notices, transfer letters, salary increment notifications, warning letters, and onboarding welcome letters. Templates are stored centrally, keeping correspondence consistent, professional, and audit-ready across all your APAC entities.
With Prosoft's built-in communication tools, your HR team can:
Communicate important HR updates to individuals, teams, or the entire organisation instantly
Keep employees informed with timely, consistent HR communications directly from their records
Save HR time with reusable letter templates and automated mail-merge from employee records
Frequently asked questions about
Personnel Database Software
What employee data can be stored in Prosoft's personnel database?
Prosoft Personnel stores a comprehensive range of employee data — personal details, employment history, job positions, salary records, certifications, documents, emergency contacts, and custom fields — all version-controlled so historical changes are tracked and auditable.
Is Prosoft Personnel PDPA compliant?
Yes. Prosoft Personnel is designed to comply with the Personal Data Protection Act (PDPA) across Malaysia, Singapore, and applicable APAC markets. Role-based access controls and full access logs ensure only authorised users can view sensitive employee data.
Can employees update their own data through self-service?
Yes. Prosoft's Employee Self-Service (ESS) portal allows employees to update personal information, view documents, access payslips, and manage their own HR data from any device. All updates are subject to HR approval workflows, ensuring data accuracy is maintained.
Can Prosoft Personnel handle a large workforce across multiple locations?
Yes. Prosoft Personnel supports thousands of employee records across multiple entities, countries, and locations within one centralised database. HR teams get a consolidated workforce view while individual sites retain their own access and data governance controls.