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12 Best HR Document Management Software to Choose in 2021

HR specialists lose an average of 14 hours a week manually completing tasks that could be automated, according to a CareerBuilder survey. HR manual processes such as recruitment, employee development along with compensation management are heavily dependent on document creation and workflows that HR managers have to manage effectively, without delays and mistakes.

In HR, automating document workflows and contract lifecycle management is a life-saver. Without it, manual and time-consuming tasks like drafting employment contracts, amendments to payment or position changes, vacation time applications, company policies approvals and signature collection from all stakeholders may take over an HR professional’s entire week. This means that the other core functions may not receive HR’s proper attention at all.

Using the best HR document management software is essential. But what exactly helps HR professionals get the job done efficiently and which software is a good fit for which tasks? How does one offering stack up against the other? 

We narrowed our search to focus on HR document quality, collaboration, and management. Here are the 12 best options to consider.

1. Avokaado

Avokaado is a comprehensive solution that combines all the features modern companies require from HR’s contract lifecycle management software. It enables the legal function to delegate all workflows to HR giving both departments peace of mind, eliminating the tedious task of uploading and downloading documents between different platforms several times and tracking their statuses manually.

Tools and Key Features: 

  • Data-driven document management: Avokaado makes it easy to templatize HR documents with all different scenarios and keep all documents and files in one place. With meta-data and full-text search, HR professionals can eliminate lost and misfiled documents cases. The result is faster employee onboarding, as well as the streamlining of common documents like employment contracts and amendments to them.
  • Smart drafting: With pre-approved templates there’s no need to start a document from scratch as an automated questionnaire does the job for you: choose between available options, re-use contract data, apply automatic formatting and styles (also in bundles). Every feature for simplifying HR documents and forms adds up to one thing: faster drafting. 
  • “Mass” features: Mass drafting, mass document execution, mass tracking. That means fewer contracts getting lost in a pipeline of manually-executed documents.
  • Document collaboration and signing: Share the editing process with hiring managers so they add the tasks to the contract before it’s sent out for e-signing by the new employee or management. Leave comments using in-document chat function if necessary. Execute your contracts without ever leaving the browser using integrations with global e-signature provider SignNow and digital signature provider Dokobit.
  • Automatic reminders: Need to renew a contract? Automated reminders will send a ping to the appropriate document collaborators.
  • Data tracking/analytics: Monitor the entire HR document workflows from a single dashboard. This makes it easier to review your entire human resource file management system from a single source, promoting better-quality decisions.

Pricing: 49€/month/user for up to 15 users, free trial and freemium plans available

👉 Try Avokaado for free for 7 days

2. BambooHR

BambooHR aims its HR document management services at small-to-medium-sized companies, offering integrated payroll and e-signature services.

Tools and Key Features: 

  • Centralized HR database for document storage, which also helps reduce duplicate documents.
  • Employee self-service, letting employees check their own information on an HR dashboard.
  • Mobile hiring app, letting recruiters review candidates on the go.

Pros and Cons:

Pros

Cons

Employee self-service features help remove some of the workload from HR professionals.

Price based on quoting, making it possible costs will be higher than you estimate.

Email-based customer support available in the “Essentials” version; additional phone support with higher pricing tiers.

No advanced components available in the “Essentials” version, including features like advanced reporting, tailored workflows, and more. The best HR document management software often includes more advanced features.

Email alerts connected with documents come with “Essentials,” making it possible to automate document workflow reminders.

Inability to work with API unless moving beyond the “Essentials” version.

Pricing: Via custom quote only. Free trial version available.

3. Document Locator

Aimed at getting companies compliant with document storage regulations, Document Locator offers a number of strategic HR document workflows.

Tools and Key Features: 

  • Secure, paperless document storage includes migrating HR documents and forms into digital, searchable versions.
  • Centralized HR “policy” documentation and workflows, including automated notifications when updates are made to HR policy.
  • “Required reading” feature makes it possible for HR professionals to ensure employees receive new policy updates and must-read documentation.

Pros and Cons:

Pros

Cons

Extensive training available, including live online training, webinars, and more.

Some users complain that the training is necessary because of how complicated it is to use.

SQL server for document storage prevents from having to constantly un-encrypt, promoting the safety of sensitive HR materials.

Limited accessibility if you aren’t using Windows, included limited mobile access.

Managing secure HR file documentation is easy with the robust security features such as document logs and customizable privileges.

Interface limitations make it difficult to view everything in a single dashboard; may require some training for different team members.

Pricing: $260 per user per year

4. eFileCabinet

eFileCabinet’s document management software includes both cloud-based and on-premise HR document storage solutions.

Tools and Key Features: 

  • Cloud and on-premise platforms provide multiple options for either small or large businesses.
  • Optical character recognition for quick searching through documents, even when outdated versions of documents are typically difficult to search.
  • Collaboration tools and digital asset management for handling HR document storage on an enterprise level.

Pros and Cons:

Pros

Cons

Scanning paper to electronic documents is easy, along with robust searching features that make it possible to scan old documents “optically.”

Pricing is per-feature and tends to work better for large enterprises than small operations.

Secure, online storage of documents online.

Security concerns can lead to hiccups like fast email timeouts when granting document viewing permission.

Easy customization of sharing options, allowing HR to control who sees which document and when.

Some problems with loading third party apps such as Gmail, which could get in the way of how small companies manage documents.

Pricing: $1,200 per feature per year

5. Contract Logix

Focused on the management, signing, and approval of relevant business and HR contracts, Contract Logix focuses on contract document lifecycles.

Tools and Key Features: 

  • Full text search makes it easy for HR managers to look up specific documents and find the proverbial needles-in-haystacks.
  • Robust HR document storage features such as full, casual, and read-only options. Also offers training and support, including email, help desk, phone chat, knowledge forum, and both in-person and online training features.
  • Contract lifecycle management is a key feature here, addressing a concern many managers have: being able to access documents at a moment’s notice no matter where they may be in the lifecycle.

Pros and Cons:

Pros

Cons

Users like the customization and found it easy to use once it was up and running, but this may incur some costs on the frontend.

High levels of customization require plenty of customer support and extensive onboarding, especially at the beginning.

Contract lifecycle management features available from the get-go, meaning once you’re up and running, it’s easy to manage every document.

With customization, expect programming time to be an issue as well.

Compliance tracking features are important for industrial HR representatives who have to think about standards like ISO.

Limited desktop functionality for teams in unique situations, such as Linux or Chromebook.

Pricing: From $59/feature/month

6. Contractbook

Offering contract lifecycle management to small-to-medium-sized businesses, Contractbook takes a data-centric approach to its HR document automation capabilities.

Tools and Key Features: 

  • AI-enabled HR document management automation to help reduce workload, including HR reminders for documents that require approval
  • Complete lifecycle management for contracts, especially sales contracts, can automate things for HR professionals. 
  • Auto-generate contracts feature can work with existing templates, which is especially beneficial for companies with a lot of repeating contracts. 

Pros and Cons:

Pros

Cons

Puts all incoming and existing contracts in one place, helping HR automate onboarding documents and employment contracts.

Working off of templates can be a shortcut, but can also make editing tedious in the early stages of onboarding.

Reviews agree that it’s user-friendly and easy to start up, especially good for small to medium-sized businesses.

Updating old versions of contracts is difficult and may result in multiple versions of each document.

Automation is robust enough to handle tedious jobs and simplify the contract approval process.

May have to spend time creating your own templates, which is especially time-consuming for small businesses who might not repeat contracts as often as large businesses.

Pricing: From $115/month/3 users

7. ContractWorks

Aimed at making the management and storing of contracts easier, ContractWorks hopes to bring HR contract management to businesses both large and small.

Tools and Key Features: 

  • Completion and compliance tracking automatically integrated, making it easier for HR to ensure compliance with regulations such as ISO standards.
  • Text search available, making it easier for HR professionals to reference specific contracts at a moment’s notice.
  • The electronic signature feature enables remote communication and onboarding of new contracts.

Pros and Cons:

Pros

Cons

Easy contract tracking makes it easy to monitor HR documents online and check who still needs to sign which document, ideal for HR managers.

Lack of customization means that organizations will have to adapt to it rather than vice versa.

The intuitive form-filling is effective as a time-saver, especially for large organizations.

Lacks common features like tagging colors, which could end up costing HR managers extra time when digging up documents.

HR managers can tag and create alerts on documents, such as contract renewals or terminations, to keep people in the loop with reminders.

Lacks address book for the reviewers of contracts.

Pricing: $600/month for unlimited users

8. Ironclad

The goal of Ironclad is to streamline HR documents such as employment contracts and reduce the clutter associated with paperwork for business deals.

Tools and Key Features: 

  • Version control and extensive notation system allow people from all over the company—not just HR—to dip into a specific document.
  • Compliance tracking features are largely automated, giving HR the time to focus on optimizing other features such as notations for document workflow.
  • Text search makes it easy to sift through documents, as the process is largely automated and cloud-based.

Pros and Cons:

 

Pros

Cons

Rave reviews for ease of use, making it effective for non-HR stakeholders and management to implement changes.

As the software is new, some details are hard to come by, including customizable features and pricing.

Easy tagging features make it possible to track, locate, and modify documents throughout the workflow.

Lower on the personalization end, which may frustrate some HR managers looking to make the system fit into their existing workflows.

Additional notes assist with tracking workflow, helping avoid multiple versions of the same document.

Limited search capabilities, which means that the notation features may be necessary.

Pricing: $500/month

9. Juro

Collaboration across multiple departments—including HR—is Juro’s goal, thanks to its self-serve automation features and single dashboard.

Tools and Key Features: 

  • In-browser editing for both HR and leadership to alter contract text from multiple sources, simplifying the document modification process.
  • The document tracking is intuitive and easily automated, which makes it ideal for both HR and non-HR professionals to review documents.
  • Effective with specialty contracts, including customer service and live support that has helped users navigate less intuitive HR contracts.

Pros and Cons:

Pros

Cons

“Self-serve” automation makes it easy for people all across the company—not just “HR”—to pop in and review documents.

Limited desktop accessibility; more designed for web-based application use.

Customer service gets rave reviews, especially when it comes to solving unique contract cases that aren’t intuitive to the platform.

Pricing is limited and per user/month, giving small and medium-sized businesses incentive to try the system.

Notation on contracts, such as contract signing dates, is easy to view and manage for HR professionals to get a quick reference.

Multiple changes at once can be difficult, which may be time-consuming for HR professionals who want something more automated.

Pricing: $59/user/month

10. Precisely

Full contract lifecycle management from generation to storing, designed for a wide range of company departments including HR.

Tools and Key Features: 

  • End-user permission controls allow HR to manage documents securely and control who can view and modify document wording
  • Notification system automatically sends out reminders when new negotiations are needed or contracts are about to expire. 
  • Centralization for all tasks and reminders, giving HR managers a single dashboard for daily review.
  • Strictly web-based, making it suited for remote teams or companies already using web-based SaaS.

Pros and Cons:

Pros

Cons

Intuitive notification system is handy for keeping on top of new negotiations or preparing negotiations when contracts are set to expire.

Some lack of integration when it comes to mobile usage and desktop-based features; strictly limited to web/cloud basis.

Highly rated for ease of use; designed for quick onboarding and easy web access for companies who don’t have more robust, enterprise-level needs.

Customers found it difficult to customize headers and footers on templates; features may be forthcoming.

Well-reviewed customer service, with robust features such as email/help desk, FAQs, and 24/7 support.

Lack of design and customization when creating and editing templates, limiting branding opportunities.

Pricing: From $49/user/month

11. Legito

Build and automate contracts with Legito thanks to rich security features and document automation.

Tools and Key Features: 

  • Word to Legito conversion is a winning feature, offering quick onboarding onto the system with minimal user interface.
  • Template editor and data importing features make automation easier, allowing even HR documentation at complicated companies to be more intuitive.
  • Extensive customer support available for onboarding, even though onboarding is largely automated.

Pros and Cons:

Pros

Cons

Integration with Word docs makes it easy to import existing documents into Legito automated documents.

Email notifications lack direct links to new versions of documents, leading to some confusion and multiple document versions.

Generating automated documents and sharing with clients is just a few clicks.

Some users run into problems with people being able to work on the same document at the same time. 

Highly “out of the box” features make it easy to onboard and get started with automation features right away.

Cloud and web-based as well as on-premise interface; lacks as robust access for mobile features.

Pricing: $600/user/year

12. Concord

Contract management from document generation to e-signatures, handling both HR documents and paperwork for business deals.

Tools and Key Features: 

  • Document attachment features make it easy to modify contracts, as well as emails containing contract attachments.
  • Unified system for signing, attaching, modifying, and handling editing for documents in a single dashboard.
  • Full, robust text search feature allows for quick sorting through documents.

Pros and Cons:

Pros

Cons

Unified dashboard for seeing documents in all one place.

Formatting can be a struggle when uploading Word documents specifically, according to some users.

Robust search function makes quick work of finding contracts across multiple versions.

Tables and signatures, as well as charts, may require reformatting when uploading onto the system.

Simple document collaboration is especially easy on management who might not have time to figure out a new system.

Templates have also had formatting issues, which may require additional onboarding time.

Pricing: $17/user/month

Making the Most of Your HR Document Management Software

There’s no shortage of options, so what’s next? Weigh the pros and cons of each, and look for what’s most important to your HR team and how you can integrate the missing part of the functionality with the existing tools and workflows. Aim for platforms which cover more functionality and workflows rather than on-point solutions.

Avokaado provides template automation and smart drafting, document management and delegation, user management control, and even employee contract portals to help smooth out the HR document management process at every step. 

Since Avokaado works at the “speed of thought,” you can reduce human errors and automate what was previously a manual and tedious contracting process eating up those 14 hours a week.

👉 Do it all in one place with Avokaado.

13.04.2021

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