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Compare personnel records software for signed files, role access and HR workflows; weigh per-user costs and hosting needs before choosing.
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3 of 11 publish a price · 0 offer a free plan · 4 offer a free trial
Why it ranks here: Small employers filing personnel records beside leave and org charts get HeimdallHR Core storage within its £2.30 annual-billed per-user HR suite.
Not a fit if: you need monthly-billed personnel storage; Core’s published £2.30 per-user price is billed annually.
Why it ranks here: Employers connecting contracts to daily HR work get PeopleHR employee records, signed onboarding, leave and absence, headcount and turnover reports.
Not a fit if: you need a fixed records budget that stays level as headcount grows; Starter charges £4 per employee each month.
Why it ranks here: Teams collecting signed employee paperwork can assign HR Partner checklist tasks for staff to read, sign or upload through its portal.
Not a fit if: you need staff files available without an online account; HR Partner describes its service as online cloud HR.
Why it ranks here: New hires receiving contracts before day one get Breathe e-signatures and shared key files alongside leave requests and balances.
Not a fit if: you need customer-managed hosting for signed contracts and employee files; Breathe runs as cloud software.
Why it ranks here: File-heavy teams can keep unlimited files beside employee records, instant leave approvals and custom workforce reports in BrightHR.
Not a fit if: you need local control of personnel-file storage; BrightHR keeps its file system in the cloud.
Why it ranks here: Small businesses handling starter contracts and leave get CharlieHR e-signature onboarding, manager-routed requests and annual-leave reports.
Not a fit if: you have five or more staff and need the £21 entry tier; Charlie lists that price for one to four team members.
Why it ranks here: Administrators setting file permissions get two custom roles on Humaans Growth, with unlimited roles reserved for Enterprise.
Not a fit if: you need three or more custom permission roles on Growth; Humaans caps that tier at two and reserves unlimited roles for Enterprise.
Why it ranks here: HR teams standardizing controlled employee files get Namely configurable records, e-signatures, role-based access and custom workforce reports.
Not a fit if: you want a file repository without onboarding or configurable employee records; Namely combines digital storage and signatures with its HR database.
Why it ranks here: Teams auditing personnel-file changes get Rippling signatures and audit trails linked to HR data, onboarding, PTO and editable reports.
Not a fit if: you need signed files without linked HR-data workflows; Rippling ties signatures and audit trails to employee records and onboarding.
Why it ranks here: Teams distributing employment paperwork through joining steps get SmartHR employee records, contracts, an org chart and labor reports in cloud software.
Not a fit if: you must operate the records system on local servers; SmartHR describes it as cloud software.
Why it ranks here: HR teams managing staff files with leave and onboarding get HR Essentials records, file management and cloud-based people workflows.
Not a fit if: you need customer-managed storage for employee contracts; HR Essentials is described as cloud-based HR software.
Personnel records software helps employers organize employee files, signatures and access controls alongside HR records. HeimdallHR and PeopleHR connect files to broad HR workflows and publish per-user prices; HR Partner assigns checklist tasks through its employee portal. Breathe links signed contracts to onboarding, while BrightHR offers unlimited cloud file storage. CharlieHR ties starter paperwork to leave, and Humaans sets role limits by plan. Namely adds configurable records and custom reports; Rippling links file signatures and audit trails to employee data. SmartHR and Employment Hero provide employee-document workflows in cloud HR systems.
Choose personnel records software by how it connects employee files to the rest of HR. Compare contract signatures, onboarding checklists, file distribution, role permissions and linked leave or reporting workflows.
Hosting and billing affect the records decision: HeimdallHR bills £2.30 per user monthly on an annual term, PeopleHR lists £4 per employee monthly, and CharlieHR’s £21 entry plan covers one to four team members. BrightHR, Breathe, HR Partner, SmartHR and Employment Hero describe cloud HR or file systems.
Ranked on documented capabilities and verified pricing from official vendor sources. Every fact links to its source and check date, and the criteria are specific to this buying situation.
Ranked first by vendor positioning for employee records and personnel-document workflows, then by documented employee file storage or distribution, access controls and linked HR-record workflows, then by published price transparency. Within a tie, products with more documented page-relevant controls and processes rank first; remaining ties follow narrower documented buyer fit, then product name. Thin evidence stays below products with a documented employee-document workflow.
| Product | Employee documents | Document access controls | Employee records | Deployment | Onboarding |
|---|---|---|---|---|---|
| HeimdallHR | Core includes employee document storage.[1] | See vendor[2] | Core includes an employee directory and profiles.[1] | See vendor[2] | Core includes onboarding and offboarding.[1] |
| PeopleHR | PeopleHR stores employee contracts and documents.[3] | See vendor[3] | PeopleHR stores employee records, contracts, and documents securely.[3] | PeopleHR describes its HR platform as cloud based.[4] | PeopleHR provides employee onboarding workflows.[3] |
| HR Partner | HR Partner stores employee files and supports electronic signatures.[5] [5] | See vendor[5] | HR Partner stores employee contact data, files, reviews, assets, and renewable documents.[5] | HR Partner describes its online service as cloud HR.[5] | HR Partner assigns onboarding and training checklist tasks to employees.[5] |
| Breathe HR | Breathe stores employee contracts and supports electronic signatures.[6] | See vendor[6] | Breathe stores employee contracts and performance notes.[6] | Breathe is cloud-based software.[6] | Breathe supports new-starter onboarding and electronic contracts.[6] |
| BrightHR | BrightHR provides unlimited HR document storage.[7] | See vendor[8] | BrightHR stores employee records.[8] | BrightHR describes its document system as cloud-based.[7] | BrightHR supports onboarding new staff.[8] |
| CharlieHR | Charlie stores employee documents and contracts in the team database.[9] | See vendor[9] | Charlie includes employee records management and a team database.[10] | See vendor[9] | Charlie collects new-hire information and signs contracts through one-click onboarding.[9] |
| Humaans | Humaans lists document management in its Growth plan.[11] | Humaans documents up to two custom permission roles on Growth and unlimited custom permission roles on Enterprise.[11] [11] | Humaans provides a system of record for people data.[12] | See vendor[12] | Humaans automates onboarding and offboarding.[12] |
| Namely | Namely includes digital document storage and e-signatures.[13] | Namely uses secure, role-based data access.[13] | Namely provides centralized, configurable employee records.[13] | See vendor[13] | Namely onboarding helps welcome and set up new hires.[14] |
| Rippling | Rippling stores documents, collects signatures, and tracks audit trails.[15] | Role-based permissions keep employees from seeing data they should not see.[15] | Rippling keeps employee data in one place and updates it across connected systems.[16] | See vendor[16] | Rippling automates onboarding tasks for new hires.[15] |
| SmartHR | SmartHR lists document distribution.[17] | See vendor[17] | SmartHR includes an employee database and employee roster.[17] | SmartHR describes its labor management product as cloud software.[17] | SmartHR lists joining procedures and employment contracts.[17] |
| Employment Hero HR | HR Essentials includes document management.[18] | See vendor[18] | HR Essentials includes employee records.[18] | Employment Hero describes cloud-based HR software.[18] | HR Essentials includes onboarding and offboarding.[18] |
Everything every team needs to run HR — included at £2.30 per user / month, billed annually. Employee directory & profiles Leave & absence management Org chart & team structure Onboarding & offboarding Document storage Probation tracking Return-to-work & fit notes Built-in reporting Bulk employee import.
Modern HR for growing UK businesses. Start with Core, add only the modules you need. See a Demo Talk to Sales Free guided demo.
Centralise employee records Employee records, contracts and documents kept securely in one place - accessible to the right people, always up to date.
Straight-forward, cloud based HR platform
One accessible and secure place to store contact data, files, reviews, assets, renewable documents and more.
Speed up onboarding Send contracts for e-signature, share key documents and get new starters working from day one.
With our cloud-based system, you can keep all your important documents at your fingertips Enjoy unlimited document storage
Gain insights into employee performance, retention, and engagement with customisable reports.
HR software built to be your first HR hire
Features include employee records management, employee onboarding software, leave management system, performance review software, engagement surveys
Up to 2 custom permission roles Insights & analytics Automated reports Org chart Rewards marketplace Integrations & API access
The best-in-class system of record for all your people data.
Digital document storage & eSignatures Custom workflows & approvals
Onboarding Welcome new hires and set them up to hit the ground running on Day One.
Document management Securely store documents, collect signatures, and track audit trails. Time off tracking Create custom PTO policies, easily approve requests, and see real-time balances in one system. Employee self-service Empower employees to self-serve, from requesting PTO to viewing pay stubs.
With Rippling, all your employee data lives in one place. When something changes, like an employee’s manager or department, Rippling automatically updates it everywhere.
SmartHRとは SmartHRの想い SmartHRの特長 機能一覧 SmartHR労務管理 入社手続き・雇用契約 文書配付 人事労務レポート 従業員データベース 組織図 名簿 従業員情報申請 使いやすさを実感！ 無料トライアル.
Core HR foundations Access to: Leave management Employee records Document management Onboarding and offboarding Policies and compliance tools Help centre and chat support
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