Best employee database software
- Sections in the handbook
- 19
- Paid time off, hours a year
- 120
- PTO accrued per period, hours
- $4.62
Every figure on this page is computed from the inputs you enter, by the method stated below it. The only constants HeadcountDesk supplies are the published federal payroll tax rates and the overtime multiplier, each cited where it is used. The defaults are a worked example to replace with your own.
The best employee database software for a small employer is one record per person with the six documents against it and the confidential material kept apart: the signed handbook acknowledgement, the contract, the onboarding record, the timesheets, the reviews and the letters, with the I-9 and medical files under their own access. A database that is a table of names with attachments is a spreadsheet with a login. The free tools on this site produce the six documents; HeadcountDesk Pro is the database.
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One record, six documents
Acknowledgement, contract, onboarding, timesheets, reviews, letters, in the same order for every employee. The record is the shape; the documents come from the free tools on this site.
The confidential partition
I-9 and supporting documents, medical information, anything about a protected characteristic: their own place, their own access. The database enforces it; a folder does not.
The change forms and the history
Address, bank, role, pay, manager: each change is a form with a date and an approval, and the history is kept. The directory and the payroll read the current values.
The reminders and the price
Unsigned, due, expiring: reminders to the person who has to act. From the vendors' own pricing pages: Homebase lists Essentials at $24 per location per month billed annually or $30 monthly, with a free Basic plan for one location of up to ten employees; BambooHR lists Core at $10 and Pro at $17 per employee per month; Deputy lists Core at $6.50 per user per month. HeadcountDesk Pro is $24 a month per location.
Best employee database software: common questions
What is the best employee database for a small business?
One that holds the six documents per employee, keeps the confidential material apart and chases the signatures. Pro is $24 a month per location.
Can I use a spreadsheet?
As a table of names, yes. It cannot keep the I-9 apart, record who signed what, or remind anyone.
Is it free to start?
The documents are free tools on this site with no account; Pro is the database.
Will it do what you need for Best employee database software?
Tell us what your business needs and we will tell you straight whether HeadcountDesk Pro does it today, whether it is coming, or whether you are better off with something else. A person reads these and replies.