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The Empuls Glossary

Glossary of Human Resources Management and Employee Benefit Terms

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Employee Management System

An employee management system is a software solution or platform used by organizations to streamline various aspects of employee administration, including recruitment, onboarding, scheduling, performance evaluation, payroll, benefits management, and more. These systems typically provide a centralized database where all employee information is stored securely and can be accessed by authorized personnel.

What is an employee management system?

An employee management system (EMS) is a comprehensive software solution that helps organizations manage and streamline their human resources operations. It typically includes features for tracking employee performance, managing schedules and leave, handling payroll and benefits, and facilitating communication and collaboration.

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Who typically uses an employee management system within an organization?

An Employee Management System is typically used by various stakeholders within a company. Human Resources (HR) professionals are primary users as they manage hiring, onboarding, performance reviews, and other employee-related tasks.

Managers and supervisors also use EMS to track their team’s performance, manage schedules, and approve leave requests.

Additionally, employees often have access to certain features such as self-service portals where they can update personal information, request leave, and view their payroll and benefits information.

Who should be responsible for maintaining and updating the Employee Management System?

The responsibility for maintaining and updating the Employee Management System typically falls to the HR department, often in collaboration with the IT department. HR is responsible for ensuring the system is being used effectively and that employee data is accurate and up-to-date.

The IT department, on the other hand, often handles technical aspects such as software updates, system security, and troubleshooting technical issues. In some cases, companies may also work with external vendors or consultants for system maintenance and updates.

What are the features of an employee management system?

The features of an employee management system include the following:

  • Employee information management: Centralized storage of employee data, including personal details, contact information, job history, qualifications, and performance metrics.
  • Employee onboarding: Tools for managing the onboarding process, including the creation and distribution of onboarding checklists, documentation, and the automation of onboarding tasks.
  • Time and attendance tracking: Recording and tracking employees' working hours, attendance, breaks, and leave requests. Some systems may include clock-in/clock-out features or integrate with biometric timekeeping.
  • Payroll management: Automation of payroll processes, including salary calculations, deductions, tax withholdings, and direct deposit. Integration with financial systems for accurate and timely payroll processing.
  • Performance management: Tools for setting goals, conducting performance reviews, and tracking employee performance. Includes features for feedback, performance assessments, and development planning.
  • Training and development: Management of employee training programs, tracking certifications, and monitoring progress in professional development. This may include e-learning modules and course management.
  • Employee self-service (ESS): Portals or mobile apps that enable employees to access and manage their personal information, request time off, view pay stubs, and participate in performance evaluations.
  • Benefits administration: Administration of employee benefits, including health insurance, retirement plans, and other perks. The system may assist in benefits enrollment, tracking eligibility, and managing open enrollment periods.
  • Recruitment and applicant tracking: Tools for managing the recruitment process, including job postings, applicant tracking, resume parsing, and collaboration among hiring teams. Integration with career websites and job boards.
  • Workforce analytics and reporting: Generation of reports and analytics related to workforce demographics, turnover rates, performance metrics, and other key HR indicators. Data visualization tools may be included.
  • Employee communication: Features facilitating communication within the organization, including internal messaging, announcements, and notification systems.
  • Compliance management: Tools to ensure compliance with labor laws, regulations, and industry standards. This may include automated compliance checks and alerts.
  • Employee surveys and feedback: Modules for conducting employee surveys, collecting feedback, and measuring employee satisfaction. Analytics tools may be used to analyze survey results.
  • Succession planning: Tools for identifying and developing potential successors for key roles within the organization. This involves talent mapping, skill assessments, and career planning.
  • Document management: Centralized storage and management of employee-related documents, such as contracts, performance reviews, and training certificates.
  • Integration capabilities: Integration with other business systems, such as finance and accounting software, to ensure seamless data flow and consistency across the organization.
  • Security and access controls: Robust security features to protect sensitive employee data, including role-based access controls and encryption.
  • Mobile accessibility: Mobile-friendly interfaces or dedicated mobile apps that allow employees and managers to access key features from smartphones and tablets.

Why is it important to keep an employee management system updated?

Keeping an Employee Management System updated is crucial for several reasons. Firstly, it ensures that the system has the most current and accurate employee data, which is essential for HR processes like payroll, benefits administration, and performance management.

Secondly, software updates often include new features and improvements that can enhance efficiency and user experience. Lastly, updates often address security vulnerabilities, so keeping your EMS updated is crucial for protecting sensitive employee data.

How can an employee management system improve productivity and efficiency?

An Employee Management System (EMS) can significantly improve productivity and efficiency in several ways:

  • Streamlining administrative tasks: EMS automates routine HR tasks like attendance tracking, payroll processing, and benefits administration, freeing up time for HR staff to focus on strategic initiatives.
  • Enhancing communication: EMS often includes features for internal communication and collaboration, making it easier for teams to work together and stay informed.
  • Improving decision making: By providing managers with up-to-date, accurate data on employee performance and other metrics, EMS supports informed decision-making.
  • Increasing employee engagement: Many EMS platforms include features for recognizing employee achievements, managing goals, and soliciting feedback, all of which can boost employee engagement and productivity.
  • Ensuring compliance: EMS can help companies comply with labor laws and regulations, reducing the risk of costly legal issues.

Employee pulse surveys:

These are short surveys that can be sent frequently to check what your employees think about an issue quickly. The survey comprises fewer questions (not more than 10) to get the information quickly. These can be administered at regular intervals (monthly/weekly/quarterly).

One-on-one meetings:

Having periodic, hour-long meetings for an informal chat with every team member is an excellent way to get a true sense of what’s happening with them. Since it is a safe and private conversation, it helps you get better details about an issue.


eNPS (employee Net Promoter score) is one of the simplest yet effective ways to assess your employee's opinion of your company. It includes one intriguing question that gauges loyalty. An example of eNPS questions include: How likely are you to recommend our company to others? Employees respond to the eNPS survey on a scale of 1-10, where 10 denotes they are ‘highly likely’ to recommend the company and 1 signifies they are ‘highly unlikely’ to recommend it.

Based on the responses, employees can be placed in three different categories:

  • Promoters
    Employees who have responded positively or agreed.
  • Detractors
    Employees who have reacted negatively or disagreed.
  • Passives
    Employees who have stayed neutral with their responses.

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