What Is an HRIS System?
An HRIS system, or Human Resources Information System, is a type of software that centralises, stores, and manages employee-related data and HR processes within a single digital platform. It helps businesses streamline tasks such as employee onboarding, payroll, leave management, performance tracking, compliance, and reporting.
In short, an HRIS system acts as the digital backbone of your HR department, replacing manual paperwork and disconnected spreadsheets with automated, accurate, and secure tools.
Key Features of an HRIS System
While the features of each platform vary, most HRIS systems include the following core capabilities:
- Employee Database Management: Centralised profiles with contact details, job titles, contracts, qualifications, emergency contacts, and more
- Payroll Integration: Automated pay runs, award interpretation, tax compliance, superannuation contributions, and Single Touch Payroll (STP) reporting
- Leave & Absence Management: Request, track, and approve leave such as annual leave, personal leave, and long service leave
- Onboarding & Offboarding: Digitised workflows for welcoming new staff or offboarding departing employees
- Time & Attendance Tracking: Clock-in/out data, timesheets, and rostering for accurate wage calculations
- Document Management: Store HR policies, contracts, certificates, and induction materials in one place
- Compliance & Record Keeping: Maintain Fair Work compliance with automatic updates and audit-ready records
- Reporting & Analytics: Real-time HR metrics such as turnover, absenteeism, and workforce costs
Modern HRIS systems are often cloud-based, meaning they’re accessible from any device and update in real-time, supporting businesses of all sizes.
Benefits of Using an HRIS System in Australia
Implementing an HRIS system can lead to significant operational improvements, especially in fast-moving environments like retail, hospitality, healthcare, and construction. Key benefits include:
For Employers:
- Efficiency Gains: Automate time-consuming admin like leave requests, payroll processing, and document collection
- Improved Accuracy: Eliminate double-entry and human error with integrated systems
- Compliance Support: Stay on top of Fair Work changes, award updates, and STP obligations
- Centralised Data: All HR information in one secure location, reducing data silos
- Better Decision-Making: Access workforce analytics and reports in real time
For Employees:
- Self-Service Access: View payslips, update personal details, submit leave requests, and complete onboarding tasks
- Greater Transparency: Clear visibility into rosters, entitlements, and workplace policies
- Faster Communication: Automated alerts and in-system messaging speed up approval workflows and updates
HRIS vs HRMS vs HCM: What’s the Difference?
These terms are often used interchangeably, but they have slight differences:
- HRIS (Human Resources Information System) focuses on core administrative functions like employee data, payroll, and compliance
- HRMS (Human Resources Management System) typically includes HRIS functionality plus performance management and recruitment features
- HCM (Human Capital Management) is a broader term that encompasses strategic HR functions like workforce planning and talent development
Microkeeper is best described as a comprehensive HRIS, combining HR, payroll, and rostering functionality to meet the day-to-day needs of Australian businesses.
Why Australian Businesses Need an HRIS System
With increased compliance obligations, award complexities, and growing remote/hybrid workforces, manual HR processes are no longer sustainable. Here’s why an HRIS system is essential:
- Award Interpretation Made Simple: Australia’s complex industrial relations system means correct pay and leave entitlements depend on accurate interpretation of modern awards. HRIS platforms like Microkeeper automate this.
- Single Touch Payroll (STP) Compliance: Since STP is mandatory for all Australian businesses, HRIS systems ensure timely and correct reporting to the ATO
- Scalable for Growth: Whether you have 5 staff or 500, an HRIS grows with your business needs
- Supports Employee Experience: Digital onboarding, streamlined communication, and mobile access enhance how your staff interact with your business
How Microkeeper Functions as an HRIS System
Microkeeper offers a fully integrated HRIS system tailored for Australian businesses. With payroll, rostering, timesheets, onboarding, and HR compliance tools all in one place, our platform helps employers:
- Digitally onboard new hires with contracts, policy acceptance, and document uploads
- Process payroll automatically based on award rules and real-time attendance
- Stay Fair Work compliant with transparent records and ATO-aligned reporting
- Offer employee self-service from mobile or desktop
- Track and manage certificates, leave, and policies in one secure portal
Explore all-in-one HR, payroll, and rostering tools
FAQs About HRIS Systems
Is an HRIS suitable for small businesses?
Absolutely. Many cloud-based systems like Microkeeper offer scalable plans that suit startups, SMEs, and large enterprises alike.
Do I still need payroll software if I have an HRIS?
Not if your HRIS includes integrated payroll. Microkeeper, for example, includes compliant payroll with automated calculations, STP, and super processing.
Is an HRIS system expensive?
Not necessarily. The savings in admin time, compliance risks, and improved accuracy often far outweigh the subscription cost.
Final Thoughts
An HRIS system is no longer a “nice-to-have”, it’s an essential tool for managing a compliant, engaged, and efficient workforce. From onboarding to payroll and leave tracking, an HRIS system like Microkeeper streamlines your entire employee lifecycle.
If you’re looking for a powerful, all-in-one HR solution designed for Australian businesses, Microkeeper’s HRIS platform is built to meet your needs.
Disclaimer: This article is provided for informational purposes only. For tailored legal or compliance advice, please consult a registered HR or legal professional.
