Between looking for files to onboard new recruits and managing spreadsheets for time off, charity HR departments can lose hours and sometimes data.
Software solutions can help, but finding the right, affordable tools is another challenge. And so you’ve got one tool for managing timesheets and another for storing volunteer information. Then when charity commissions are doing audits, you’re rushing around to find the relevant documents.
In this article, we explore six software solutions that effectively handle manual tasks and centralise data. By implementing the right one for your needs, you’ll reduce human error, have instant access to the information you need and efficiently manage compliance.
We used the following criteria to investigate the software solutions on this list:
We also provide a recommendation on how to get a substantial discount on an all-in-one solution where volunteers go free and you can access award-winning customer support.
Here, we take a look at the criteria we used to compile our list of the best HR software for charities in the UK, and some of the key areas you should take into consideration when choosing which platform is best for your team.
The right HR system will:
When you’re managing a growing number of employees and volunteers, finding an easy-to-use solution is crucial to saving time. You need to be able to onboard a new team member, collect their DBS data, and log their hours efficiently in one place.
That’s why we’ve assessed how well each solution in our list allows you to create a centralised workflow where steps are automated by the software.
As you start to use technology for more of your processes, it’s important you have a team of people who are available for any support you may need. So, we point out the level of support offered by each of the software services on our list. Holiday management
To improve employee experience and meet compliance requirements, you need an easy way to record holiday data. Here we assess which solutions make calculating and approving annual leave easy.
Manually tracking every time someone is off work is time-consuming and error-prone. That’s why we assess which absence management software automates the process, allowing employees to log sick leave and helping managers to review absences and easily make headcounts.
To meet Working Time Regulations, you need to be able to accurately and efficiently track every one of your employee and volunteers’ hours. For this reason, an effective non-profit software tool should incorporate an easy way for your team to clock in and out, and a streamlined system for you to review and save timesheets.
It should also keep track of your employees’ TOIL balance. Then, when employees book time off, you can verify the amount they’ve earned against the overtime they’ve logged.
To effectively hire and manage a growing number of staff and volunteers, you need a solution that’s tailored towards tracking large numbers of team members with different work patterns. This means you should look out for:
Here are our six top recommendations on HR software for UK charities. You’ll find an overview of each with key features, pricing information and insights from the criteria above.
HRLocker is a HR solution built by HR professionals. In one easy-to-use dashboard, you can store data, track timesheets, and oversee absences.
It is a fantastic solution for charities and nonprofits because you can store large amounts of data in a GDPR-compliant system – plus, volunteers go free.
This means when a new volunteer joins, you’ll be able to take their right-to-work documentation, log their training and store their emergency contacts securely in the cloud at no cost.
HRLocker offers award-winning customer care with onboarding and ongoing support. Customers also get access to a range of free webinars and podcasts which help them understand compliance.
“HRLocker makes it easy to manage and report on various leave types as well as store and manage not only personnel files but also all of our essential documents requiring staff signatures without all the paperwork and file storage,” Hilary D. Life Credit Union.
With HRLocker, charities and non-profits are given substantial discounts and volunteers go free on the platform. This means you can track time, store data, and log emergency contacts for free.
HRLocker features include:
|Pro-tip: Calculate how much you could reduce your expenses by using a centralised HR solution. Our ROI calculator works out how much it is costing you to manually process timesheets, time off requests and other key processes to highlight opportunities to save.|
Access People HR is ideal for small teams because it’s very simple to use. Inside an intuitive interface, you can manage absences, recruitment and data, and pull reports.
You can also take your use of the software a step further by customising it. For example, you can edit the user journey for new volunteers, adding different training programmes, and custom fields to capture specific information.
“People HR pulled our disparate HR tools from an intranet, spreadsheets and various folders into a single location… The team were very helpful in getting the software set up and it supports most aspects of the business that we run,” John R., IT Manager.
Access People HR has three plans at £5 per employee per month, £7 per employee per month and £9 per employee per month. It also offers free trials on all plans.
Access People HR includes the following tools, features and benefits:
Cezanne HR is a comprehensive software solution for UK charities. Inside, you can gain access to a wide list of features and a 24/7 support team.
Because it includes customisable reports and the ability to add a large number of admin users with different permissions, it’s a great option for medium and large organisations.
“Cezanne HR is a great match for us because it flexes with our needs. It allows our HR team to service a complex and big organisation, with lots of staff and important data.”
Monthly subscription fees for Cezanne HR start from £200 a month and are based on how many features you use and how many employees you have.
The key features of Cezanne HR are :
Suitable for both small and mid-sized organisations, Breathe HR automates time-consuming HR functions including absence management, timesheets and document storage.
It’s also well known for its focus on employee well-being, offering tools for feedback and recognition and a hub of resources to help people with stress management and mental health.
“We use Breathe HR to manage our small business needs. It includes so many features for its price point, its UI is easy to use and the feature set is constantly expanding.” Alison G., CAO Computer Software.
Starting at £13/month, Breathe HR offers six packages for different-sized organisations. They also pay an annual donation to each charity customer which amounts to around 50% of payments received by Breathe in the year prior.
Across all packages, Breathe HR offers:
HRX People is an affordable and simple platform for HR management with features throughout the employee/volunteer lifecycle. Inside, you can store data, approve holiday requests and manage absences.
It stands out as a cost-effective solution for small operations, with a free trial on all plans, support throughout onboarding and a knowledge base of helpful articles.
“The system was easy to set up and is very user-friendly. It’s great that all the documents for individual staff members can be kept safely in one place and we now have a way to track holidays and sick leave for staff,” Emma D., Coplow Business Support.
HRX People charge a flat rate of £1 per employee.
HRX People includes a:
MHR Global offers a combined payroll and HR software powered by iTrent. They also offer a consulting service for expert insights on safeguarding and business processes.
The software is well known for its focus on boosting employee engagement with its learning management system which includes over 100,000 specialist materials and the ability to track employee progress.
“MHR iTrent gives us a robust solution with self-service and manager access to support one of the largest not-for-profit education and training groups in the UK,” Newcastle College team.
MHR Global offer quotes on request.
In collaboration with iTrent, MHR Global offers the following solutions:
To help you find the right system for your charity, be sure to ask some of these key questions:
An HR software solution saves HR departments time and stress by automating tasks, reducing human error and providing a centralised location for data that manages your compliance needs. The best solutions are easy to use, and give you the ability to manage holidays, absences, and timesheets in one place.
In addition to the above, charities often have very specific needs your digital tools need to address. Your HR software solution needs to be able to handle large amounts of information and track growing numbers of volunteers. And, despite this additional functionality, it needs to remain streamlined and affordable.
Inside HRLocker, you can add unlimited numbers of volunteers for free. You’ll also get a substantial discount on the software, onboarding, and then comprehensive, local support whenever you need it.
There’s a range of software solutions that can help HR teams of different sizes working in charities across the UK. Some are more suited to smaller companies, offering a simple interface and ongoing support, while others offer advanced reporting and tools which may be better suited to bigger organisations.
HRLocker offers a fantastic range of features, world-class support and a substantial discount to charities and non-profits – plus, volunteers go free.
Software can automate manual HR tasks such as logging timesheets and tracking absences. This reduces errors, makes it easier to manage volunteers and frees up teams to focus more on ensuring a great employee experience. Software can also improve data security, making it easier to meet compliance regulations.
When software is difficult to use or doesn’t integrate with existing systems, it can make HR processes more time-consuming for staff. This, alongside high implementation costs, are the main potential disadvantages of HR software so you should look for a solution like HRLocker, which offers discounted pricing for charities and non-profits.