What Is HRMS Software?

An HRMS (Human Resource Management System), also called an HRIS or human capital management system, is software that organisations use to run their internal HR functions. Instead of spreadsheets, paper leave forms and separate payroll tools, HR teams, managers and employees work from a single, accurate source of employee data.

For Kenyan employers, that means less manual work, fewer payroll errors and statutory returns that are ready when they are due.

Why Kenyan Employers Choose Engsoft HR Software

• Built for Kenyan payroll: PAYE, NSSF, Housing Levy and SHA/SHIF-format returns (replacing the old NHIF reports).
• Regional compliance: Engsoft Payroll is approved with tax authorities in Kenya, Uganda, Tanzania, Congo, Rwanda, Sudan and Nigeria.
• Attendance that feeds payroll: clock-in and clock-out times come straight from biometric or card devices, so overtime and absence are calculated automatically.
• Web-based access: HR, managers and staff log in from any browser, at the office or remotely.
• Modular: start with the modules you need and add more as you grow.
• Local support: implementation, training and support from our Nairobi team.

HRMS Modules: Payroll, Leave, Appraisal & More

Every module shares the same employee database, so information entered once is available everywhere it is needed.

Other modules include succession planning, career management, project tracking, travel management, fixed asset management and system administration with role-based access. For a deeper look at each one, read our complete guide to every HR module.

Kenyan HR and Payroll Compliance Built In

Engsoft HR software keeps Kenyan employers compliant without spreadsheets: payroll calculates PAYE for the Kenya Revenue Authority, NSSF and the Affordable Housing Levy, and produces SHA/SHIF-format returns that replaced the old NHIF reports. Every change is captured in the audit trail, so HR and finance can answer audit questions quickly.

Who Uses Engsoft HRMS in Kenya?

Our HRMS software in Kenya is used by growing SMEs and large employers alike: SACCOs and financial institutions, schools and universities, hospitals, NGOs, manufacturers, hotels, retailers and regional groups running payroll in several East and Central African countries. Pair it with biometric time attendance, the recruitment and applicant tracking platform and the canteen management system for a complete people platform.

How We Implement Your HR Management System

1. Demo & needs review: we walk through your HR and payroll processes and recommend the right modules.
2. Setup & data migration: we configure the system and import your employee and payroll data.
3. Training: HR, payroll and management users are trained on the system.
4. Go-live & support: we run alongside your first payroll and remain available for ongoing support.

HRMS Software FAQs

What is the difference between HRMS and HRIS?

The terms are used almost interchangeably. Both describe software for managing employee data and HR processes; HRMS usually also covers payroll, attendance and performance, which Engsoft HRMS includes.

Does the payroll handle SHIF, NSSF, PAYE and the Housing Levy?

Yes. Engsoft Payroll calculates Kenyan statutory deductions and produces SHA/SHIF-format returns, which replaced the old NHIF reports.

Can it connect to our biometric attendance devices?

Yes. The time and attendance module captures in and out times from biometric and card swipe devices and passes them to payroll for overtime and absence calculations.

Can we use it outside Kenya?

Yes. Engsoft Payroll is approved with tax authorities in Kenya, Uganda, Tanzania, Congo, Rwanda, Sudan and Nigeria.

Do we have to buy every module?

No. The system is modular, so you can start with core HR and payroll and add modules such as appraisal, recruitment or training later.

How much does HRMS software cost in Kenya?

The cost depends on the number of employees and the modules you choose, such as core HR, payroll, attendance, leave and appraisal. Book a free demo and we will recommend the right modules and send a quote.

Can we move our employee data from Excel or another system?

Yes. During setup we configure the system and import your employee and payroll data, then run alongside your first payroll to confirm the figures.

Can staff use the HR system from their phones?

Yes. Engsoft HRMS is web-based, so HR, managers and staff log in from any browser, including on a smartphone, to view payslips, apply for leave and submit claims.

Does it support 360° performance appraisals?

Yes. The performance appraisal module supports 180° and 360° appraisals, goal setting for future periods and performance tracking for individuals or whole teams.