HRIS & Employee Experience: How to Create a System Employees Want to Use

HR technology is meant to make life easier—for both HR teams and employees. Yet, too often, companies invest in HRIS platforms that create more frustration than efficiency for their workforce. Clunky interfaces, hard-to-find information, and slow response times leave employees dreading any interaction with their HR system.

This poor experience doesn’t just lead to complaints—it directly impacts engagement, productivity, and even retention. A frustrating HRIS can make employees feel undervalued, while a well-designed, employee-friendly system can improve satisfaction and reduce HR’s workload.

So, what are the most common HRIS pain points for employees, and how can companies design an HR technology experience that actually enhances the employee journey?

The Most Common HRIS Pain Points for Employees

1. Confusing & Non-Intuitive Interfaces

Many HRIS platforms are built with HR administrators in mind, not everyday employees. If the system is difficult to navigate, employees will avoid using it—or constantly ask HR for help.

How to Fix It:

• Choose an HRIS with a user-friendly, modern interface that feels as intuitive as the apps employees use daily.

• Offer personalized dashboards where employees can quickly access pay stubs, benefits, PTO balances, and key documents without hunting through multiple menus.

• Test the system with actual employees before rolling it out—get their feedback and optimize accordingly.

2. Lack of Mobile Accessibility

Employees today expect to handle HR tasks on the go, yet many HR systems are still desktop-focused or have clunky mobile versions.

How to Fix It:

• Ensure the HRIS has a fully functional mobile app that allows employees to request time off, view pay stubs, and access benefits from their phones.

• Optimize workflows for quick mobile interactions, reducing the number of steps needed to complete common tasks.

3. Poor Self-Service Functionality

One of the biggest complaints employees have is not being able to find answers to simple HR questions—like how much PTO they have left or how to update their direct deposit information. If they have to email HR for everything, it wastes time for both employees and HR teams.

How to Fix It:

• Build a comprehensive self-service portal that allows employees to update their information, access pay stubs, and find HR policies without assistance.

• Use chatbots or AI-driven help centers to answer FAQs quickly and direct employees to relevant resources.

• Make sure search functionality is intuitive—employees should be able to type in a keyword and immediately find what they need.

4. Slow or Confusing Time & Attendance Features

Many employees interact with their HRIS most often when clocking in/out, logging work hours, or tracking time-off requests. If these processes are slow or prone to errors, it creates frustration and payroll issues.

How to Fix It:

• Offer one-click clock-in/out functionality for hourly employees, preferably with biometric or mobile authentication options.

• Ensure PTO requests are simple—employees should be able to check balances and request time off in just a few steps.

• Send automated reminders for approvals to managers to avoid delays.

5. Lack of Transparency in Payroll & Benefits

Few things frustrate employees more than confusion over their paychecks or benefits. If employees can’t quickly verify deductions, track bonus payments, or access benefits information, they lose trust in both the HR system and the company.

How to Fix It:

• Give employees clear, itemized breakdowns of their pay that explain deductions, taxes, and contributions.

• Allow employees to model benefits choices (e.g., “If I switch from Plan A to Plan B, how much will I save per paycheck?”).

• Provide real-time access to upcoming pay periods, tax forms, and year-to-date earnings within the HRIS.

6. Lack of Personalization & Communication

A major issue with many HRIS platforms is their one-size-fits-all approach. Employees want to see information relevant to them—not generic HR announcements meant for everyone.

How to Fix It:

• Use customized employee dashboards that highlight relevant information, like upcoming performance reviews or training deadlines.

• Send targeted HR communications based on role, location, or tenure, rather than company-wide emails that may not apply to everyone.

• Provide a personalized benefits center that helps employees see the plans available to them based on their job role and family situation.

How a Better Employee Experience Reduces HR Workload & Improves Retention

A well-designed HRIS doesn’t just make employees happier—it also reduces the number of HR tickets, emails, and complaints that HR teams have to deal with. When employees can easily access the information they need, HR teams can shift their focus from troubleshooting to more strategic initiatives.

1. Fewer HR Inquiries = More Time for Strategic HR Work

By improving self-service tools and making key information easy to find, companies can significantly reduce the number of basic HR requests (e.g., “How do I check my PTO balance?”).

2. Improved Trust & Retention

When employees consistently experience errors in payroll, benefits confusion, or difficulty accessing HR services, they start losing trust in the company. A seamless HRIS builds confidence in HR and strengthens retention.

3. Better Compliance & Reduced Risk

When employees have easy access to compliance documents, performance review schedules, and benefits deadlines, companies reduce the risk of missed filings, disputes, or compliance violations.

Final Thoughts: Prioritize the Employee Experience in HR Tech

HR technology shouldn’t just be built for HR—it should be designed with employees in mind. The more intuitive, accessible, and responsive your HRIS is, the less time employees spend on frustrating administrative tasks and the more they can focus on their actual work.

At ROCKCREST, we help companies optimize their HRIS for the best employee experience—reducing frustration, increasing adoption, and freeing up HR teams from unnecessary manual work. If your current HR system isn’t delivering the experience your employees need, let’s talk about how we can improve it.

Need Help Optimizing Your HRIS? Let’s Connect.