Remote work has become a permanent fixture in today’s business world. While it offers flexibility and access to a broader talent pool, it also presents unique challenges for HR departments. Without daily in-person interactions, companies must find new ways to keep employees engaged, track performance, and maintain smooth operations.
This is where HR software for remote teams comes in. It serves as the central hub for managing everything from onboarding and payroll to performance tracking and employee engagement. But not all HR software is built with remote teams in mind. To ensure your remote workforce stays connected and productive, you’ll need to choose a platform with the right features.
This guide outlines the must-have features of HR software for remote teams and explains how they can boost employee engagement, streamline communication, and drive productivity.
Why Do Remote Teams Need HR Software?
Managing a fully remote or hybrid team introduces new challenges that traditional HR systems aren’t equipped to handle. In a traditional office, employees can walk up to HR to ask questions or request support. But in a remote environment, companies need digital tools to facilitate these interactions.
Key Challenges for Remote Teams
- Limited Visibility: Without in-person supervision, it’s harder to track employee performance and work hours.
- Communication Gaps: Miscommunication and delayed responses are more common in remote work.
- Onboarding and Training: Training new hires remotely requires a structured and well-documented process.
- Employee Engagement: Remote workers often feel disconnected from the company’s culture and team activities.
HR software bridges these gaps by providing a centralized platform where employees can access essential resources, request time off, and communicate with HR teams. With the right features, HR software enhances employee satisfaction and makes remote work more efficient.
Must-Have Features for HR Software for Remote Teams
1. Employee Self-Service (ESS) Portals
An employee self-service portal allows remote employees to manage their personal information, view pay stubs, request time off, and access HR policies on their own. Instead of emailing HR for basic requests, employees can handle it all through a centralized portal.
Key Capabilities
- Update personal details (address, emergency contacts, banking info)
- Request paid time off (PTO) and sick leave
- Access HR documents, such as tax forms, benefits information, and policy updates
Why It Matters
For remote teams, employee self-service (ESS) portals ensure employees can manage routine HR tasks without relying on HR staff. This reduces HR’s workload and allows employees to access information 24/7.
Example
BambooHR offers a self-service portal that lets employees manage personal information, check PTO balances, and access essential HR forms.
2. Time Tracking and Attendance Management
Tracking work hours for remote employees is essential for productivity and payroll accuracy. Unlike in-office employees who punch in on physical clocks, remote employees need digital solutions to log their hours.
Key Capabilities
- Clock-in and clock-out features (mobile and desktop)
- Timesheets and shift tracking
- Integration with payroll for automatic wage calculations
Why It Matters
For companies with hourly or contract employees, accurate time tracking ensures that employees are paid correctly. It also offers visibility into employee availability, ensuring better resource allocation.
Example
Hubstaff is a popular time-tracking tool that captures employee work hours, tracks productivity, and offers screenshots to provide accountability for remote work.
3. Virtual Onboarding and Training Tools
Onboarding new employees remotely requires more than just sending them an email with instructions. Effective onboarding introduces new hires to the company’s culture, processes, and people. Remote onboarding tools provide a digital space for this process.
Key Capabilities
- Digital document signing (for contracts, NDAs, and tax forms)
- Access to training videos, tutorials, and e-learning modules
- Role-based task checklists to guide new hires through the onboarding process
Why It Matters
Onboarding directly impacts employee retention. When remote employees feel prepared and connected from day one, they’re more likely to stay with the company. Remote onboarding ensures that all essential training materials, guides, and orientation tasks are accessible in one platform.
Example
BambooHR offers onboarding checklists, welcome email templates, and task tracking for new hires. This ensures that employees complete critical onboarding steps, even when working remotely.
4. Payroll and Benefits Administration
Paying remote employees can be tricky, especially if they live in different states or countries with varying tax laws. Payroll software simplifies this process, ensuring employees are paid accurately and on time. It also helps manage employee benefits, such as health insurance, retirement plans, and paid leave.
Key Capabilities
- Direct deposit payments to employees
- Benefits administration (health insurance, 401k, etc.)
- Compliance with tax regulations in multiple states or countries
Why It Matters
Handling payroll and benefits manually can be a nightmare when employees are spread across different time zones and countries. HR software automates payments, tracks tax compliance, and manages benefits in a single system.
Example
Gusto is one of the most popular platforms for payroll and benefits. It allows companies to pay employees in different states and handle local, state, and federal taxes automatically.
5. Employee Engagement and Feedback Tools
Employee engagement is a major challenge for remote teams. Without face-to-face interactions, employees may feel disconnected from the company’s mission or culture. HR software with engagement tools ensures employees stay motivated, recognized, and heard.
Key Capabilities
- Anonymous employee feedback surveys
- Peer-to-peer recognition tools (like virtual “shoutouts”)
- Sentiment analysis and engagement tracking
Why It Matters
Regular feedback and recognition keep employees engaged, reduce turnover, and create a more positive work environment. In a remote setting, it’s essential to know how employees are feeling and what support they need.
Example
15Five is a tool that allows companies to gather weekly check-ins, set goals (OKRs), and conduct one-on-one performance reviews with employees.
6. Collaboration and Communication Tools
For remote teams, effective communication is crucial. HR software that integrates with communication platforms like Slack, Zoom, and Microsoft Teams allows HR managers to send company-wide announcements and policy updates instantly.
Key Capabilities
- HR announcements and company updates
- Employee chat channels and direct messages
- Mobile app support for communication on the go
Why It Matters
Without daily face-to-face contact, clear communication ensures everyone is on the same page. Integrating HR software with Slack or Microsoft Teams lets employees receive notifications and updates in real time.
Example
Workplace by Meta provides a company-wide communication hub for announcements, discussions, and direct messages, similar to Facebook but for corporate use.
Choosing the Right HR Software for Your Remote Team
When selecting HR software for remote teams, consider the following factors:
- Scalability: Can the software handle your growing team?
- Ease of Use: Is the software simple for employees to navigate?
- Integrations: Does it connect with other tools like Slack, Zoom, or accounting software?
- Global Payroll Support: Does it support payments and taxes for employees in multiple countries?
Some of the most popular HR software tools for remote teams include:
- BambooHR: Best for onboarding, employee self-service, and HR workflows.
- Gusto: Ideal for payroll, benefits, and tax compliance.
- 15Five: Perfect for employee engagement, goal-setting, and feedback.
- Hubstaff: Excellent for time tracking and productivity monitoring.
Frequently Asked Questions (FAQs)
What is the best HR software for remote teams?
Some of the best HR software tools for remote teams are BambooHR, Gusto, 15Five, and Hubstaff. These platforms offer time tracking, payroll, engagement surveys, and onboarding tools for remote teams.
How does HR software help remote teams?
HR software centralizes essential HR functions like time tracking, payroll, onboarding, and employee engagement, allowing employees to manage their work remotely while staying connected with the HR team.
Can HR software track remote employee productivity?
Yes, tools like Hubstaff track employee activity, work hours, and productivity through time tracking, screenshots, and app usage monitoring.
How does HR software support employee engagement?
Platforms like 15Five collect employee feedback through pulse surveys, goal tracking, and performance reviews, helping companies understand employee well-being and improve engagement.
Tags: HR software, remote teams, payroll management, employee engagement, employee onboarding
