HR System Integration: Streamlining Systems for Modern Workplaces

HR functions are bursting with tools. The average organization now uses 26 different HR modules—a vast increase from the 10 they relied on in 2020. HR teams are tasked with entering vital data into each of these standalone systems, which becomes harder and harder to maintain, especially as you scale. 

Consolidating your tools into a single all-in-one HR solution is a solid alternative. But if you’ve already invested in several platforms you’re happy with, you won’t want to start over and waste the investment you’ve already committed to. The alternative is HR system integration, which we’ll explore in more detail in this guide. 

What is an HR system integration?

HR system integration allows you to connect several different HR tools, for example, your HRIS, payroll, benefits platforms, and more, into a unified tech ecosystem. Instead of managing each tool in isolation, integrations stitch together each platform and enable them to “talk” to each other, so when you input HR data into one tool, it’s visible in any connected system. The goal of this synchronization is to make life easier for HR professionals and produce better results for the company's employees.

Example: If you integrate your human resource management system with your payroll platform, any new employee records you add to your HRMS will sync smoothly, giving your payroll team a head start. 

What are the benefits of a streamlined HR software suite?

Data silos are the enemy of efficient work practices, with scattered intel preventing teams from creating a single source of truth. But when you streamline HR processes across the previously disparate systems in your HR tech stack, your people teams will enjoy several key benefits. 

Better data accuracy 

Every manual touchpoint in your HR setup is an opportunity for errors and inconsistencies to creep into your data. While the chance of human error lies between 1% and 5%, it compounds when entering information across multiple platforms, according to the International Journal of Human-Computer Interaction. If that error is a miskey of an employee's tax code or annual compensation, it could have a detrimental impact on payroll, compliance, or employee trust.

Integrating your different HR systems reduces this risk by keeping data synced across platforms automatically and in real time. It also creates a foundation for scale. As your headcount grows and your multiple systems become more complex, integrated data helps your team move faster and make better decisions without sacrificing accuracy.

Less manual work 

45% of global payroll teams spend 21+ hours reconciling data between HR and payroll systems every week. That’s more than half the typical workweek spent just checking and correcting information across disconnected systems. 

For HR departments already stretched thin, this kind of manual work is a serious time suck. And it diverts attention from other strategic initiatives in your business, like boosting employee engagement or improving onboarding sequences for new hires. Instead of focusing on people, teams are stuck grappling with data and investigating discrepancies between tools that should already be aligned.

During a fireside chat, Dan Greaves, Global Head of Payroll and Benefits at Klarna, explained: 

“Taking one source of truth in some form of HRIS system and having to manually copy that into multiple different spreadsheets or templates that are completely different causes so much confusion. When finance gets the information, it could be wrong because of a manual copy-and-paste error.”

System integration relieves this burden. With your core HR systems connected, and syncing with other crucial finance and IT applications, employee data flows automatically across systems, eliminating redundant data entry and reducing the need for back-and-forth communication between teams. And when your updates require no extra lift, HR is free to focus on work that truly moves the needle.

Enhanced employee experience

Interconnected platforms behind the scenes also enhance the employee-facing experience. Instead of your workers entering the same personal details in multiple programs, employees only have to spend time on this once, which is a game-changer during key lifecycle moments like hiring and onboarding. 

Candidates move quickly from interview to onboarding, and new hires don’t spend their first week filling out duplicate forms or chasing down login credentials. They can focus on getting to know their team, not troubleshooting HR tech.

Once they're in the system, employees have an easier time managing and accessing their benefits. Integrated systems allow employees to perform simple tasks like confirming their payroll deductions or tracking their LSA balances. They can solve their own riddles without having to ping HR for every minor query. 

How to integrate your key HR systems

You’re sold on the idea of hooking up your HR systems. But how do you turn that vision into a unified, well-functioning ecosystem of people tools? Here’s how to get the integration process right from the start.

1. Choose modern platforms 

Some platforms are easier to work with than others, often based on your vendor and even your budget. If you’re able to stretch to a modern and versatile HR stack, it’s more likely that your tools will offer built-in integrations or open APIs that simplify the process. Legacy software may have checked all your boxes for a while, but if you base all your processes around a platform that hasn’t adapted to the times, you’ll probably spend more time wrangling workarounds than building anything scalable. 

2. Determine your most important connections 

You don’t need to connect all your HR processes at once. In fact, this is a great opportunity to take a magnifying glass to your workflows and align them with your business goals. 

Start by identifying the systems that absolutely need to stay in sync, for example, core data sources like your HRIS, payroll, and benefits platforms. Once those talk to each other, you can layer in other tools like time tracking, performance, or engagement platforms.

3. Ask about custom integrations 

Not every required HR integration is available out of the box, and that’s okay. Many modern vendors offer custom integration support or can connect you with partners who do. If you rely on a particular tool that isn’t listed on the integrations page, your vendor may be able to provide a tailored solution. 

4. Use automation to cover additional requirements 

Even with solid integrations in place, there may be gaps in your setup. For example, perhaps one tool doesn’t sync a specific field, or an update is required to trigger a Slack alert. In these scenarios, automation platforms like Zapier, Make, or even internal scripts can fill in the blanks without manual effort. 

5. Run regular maintenance checks 

Even the best integrations break when systems update, or permissions change behind the scenes. Make it a habit to review your key connections monthly or quarterly to catch issues early before they turn into serious data mismatches (and the consequences that follow!) 

Integrate Benepass with your payroll and HRIS

When you’re rolling out a new benefits program, the last thing you want is a messy setup process. That’s why Benepass integrates directly with your HRIS or payroll system and gives you full visibility into the data that’s shared between them. Here’s what our Integrations feature offers:

• Live HRIS integration with payroll records: See every employee pulled in from your connected system, including key details like hire date, employee type, and payroll deductions.
• Roster sync tracking: View real-time changes to your Benepass roster, including when new employees are added or former employees are removed.
• Configuration transparency: Check the logic behind your setup, including who’s eligible, when accounts are created, and what rules are applied.

Ready to simplify your benefits operations and create a fluid network of interconnected HR systems? Book a free Benepass demo today to learn how our platform connects with your key tools. 

Frequently asked questions about HR system integrations

What are some HR system integration examples? 

HR system integrations connect the tools HR teams use every day, making data flow smoother and reducing manual work. Here are a few real-world examples:

• HRIS to payroll system: Automatically syncs employee data, compensation changes, and tax details, so your payroll data always reflects the latest information without double entry.
• ATS (applicant tracking system) to onboarding platform: When an applicant accepts an offer, their candidate data is pushed directly into the company’s onboarding workflows which speeds up provisioning and reduces admin handoff.
• Benefits administration platform to payroll provider: Syncs employee eligibility, benefit elections, and taxable deductions to maintain accurate payroll and benefits administration with no extra steps.
• Employee performance management system to learning management system: Automatically assigns training based on performance review outcomes or skill gaps, closing the loop between feedback and development.
• Recognition platform to Slack or Microsoft Teams: Posts public shoutouts, anniversaries, or achievements in real time, boosting culture and engagement in the flow of work.
• Time-tracking system to payroll system: Sends approved hours and leaves data directly into payroll, which eliminates errors and maintains compliance with wage laws.
• Human capital management system to identity and access management system: Automatically provisions or deactivates software accounts when someone is hired, promoted, or leaves, keeping your org secure and compliant.

What systems and software does Benepass integrate with?

Benepass integrates with a wide range of modern HRIS, payroll, and benefits platforms to keep your employee data current, without the manual effort:

• ADP
• BambooHR
• Ceridian (Dayforce)
• Gusto
• HiBob
• Justworks
• Namely
• Paychex
• Paylocity
• Sequoia
• Trinet
• UKG Pro (Ultipro)
• Workday
• Zenefits
• Employee Navigator
• Alight
• Paycom
• PlanSource
• BSwift

We also support custom integrations and regularly expand our integration library based on customer needs. If your system isn’t listed here, reach out at sales@getbenepass.com and we'll work with you to explore what’s possible.

Can every HR system be integrated?

No, unfortunately, not every HR system is a good candidate for integration, especially older or legacy systems. Some lack APIs or modern architecture, which makes syncing data difficult or requires custom development. These systems force teams into manual workarounds, increasing the risk of errors and delays

The solution is to choose modern, integration-ready tools like Benepass which is built to connect seamlessly with today’s leading HRIS and payroll platforms. If your systems are flexible, we’ll likely be able to connect them. 

Why should I integrate HR systems together?

When you integrate your HR systems, your team can move faster and operate with confidence. By doing so, you’ll: 

• Eliminate manual data entry between core people systems
• Reduce errors and inconsistencies caused by duplicate or outdated information
• Speed up key HR operations like onboarding, offboarding, and payroll updates
• Create a better employee experience with fewer forms and data mismatches
• Enable real-time updates so information stays current across all platforms
• Improve compliance and audit readiness with consistent, centralized data
• Free up HR teams to focus on strategy, not data cleanup or admin work
• Build a tech stack that scales as your organization grows 

Does it cost extra to integrate my HR systems?

It depends. Some HR software vendors charge extra for system integrations and service add-ons. But Benepass isn’t one of them. Our integrations with HRIS, payroll, and benefits administration systems are packaged neatly as part of our all-inclusive pricing model. We offer integrations along with a wide range of additional features at no extra cost, including single sign-on integration and identity access management support. 

Benepass pricing is based on workforce size (enrolled employees), not on how many systems you need to connect. So whether you're integrating one platform or five, it’s all covered.