HR Software Requirements Checklist Generator

HR Software Requirements Checklist
Buying context: Small business

Employee records
- [ ] Define the employee record owner and the fields each downstream system may update.
- [ ] Require audit history for manager, pay, status, location, and department changes.
- [ ] Confirm import validation, duplicate handling, and bulk correction workflows.
- Demo question: Which system owns employee master data after launch?
- Demo question: Which changes require approval before they sync?

Permissions and security
- [ ] Map HR, payroll, finance, manager, employee, and implementation partner roles.
- [ ] Require field-level access rules for compensation, documents, benefits, and sensitive notes.
- [ ] Confirm export controls, admin activity logs, and offboarding for privileged users.
- Demo question: Can managers see only the people and fields they need?
- Demo question: How are emergency admin changes reviewed?

Payroll and benefits
- [ ] Document pay-change approvals, payroll cutoff timing, corrections, and off-cycle payments.
- [ ] Separate benefits eligibility, deductions, carrier files, and vendor-owned tasks.
- [ ] Require reconciliation reports for payroll-impacting changes.
- Demo question: Which employee changes can affect payroll without payroll review?
- Demo question: How are benefits deductions reconciled before payroll closes?

Onboarding and documents
- [ ] Track preboarding, document collection, e-signature, equipment, app access, and first-week tasks.
- [ ] Assign every onboarding step to HR, manager, IT, payroll, or the employee.
- [ ] Require exception queues for missing documents or late system access.
- Demo question: What handoff starts onboarding after offer acceptance?
- Demo question: Who owns incomplete onboarding tasks after the start date?