7 Best Employee File Management Software in 2025

What is the Employee File Management System?

Employee File management Software is a digital platform for storing employee data at a single place. It stores and manages all the employee’s important documents, files and contracts at a centralized location. It doesn’t only reduce paperwork, but also keeps data at a single place, boosting employees’ productivity. Employees, HRs and managers can access the information from anywhere, ensuring transparency and compliance. 

Now, let’s have a look at the 7 best Employee File management Systems along with their features, pros and cons and pricing.  

1. Zoho People

Zoho People is a full suite, cloud-based human resource management tool consisting of various functions, streamlining HR processes and operations. In its comprehensive suite, it also offers an Employee File Management system, allowing easy storage, management, and retrieval of employees’ data from a centralized location.

         Features:

• Digital storage of all the employee’s documents
• In-built HR forms
• Access to Employee’s data from centralized location
• Customisable workflows for document handling and storage
• Allows secured document sharing
• Customisable e-signature workflows
• Employee’s self-service options, such as knowledge base
• Attendance Management and Tracking

          Pros:

• Integration with other Zoho applications
• Easy to learn and use 
• User-friendly Interface
• Automated Workflows
• Easily accessible on mobile application
• Affordability, especially for small and mid-size businesses 
• Great Customer Service 

         Cons:

• Limited features in basic plans
• Not much suitable for larger teams
• Updates are time-consuming

           Pricing: $1.25/employee/month

         Reviews:

• G2 Rating: 4.4/5
• Capterra Rating: 4.4/5

2. Connecteam

Connecteam is one of the most promising Employee management Software, catering to all the employee’s needs. Connecteam is a comprehensive suite for employees, consisting of various solutions, such as time management, employee onboarding, compliance and much more. Apart from this, it also has an Employee file management system, allowing employees to upload all their important documents, contracts, and files at a single place.  

          Features: 

• Consists of three categories: Business Operations, Communications, HR & Skills.
• Automated employees’ file management
• Easy uploading and downloading of documents and files when needed
• Easily accessible on mobile phones
• Automated reminders and notifications for document uploading and renewal

          Pros: 

• Free trial available
• Integrations with Gusto, Google Calendar, Wix, Zapier and Xero
• Allows Centralized Document Storage
• Setting user permissions to access files, enhancing data security 
• Simple and easy-to-use interface

         Cons:

• Lack of advanced document management features
• Basic plans have limited storage capacity, leading to restricting the number of files employees can upload.
• Doesn’t support e-signature functionality
• Increased cost, especially for small businesses

       Ratings:

• G2 Rating: 4.6/5
• Capterra Rating: 4.7/5

Pricing: $29 per month

3. DynaFile

Dynafile is a cloud-based document management system, catering to the needs of organizations in organising and managing employees files and documents. Its solutions are able to streamline the business operations, switching to eliminate paperwork. 

           Features:

• Scanning paper documents and converting them to digital format
• Automated indexing of files
• Role-based permissions are granted, ensuring safety and security.
• Supports electronic signatures, reducing paperwork and increasing efficiency
• Manages compliance by maintaining audit trails and document retention policies. 

            Pros:

• Simple, easy and user-friendly interface
• Allows accessing the documents remotely, enhancing flexibility. 
• Allows automatic grouping of documents, as per the needs.
• Focuses on security and encryption, ensuring compliance with regulations.
• Allows integrations with various HR platforms

          Cons:

• Free trial is not available 
• Some users have reported limited customization options for document storage structures and workflows, which might not be able to meet the requirements of some organizations.  
• Pricing can be an issue for small businesses, especially those requiring basic file management software.
• Users have reported issues with limited customer support hours.

          Pricing: Not Disclosed 

          Ratings: 

• G2 Rating: N/A
• Capterra Rating: 4.8/5

4. Docusign: 

As the name suggests, Docusign is another employee file management software designed for electronic signatures. Using Docusign Intelligent Agreement Management (IAM), one gets the authority to sign digital agreements from anywhere, anytime. Apart from e-signatures, it also offers extensive features in cloud storage and employee file management, automating and streamlining HR operations. 

           Features:

• Allows users to do E-signatures , from anywhere and everywhere
• Is easily accessible on mobile phones and other devices
• Seamless integration with other apps and HR tools
• Allows customisable signing processes, tailored to one’s own needs

             Pros:

• Availability of Free Trial 
• Allows fast and secure document management 
• Provides seamless 24*7 customer support
• Ensures that e-signatures are secure and law abiding

               Cons:

• Lack advanced features for full-scale employee file management
• As compared to other tools, cost can be considered expensive for small organizations

         Pricing: Starts at $10/month

         Ratings:

• G2 Rating: 4.5/5
• Capterra Rating: 4.7/5

5. BambooHR

 BambooHR is a full suite human resource management software, designed for catering all the solutions including employee file management, performance tracking, and payroll operations. As an employee file management software, BambooHR offers employees the ability to store and manage files in an organised way from a centralized location. 

           Features:

• Allows storing, organising and managing all the documents at a single place.
• Offers self-service options for users to manage their own documents, reducing workload for HR departments. 
• Offers customization options to users depending upon their needs.
• Offers easy-to-go mobile access.

           Pros:

• Provides automated workflows for HR processes , increasing efficiency.
• It ensures compliance with labor laws and regulations. 
• Allows employee file management with customisable fields
• Its simple and user-friendly interface allows users to manage and store files with ease. 

           Cons:

• As it is fit for small and mid-size businesses, it doesn’t support advanced features for large organizations
• Has limited integrations with third-party tools

           Pricing: Customised depending upon business needs

           Ratings:

•  G2 Ratings: 4.4/5
•  Capterra Rating: 4.6/5

6. Revver 

Revver, formerly known as EFileCabinet, is another promising cloud-based platform specifically designed for file management and document storage. It allows organizations to manage and store employees records and sensitive information ina digitised manner. 

           Features:

• Allows customization options in files, sub files and folders. 
• Provides search and filter options for quickly locating files.
• Customisable permission settings to ensure security
• Provides e-signatures, improving efficiency

Pros:

• Integrations with MS powerpoint, MS Excel and Salesforce
• Allows easy access of files remotely, ensuring flexibility
• Can be tailored to specific business sizes and needs
• Allows tracking and storing multiple versions of a single document

         Cons:

• Has limited reporting features
• Lacks customization features as compared to other tools
• Difficult for some people to learn and set up
• Users have reported experiencing slow performance, increased loading times, and limited support hours.

        Pricing: Starting from $15 per month per user

        Ratings: 

• G2 Ratings: 4.3/5
• Capterra Ratings: 4.4/5

7. SutiHR 

SutiHR is an all in one HR platform consisting of various features for employee management, payroll, performance tracking and much more. As an employee file management software, it offers tools for seamless organization, storage and  management of an employee’s documents and records. 

Features:

• Offers centralized repository to store, manage and access all the documents.
• Allows establishing custom fields in employee documents, making it easier to categorise information as per the requirements.
• Allows role-based permissions, so that only authorised users can access the information
• Provides the facility to upload the documents and share them securely with authorised personnel

          Pros:

• Availability of Free Trial
• Has Search and Filter option, allowing easy navigation of files, even in a large database
• Provides a self-service portal to employees to access their own documents and records
• As a cloud-based platform, it provides flexibility to HR teams to access and manage employees’ data remotely.

         Cons:

• Users have reported issues with set-up of the platform. There is no instruction manual or written guidelines for setup.
• As SutiHR is an all-in-one HR platform, organizations need to customise it according to their requirements, which requires additional training and can lead to more complexity.
• Pricing can be an issue for small organizations looking for only employee file management system. 

        Pricing: $4.00 per month/user

       Ratings:

• G2 Ratings: 4.6/ 5
• Capterra Ratings: 4.3 /5

How to Choose the Best Employee File Management Software?

While there are various numbers of employee file management softwares in the industry, you might get confused among which one to choose for your organization. To solve this confusion, you need to have a clear idea of your organization’s employees, their requirements and a lot more factors.

So, let’s get started on how you can choose the best Employee File Management Software?

1. Does it solve your organization’s needs or not?

While choosing a software, you have to be very particular about your organization’s needs and requirements. You have to look for whether it would be able to fit your organization’s needs or not. Does it have the specific features your employees need. Sometimes, the best software lacks that one feature your organization specifically requires. So, this first thing is addressing your organization needs. 

2. How is the Interface? 

Another thing while choosing an employee file management software is its interface. Is it user-friendly and easy to use or is it complex and requires extensive set-up training as many of the employees are not very tech-savvy and it can take time to get used to this. 

3. Does it allow self-service options for employees?

While choosing an employee file management software, it is important to know if it provides self-service options ? Are users able to create, upload or download their own files? Do they have access to it, or would they require HR or administration people for that?

4. How secure is it to store and manage files?

A user always thinks of security while uploading his sensitive files and documents. He always has “what if” thoughts. So,it’s important to choose a system that stores files in a centralized location, with data encryption and role-based access controls, ensuring security and privacy.

5. What is the organization’s budget?

Budget is the major concern in many start-ups and small organizations. An organization would only spend on these tools if they fit in their budget. So, it is advisable to go for a software which is budget-friendly. 

6. What are some other factors while choosing an employee file management system?

Apart from all these, choosing an employee file management system also depends on other factors such as availability of customization, integration capabilities, mobile accessibility, customer service and reviews and ratings.