Top 10 HR Compliance Tools to Keep Up with Legislation and Rules in 2023

Are you struggling to keep up with the ever-changing HR legislation and rules? It can be overwhelming to navigate the complexities of human resources compliance. Fortunately, there are tools available to help you stay on top of it all.

To assist you in your HR compliance journey, we have compiled a list of the top 10 HR compliance tools that will help you streamline your processes, stay up-to-date with the latest regulations, and ensure your organization is in full compliance with the law. Whether you’re a small business owner or an HR professional, these tools will be invaluable in navigating the complex world of HR compliance.

Shall we begin?

What are HR compliance tools?

HR compliance tools are software or technology solutions that help organizations ensure they are meeting all the necessary legal and regulatory requirements related to human resources. These tools streamline HR compliance checklists by automating and simplifying the process of tracking and managing compliance tasks and documentation.

They typically include features such as automated alerts and reminders for key compliance deadlines, central repositories for storing and organizing compliance documents, and reporting capabilities to demonstrate compliance to auditors or regulatory bodies. By using HR compliance tools, organizations can reduce the manual effort and potential for human error involved in managing compliance, ensuring they are consistently meeting all legal obligations and minimizing the risk of penalties or legal consequences.

What are the common items of HR compliance checklists?

HR compliance checklists typically include items such as employee classification and documentation, payroll and tax compliance, workplace safety, anti-discrimination laws, and employee benefits and leave. With the help of compliance tools, you can ensure that all necessary documentation and forms are completed accurately and on time, reducing the risk of non-compliance. These tools also provide alerts and reminders for upcoming compliance deadlines and help HR professionals stay updated on changing regulations. 

What are the benefits of HR compliance software?

HR compliance software helps organizations ensure that they are adhering to all relevant laws and regulations related to their department. This is crucial in today’s complex legal environment, as non-compliance can result in severe penalties and legal consequences. Secondly, HR compliance software streamlines and automates various HR processes, such as employee onboarding, training, and performance management. 

Additionally, HR compliance software often includes features like employee self-service portals, which empower employees to access and update their own information, reducing administrative burden. Overall, HR compliance software helps organizations maintain legal requirements, increase efficiency, and improve employee satisfaction.

Top 10 HR Compliance Tools to Keep Up with Legislation and Rules in 2023

Our top 10 HR compliance tools for 2023 offer a range of features such as tracking and monitoring changes in employment laws, providing access to legal resources and templates, automating compliance processes, and ensuring proper documentation and record-keeping. Let’s dive in!

1) Deel – Best for Customizable Workflows

With this feature, Deel provides a comprehensive solution to help companies navigate the complex landscape of HR compliance. From managing employee records to tracking and reporting on employee training and certifications, Deel’s HR compliance feature streamlines the process and helps businesses stay on top of their obligations and minimizes the risk of potential legal issues.

Pros and Cons

Pros

✅ Tracking: The feature provides automated tracking and management of employee contracts, making it easier to handle contract renewals and terminations.

✅ Customizable workflows: Deel’s HR compliance feature offers customizable templates and workflows, streamlining the onboarding and offboarding processes. It also simplifies and automates the process of managing and tracking employee benefits, ensuring compliance with relevant laws and regulations.

Cons

❎ Learning curve: Implementation of the HR compliance feature may require time and effort to set up and configure according to the specific needs of the business. Employees might also struggle to adapt to this tool, requiring training and adjustment.

❎ Pricing: Some businesses may find the cost of implementing and maintaining Deel’s HR compliance feature to be an added expense.

Pricing

• Employer of Record (EOR): Starting at $599/month
• Contractors: Starting at $49/month
• Global Payroll: Consult the sales team for detailed pricing
• Deel HR: Free
• Immigration: Contact the sales team for detailed pricing

2) Paychex – Best for Compliance Checklists

Paychex‘s HR compliance feature helps companies track and manage various compliance requirements, such as equal employment opportunity (EEO) laws, labor laws, and workplace safety regulations. By utilizing this feature, businesses can minimize the risk of penalties, fines, and legal issues that may arise from non-compliance. It also streamlines the compliance process, saving time and resources for businesses, and ultimately promoting a fair and safe work environment.

Pros and Cons

Pros

✅ In-house HR consultants: You can reach out to Paychex’s in-house HR consultants to stay up to date with compliance regulations and laws as well as other safety issues, minimizing the risk of penalties and legal issues.

✅ Proactive HR advice: You can get personalized, action-based HR advice to keep track of your business and allocate more time to focus on other tasks. These tips also help with retaining local and international talent in addition to simplifying employee management.

Cons

❎ Pricing: Paychex’s HR compliance service may come at an additional cost, which can be a concern for small businesses with tight budgets.

❎ Complexity: Businesses may need to invest time and effort in integrating Paychex’s HR compliance service into their existing HR systems and processes.

Pricing

• You need to contact Paychex to get custom pricing that fits your needs and number of employees.

3) Rippling – Best for Built-in Compliance Templates

Rippling‘s HR compliance feature helps streamline and automate compliance tasks, such as managing employee documentation, tracking important dates and deadlines, and generating reports for audits. By using Rippling’s HR compliance feature, you can save time and effort in ensuring all teams are aligned with the necessary HR protocols.

Pros and Cons

Pros

✅ Updated information on compliance regulations: It provides access to up-to-date information and resources on HR compliance, keeping businesses informed and prepared.

✅ Templates: With various HR compliance document templates to choose from, Rippling allows you to automate and streamline HR processes, saving time and increasing efficiency.

Cons

❎ Data security and privacy: There may be concerns about data security and privacy, as the software deals with sensitive employee information. 

❎ Pricing: The cost of implementing and maintaining the software may be a consideration for smaller businesses with limited budgets. 

Pricing

• Rippling does not offer pre-packaged solutions but instead assists in identifying the necessary solutions for your business and provides a personalized quote. Their plans start at a minimum of $8 per month per user.

4) BambooHR – Best for Data Security

BambooHR‘s compliance feature provides a comprehensive solution for managing and tracking compliance with employment laws, industry regulations, and company policies. With this tool, you can easily stay up to date with changing laws, automate compliance processes, and maintain accurate records. It is helpful to mitigate legal risks, improve overall HR practices, and create a more compliant and productive work environment.

Pros and Cons

Pros

✅ Streamlines HR processes: This feature automates compliance-related tasks, such as tracking employee certifications, managing documentation, and monitoring compliance deadlines, saving time and effort.

✅ Enhances employee data security: This feature ensures that sensitive employee information is handled securely and in compliance with data protection laws, enhancing data security and privacy.

Cons

❎ Learning curve: Implementing and using this feature may require some training and adjustment, especially for businesses that are not familiar with HR compliance software.

❎ Limited customization: Some businesses may find that the level of customization offered by BambooHR’s compliance feature does not fully meet their unique compliance needs.

Pricing

• Unfortunately, BambooHR does not offer transparent pricing on its website. You have to get a pricing quote to make a decision between “Essentials” and “Advantage” plans.

5) Bambee – Best for Compliance Educational Resources

Are you looking for a HR compliance tools that has over 600 courses and virtual assistance? Bambee might be the perfect fit for you! This tool provides businesses with the necessary resources and guidance to navigate complex HR compliance issues, such as employee classification, wage and hour laws, discrimination policies, and customizable policies for all 50 states! By utilizing Bambee’s HR compliance tool, businesses can mitigate the risk of costly fines and lawsuits, while also creating a fair and inclusive work environment for their employees.

Pros and Cons

Pros

✅ Ease of use: Bambee’s HR compliance tool helps companies stay compliant with various employment laws and regulations in a user-friendly style. 

✅ Educational resources: The tool provides access to expert HR advice and guidance with more than 600 courses and virtual assistance available to help you with every step of the compliance process. Wherever your company is located in the US, it can help you with custom compliance policies.

Cons

❎ Limited integration: Integration and compatibility issues may arise when implementing the tool with existing HR systems or software, so you may have to purchase add-ons or switch providers.

❎ Pricing: The cost of using Bambee’s HR compliance tool may be a drawback for small businesses with limited budgets.

Pricing

Bambee has one of the best pricing options as it allows you to purchase the software to make your first hire. Pricing is based on the number of employees you have. Here are all the pricing plans:

• 0 employee: $99/month and no setup fee.
• 1-4 employees: $299/month with a one time $500 setup fee.
• 5-19 employees: $399/month with a one time $500 setup fee.
• 20-49 employees: $699/month with a one time $1,500 setup fee.
• 50-99 employees: $1,299/month with a one time $2,000 setup fee.
• 100-149 employees: $2,499/month with a one time $2,500 setup fee.
• 150-249 employees: $3,699/month with a one time $3,500 setup fee.
• 250+ employees: Contact Bambee for custom pricing.

6) ADP Workforce Now – Best for New Hire Onboarding

Whether you’re a mid-sized business or a corporate giant, ADP Workforce Now‘s HR compliance tool is an essential resource to meet all regulatory requirements and avoiding any legal issues related to human resources. You can automate and streamline employee records, new hire onboarding, track and manage workplace reporting.

Does your company grow rapidly? ADP Workforce Now’s HR compliance tool grows with you too! It scales easily and meets your new business needs with custom features and solutions. 

Pros and Cons

Pros

✅ Advanced features: You don’t have to worry about new hire onboarding, workplace reporting, or keeping tracking of employee records. This compliance tool provides a wide range of advanced features to keep your business running smoothly.

✅ Up-do-date resources: Whenever you need help with a particular issue, ADP Workforce Now’s HR compliance tool provides access to up-to-date information and resources.

Cons

❎ Additional infrastructure: ADP Workforce Now’s HR compliance tool often requires additional IT support and infrastructure.

❎ Limited customization: The tool has limited customization options to fit specific organizational needs, so you have to purchase add-ons or switch your service provider to find the perfect match for your business.

Pricing

• While ADP Workforce Now offers packaged solutions, namely Select, Plus, and Premium, you need to provide additional details, such as your affiliation with ADP, services you’re interested in, company info, etc., to get a custom quote.

7) Oyster – Best for Tracking Employee Records

Oyster‘s HR compliance tool helps businesses stay compliant with employment laws, track employee records, manage payroll and benefits, and handle any necessary reporting. By utilizing Oyster’s HR compliance tool, businesses can minimize the risk of legal issues and maintain a productive and compliant workplace. This tool is also very helpful for hiring and managing international talent as it allows you to create locally compliant contracts in 180+ countries!

Pros and Cons

Pros

✅ Customization: The tool offers customizable features that can be tailored to meet the specific needs of the organization, so you don’t have to worry about adapting your business to the available feature options.

✅ Customer support: Oyster provides excellent customer support and regular updates to ensure the tool remains up-to-date and effective so that you can solve your problems in a timely manner.

Cons

❎ Learning curve: Oyster’s HR compliance tool may require a learning curve for new users, which could initially impact productivity.

❎ Downtime: In rare cases, technical issues or software glitches may occur, resulting in temporary disruptions to HR processes.

Pricing

• Contractor: Starts at $29/month per contractor
• Employee: Starts at $499/month per employee if billed annually
• Scale: Contact Oyster HR for custom pricing

8) OnPay – Best for Small and Medium-Sized Business Analytics

OnPay‘s HR compliance tool helps businesses manage and track important HR tasks such as employee onboarding, benefits administration, time tracking, and more. Are you a small or medium-sized business? No worries! OnPay’s tool is especially beneficial for small and medium-sized businesses that may not have dedicated HR departments or the resources to hire HR professionals.

Pros and Cons

Pros

✅ Accurate reporting: OnPay’s HR compliance tool ensures accurate and timely reporting, reducing the risk of penalties or legal issues.

✅ Customizable workflows: OnPay’s tool offers customizable settings and workflows to fit the specific needs of different businesses, making it highly adaptable.

Cons

❎ Pricing: There is a relatively high cost associated with using OnPay’s HR compliance tool, which may not be feasible for all businesses, particularly small businesses with tight budgets.

❎ Limited functionality: While the tool helps with HR compliance, it does not replace the need for professional HR expertise and advice in complex situations, you will still need manual help to keep track of your documents.

Pricing

• $40/month plus $6/month per person

9) Gusto – Best for Personalized Compliance System

Looking for all-in-one HR compliance solutions? Gusto is happy to help! With this tool, you can ensure that your company is in compliance with federal, state, and local laws. It’s perfect for small and medium-sized businesses in search of personalized regulatory compliance systems and payroll features. You will get help from a dedicated team that knows you and your business and will avoid lawsuits!

Pros and Cons

Pros

✅ Automations: Gusto’s HR compliance tool provides access to up-to-date and accurate information on HR compliance, and automates and streamlines HR processes, saving time and increasing efficiency.

✅ Educational resources: It also offers training and educational resources to help HR professionals stay knowledgeable about compliance requirements.

Cons

❎ Limited scope: The tool may not cover every unique compliance requirement of every industry or region, requiring additional research or manual adjustments.

❎ Learning curve: Gusto’s HR compliance tool may have a learning curve for HR professionals who are not familiar with its features and functionalities, making it hard to adjust to a new system.

Pricing

• Simple: $40/month plus $6/month per person
• Plus: $80/month plus $12/month per person
• Premium: Contact Gusto for detailed pricing
• Contractor Only: Discounted $0/month for 6 months. Then, it costs $35/month plus $6/month per contractor.

10) HiBob – Best for Advanced Analytics

HiBob‘s HR compliance tool provides comprehensive features and solutions to help companies stay compliant with employment laws, maintain accurate employee records, and streamline processes such as onboarding, training, and performance management. With HiBob’s HR compliance tool, you can minimize legal risks, avoid penalties, and analyze and track KPIS to take your business to the next level! 

Pros and Cons

Pros

✅ All-in-one system: HiBob’s HR compliance tool provides a centralized and organized system for managing employee data and records, and offers features like onboarding, time and attendance tracking, and performance management in one platform.

✅ Advanced analytics: HiBob’s tool can generate reports and analytics, providing valuable insights and data for decision-making.

Cons

❎ Limited customization: The tool may not fully address the specific needs and requirements of every company, requiring customization or additional integrations.

❎ Pricing: The cost of implementing HiBob’s HR compliance tool may be a barrier for small or budget-constrained companies.

Pricing

• You need to fill out a form with your company name and additional comments to get a custom pricing offer.

Frequently Asked Questions

What are the 3 phases of compliance?

The three phases of HR compliance are policy development and implementation, ongoing monitoring and auditing, and corrective action. In the first phase, HR professionals are responsible for creating and implementing policies like developing employee handbooks, creating anti-discrimination policies, and ensuring that all hiring practices are fair and in accordance with equal employment opportunity laws. The second phase involves actively monitoring and auditing HR practices. The third phase involves addressing any compliance violations or issues that arise. 

Who is responsible for compliance?

The responsibility for HR compliance lies with both the employer and the HR department. The employer is responsible for ensuring that the company adheres to all applicable labor laws and regulations, as well as maintaining a safe and inclusive work environment. The HR department plays a crucial role in facilitating HR compliance by implementing policies and procedures, providing training on compliance matters, conducting audits, and ensuring that employees are aware of their rights and responsibilities. 

What is a compliance checklist?

An HR compliance checklist is a checklist used to ensure businesses are adhering to all relevant laws, regulations, and policies related to human resources. It includes a list of items that need to be reviewed and addressed to ensure compliance, such as employment laws, workplace safety regulations, payroll and benefits requirements, anti-discrimination policies, and employee documentation.