The Ultimate HRIS Evaluation Template for HR Teams

Buying a human resource information system (HRIS) is tough on HR teams. You’ve got to find a tool that integrates with your existing tech stack. And one that has all the features you need right now. And that can grow with your organization. And that meets the requirements of a lot of different stakeholders. And that employees will actually use. 

It’s…a lot. 

That’s where a checklist comes in. By using a structured evaluation template, you make sure you’re asking the questions that matter to you — instead of getting led around by sales reps. 

You also ensure that you’re taking a consistent, fair approach to your decision-making, comparing each vendor against the same key criteria. That way, you can feel confident that you’ve made a well-thought-out buying decision. 

HRIS Evaluation Template

Our HRIS Evaluation Template simplifies your selection process by providing a clear framework for comparing different systems, meaning that you can: 

• Know that you’re being consistent. You’ll evaluate different HRIS vendors on the same criteria, not on what they want to tell you about. 
• Save a ton of time. Instead of getting distracted by unnecessary details, you’ll focus on the factors that actually matter to your organization. 
• Avoid expensive, embarrassing mistakes. Our template will make it easy for you to spot gaps in features, compliance, scalability, or support before you buy, so you can skip the buyer’s remorse and find the right HRIS for your unique situation. 

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What is an HRIS?

A human resource information system (HRIS) is a digital platform that helps HR departments manage core HR functions, streamline and automate HR workflows, and centralize employee data. An HRIS usually includes features like:

• Employee records management
• Payroll and benefits administration
• Time tracking and leave management
• Onboarding and offboarding workflows
• Performance management tools
• Engagement monitoring and feedback collection

How does HRIS differ from HRMS and HCM?

The terms HRIS, HRMS (human resource management system), and HCM (human capital management) are sometimes used interchangeably, but they mean slightly different things.

• HRIS is a foundational HR system that focuses on core HR processes like payroll and benefits administration. 
• HRMS includes all HRIS functions, as well as additional functions like recruiting and workforce analytics.
• HCM is a broader strategy-driven system that aligns HR processes with overall business goals, often including talent management and workforce planning.

Essential Questions to Ask an HRIS Vendor

Brett Ungashick is the founder and CEO of OutSail, a consulting firm that helps businesses buy HR software. He pointed out, “Many HRIS evaluation processes quickly become unwieldy because companies mistakenly assume they need to cast a wide net, inviting countless vendors into the process and scrutinizing every corner of their platforms.” 

Instead of making the buying process so complex and overwhelming, Ungashick recommended that you narrow your focus to just the core business issues that you’re hoping to solve with a new HRIS. “Most businesses are actually trying to address just a handful of specific problems — whether it's improving scalability, getting clearer and faster reporting, gaining more responsive and personalized support, or achieving seamless integration with modern tools.”

He said, “We always advise our clients to first clearly identify these core business outcomes. Once those critical objectives are defined, evaluations can become much more precise and manageable, allowing teams to dive deeply into these specific areas rather than spreading themselves too thin.” 

To make sure that you lead the buying process (instead of being steered by vendors), you’d be well-served to have a list of questions on hand.  

Here are a few examples of good questions to bear in mind when you’re considering a new HRIS software: 

General Features and Costs

• What features are included in different pricing tiers?
• Are there additional costs involved in implementation?

Integration and Compliance

• Does the HRIS integrate with our existing tech stack?
• Is it compatible with our applicant tracking system (ATS) and talent management platforms? 
• What data security features are available?
• Is it compliant with local and international regulations for document storage?
• Can it handle e-signatures?

Onboarding and Employee Management

• Are background and reference checks integrated?
• Can we automate onboarding?
• Does it come with automated task assignments and reminders?
• Can it accommodate employee self-service?

Scalability and Implementation

• What is the typical implementation process and timeline?
• How long does it take for employees to adopt and use the system?
• Is the platform modular? Can we add new functionality as needed? 
• Can the system be customized to fit our unique workflows?

Vendor Reputation and Support

• What level of customer support is offered?
• Are there case studies from companies of a similar size and industry?
• Will we have a dedicated support representative? 
• Do we have direct contact information? 
• Under what circumstances might our issue be escalated or passed to another team member? And if a problem arises with our support contact, how exactly is it escalated?

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Lattice: An HRIS Platform Built for Performance

At Lattice, we believe that HR technology should do more than manage data. Your HRIS should help you build a high-performance culture. A modern HRIS will reduce administrative work while providing meaningful insights that help HR leaders make better strategic decisions. 

​Lattice HRIS is designed to make HR management easier and improve the employee experience by integrating various HR functions into a unified platform. ​

Key Features:

• Unified Employee Data: Lattice HRIS brings together employee information, centralizing personal details, employment status, role specifics, and compensation data. 
• Onboarding: The platform offers customizable onboarding workflows, automating administrative tasks and providing new hires with essential resources.  
• Data Security: Lattice uses advanced security measures, including data encryption and access controls, to protect sensitive employee information and ensure compliance with international regulatory standards. 
• Integration Capabilities: The platform is designed to integrate seamlessly with existing payroll systems and other HR tools, reducing manual data entry and minimizing human error.

Our HRIS also integrates seamlessly with our other modules, including: 

• Lattice Performance enables HR teams to set clear expectations, track progress, and promote continuous feedback. It supports structured performance reviews, customizable rating scales, and real-time feedback loops to help employees stay aligned with company goals. With built-in analytics, HR teams can easily identify performance trends, making data-driven decisions to support workforce growth.
• Lattice Engagement makes it easy to collect feedback, automatically surface AI-powered insights, and implement programs that improve productivity and retention. Plus, our pulse polls, anonymous surveys, and customizable feedback tools help you gauge employee satisfaction quickly. Use our real-time reporting features to spot trends, uncover challenges, and take proactive steps to improve workplace culture. Built-in recognition features also allow managers and peers to celebrate achievements, fostering a more engaged and motivated workforce.
• Lattice Grow helps employees develop within their roles by providing structured career growth plans, goal-setting frameworks, and ongoing feedback mechanisms. Employees and managers can track progress, set development milestones, and align growth areas with individual goals and company objectives. 

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