The HR tech stack is getting bigger and more sophisticated. According to recent research, about a third of companies had plans to replace one or more of their HR systems within the next one to two years. Another 28% were actively managing RFPs.
As HR functions update and add to their tech stacks, they’re entering implementation phases with increased frequency. The implementation process can be daunting for a number of reasons. Organizations may lack sufficient change management practices. They may struggle to integrate new technologies with existing systems. And vendors may provide inadequate support.
These common challenges leave organizations asking themselves how to implement HR software successfully. At AbsenceSoft, our team has over a decade of successful software implementations across some of the most complex workforces and industries.
In this guide, we’ll show you how to set your organization up for a successful implementation. We’ll begin by discussing the importance of selecting a vendor that offers an implementation package that supports your company’s specific needs.
Start by Choosing the Right HR Software Partner
When your HR department is evaluating potential software partners, include implementation as part of the criteria you’ll review. Not all vendors offer the same support during this phase, so it’s crucial to consider how vendors differ from each other in this area.
It’s important to understand potential vendors’ approach to implementation so you can pick one that aligns with your bandwidth, organizational complexity, budget, and desired timeline. Many partners take a “hands-off” approach to implementation or offer limited onboarding. While more cost-effective, this approach can lead to slower rollouts that could put more stress on your team. If you select a vendor that emphasizes self-service during implementation, it’s important that your internal IT team has the bandwidth to provide support.
At AbsenceSoft, we offer tiered implementation packages to fit a wide range of needs and budgets. These packages offer increasing levels of support — and investment. Our least expensive plan comes with a dedicated implementation consultant but less assistance from AbsenceSoft. On the higher end of the price spectrum, companies can expect to work with an implementation team that provides dedicated AbsenceSoft expertise and support.
In either case, our implementation experts work side-by-side with your team to deliver services and results — not just software solutions — using our proven implementation method. Our goal is to build reliable, timely, and results-driven partnerships with each and every customer.
“AbsenceSoft should teach a class on implementation, your team is that good. The whole process was so clearly outlined and well-managed that we were able to launch a full month early.” — Elle Emerson, Senior HR Data Strategist, WaFd Bank
Know What Level of Customization You Need
As you near the implementation phase, it’s crucial to understand and communicate the level of customization your organization will need. Here are a few questions that will help you determine how much modification you’re expecting:
- Do you foresee your team being satisfied with this vendor’s out-of-the-box features and workflows?
- Are there any specific requirements your industry, sector, or company require? For example, if you are in healthcare, numerous custom requirements could come into play, depending on the solution you are seeking.
- If you think your organization requires customization, what specific needs do you anticipate?
It’s important to answer these questions before selecting a vendor and diving into the implementation phase. Ideally, in fact, your responses will help you evaluate whether a vendor’s implementation philosophy aligns with your company’s needs and values.
We support both out-of-the-box and custom implementations at AbsenceSoft. That said, custom needs should be defined up front to align expectations and streamline implementation.
Best practice: Take stock of your current software. What’s working? What needs to change? If you’re looking to implement a leave management software like AbsenceSoft, for instance, make a list of the items you need. It could include things like custom communication templates,state-specific forms, and company-specific leave policies.
Get Your HR Data Ready to Integrate
Integrating your employee data with your new HR software is a crucial part of implementation. When integration goes well, it’s not just the implementation process that benefits. This pairing of systems makes way for successful results in the long term.
With AbsenceSoft, for instance, secure integrations with your team’s most trusted and frequently used platforms pave the way for simpler, more streamlined leave and accommodations management.
Human Resource Information System Integration: When you integrate AbsenceSoft with your HRIS or HCM, you can power real-time insights into your leave program with up-to-date information about your workforce. We connect with popular HRIS platforms like Workday, UKG, and others. These links allow you to see who is on leave, who is returning to work, and date details for every leave of absence, without any putting in any manual effort.
Because integration is such an important part of implementation, it requires a little prep work. Your organization needs to offer clean employee data, accurate leave history, and detailed policy information. With these elements prepared ahead of time, integration goes off without a hitch.
When this homework doesn’t get done, however, there can be serious consequences. Bad data can delay go-lives. Inaccurate information can also trigger downstream compliance risks, from miscalculated entitlements to improper denials.
Align Your Stakeholders Early
It takes a team to evaluate and choose the right service provider. It also takes a team to implement whichever service partner you pick. There are a few stakeholders who should be involved in the implementation process, including:
- IT: This is an obvious one, but it’s worth saying anyways. Your IT team should be involved in implementation, every step of the way.
- Compliance: Folks from your compliance team can help ensure regulatory alignment, audit readiness, and policy consistency as software approaches go-live.
- Finally, consider stakeholders from across the business you may not have thought of, as HR processes can impact other functions. Finance, for instance, may need to be involved from the get go.
At AbsenceSoft, we provide clear implementation plans to get your team on board and aligned as fast as possible. Our plans include milestones and task ownership to streamline any tasks that fall to your organization.
Launch and Support: What Happens After Go-Live
It’s an unfortunate, painful reality that many vendors disappear after launch. A lack of involvement can lead to incomplete adoption, configuration issues, data integrity problems, and compliance issues. What’s more, it can cause more stress for HR and employees alike.
Why Implementation is a Partnership, not a Checklist
At AbsenceSoft, we view implementation as a true partnership. We make sure you know exactly what to expect at every stage of the process. By working closely together, we stay in scope, on time, and within budget, ensuring a successful implementation. Every customer gets a seamless implementation that is tailored to their specific business needs and outcomes.
Our support extends beyond the initial implementation phase. We provide quarterly check-ins, and we update your software as laws change and your policies shift.
Our partnership is provided by real people with real expertise: Our implementations are led by seasoned professionals in leave and accommodations, not just generalist software trainers or outsourced staff. Our US-based and CLMS-certified team of experts is here to provide you with proactive support, fast response times, and in-depth industry knowledge. You won’t get a dead-end support inbox with AbsenceSoft.
Over 350 successful deployments have created AbsenceSoft’s proven methodology. If you want to learn more about what our implementation process looks like, hear what our customers have to say: WaFd Bank, Rite-Hite, and Purdue all launched successfully because of tight collaboration and dedicated support.
Experience Implementation the AbsenceSoft Way
Implementing HR software can be frustrating, difficult, or downright disastrous. Your organization’s experience will depend on how your vendor approaches implementation and the kind of support it offers.
AbsenceSoft delivers expert-led implementations built on proven methodology and best practices gleaned from hundreds of successful customer deployments. With us, you’ll be guided by specialists who understand the nuances of leave and accommodations management — and support doesn’t stop at go-live.
To learn more about what it’s like to work with AbsenceSoft during implementation and beyond, book a demo today.
-
When it comes to implementing HR software, HR teams often face limited resources, clunky integrations, and minimal vendor support. With rising caseloads, HR professionals managing complex leave or accommodations programs can’t afford a problematic or slow rollout. That’s why AbsenceSoft matches its implementation approach to an organization’s specific needs, offering flexible packages that align with workforce configuration, team bandwidth, and budget. With over 350 successful go-lives, our experienced team members ensure every implementation is on time and within budget.
-
To prepare for a leave management software implementation, you need clean employee records, accurate leave history, and clear policies. This critical prep work is what allows for a smooth transition. And once a solution like AbsenceSoft connects with platforms like Workday and UKG to sync data automatically, it dramatically reduces manual work and compliance risk.
-
Not all vendors stick around once the contract is signed. Some offer a basic help guide and walk away, or worse, outsource ongoing support to inexperienced teams or AI chatbots. AbsenceSoft does it differently. Every customer gets a clear implementation roadmap and support that scales based on your needs. Whether an organization needs light-touch guidance or full-scale support, the implementation experts at AbsenceSoft work alongside every customer to make sure the rollout fits the organization.
-
It depends on your complexity and how hands-on your vendor is. Some HR teams wait months due to vague timelines or lack of guidance. AbsenceSoft brings a clear process and proven methodology to every implementation. In some cases, like WaFd Bank, customers have launched ahead of schedule thanks to strong planning and clear communication.
-
It takes alignment across teams, a vendor who knows compliance, and a solution that’s flexible enough to adapt. With AbsenceSoft, you get leave and accommodations expertise built in, along with tools to automate and track the details that matter. From pre-go-live prep to post-launch support, our team is focused on helping you stay compliant, efficient, and ready to scale.