AppTec HRMS - Human Resource Management System in Kenya

HR Management Software

AppTec HR Management Software is a web-based HR system based in Kenya designed for the efficient management of any companies most important asset, Human Resource. AppTec makes it easy and affordable for growing companies to transition from spreadsheets to a Human Resource Management System (HRMS) that adapts to their changing needs. By using AppTec HR Management System, HR professionals are relieved to perform other productive duties of the company as it saves lots of time to manage all aspects of the employee lifecycle. The software will provide your company with well organized data and at the same time save your HR department lots of time in data manipulation and tracking of various processes. All historical data will also be safe for future reference.

The system's intuitive interface makes it remarkably easy to use while offering all the tools you will need to run your HR department smoothly. It also integrates smoothly with the Payroll module customized for the Kenyan market for Salary, Benefits, Returns and Deductions management. The information Apptec HRMS provides gives Senior management clear visibility of the HR Department through strategic indicators like employee turnover and performance, contribution to particular projects and even retention. The system can be configured to operate either over the internet or over your local network.

Apptec Human Resource Management System is a great fit for HR and recruiting teams across just about any industry, both public and private. Examples include Financial, Foundations, hospitality, Real Estate, Education and more, including Third-Party Administrators and recruiting agencies. It offers a nice infrastructure that makes the software fully accessible from the Web. This also means that it can easily evolve as the business grows. At AppTec Solutions, we appreciate your changing needs. That is why we remain completely flexible to tailor your software to fit your organizations needs.

This HR Sotware enables you to manage:

Professional Data Employee Professional and Personal Data
contacts Employee Contact Information
HR Emergency Emergency Contact Information
Employee Self Service Employee Self Service
Timesheets Timesheet Management with Reports on employee Contribution to Projects
HR Leave Module Online Leave Application, Approval and Management
Staff Training Staff Training and Development Management
Appraisal Performance Appraisal
HR Documents Managing Company Policy Documents
workflows Workflows for various processes in the HR department
Directory Online Staff Contacts Directory
Recruitment Recruitment Module

Key Benefits of our HR Management System to Kenyan Companies

Intuitive and User-friendly Software

Your HR Department and staff will find AppTec HRMS System easy to use since it provides an intuitive user interface with all features accessible from well arranged menus. Descriptive links are used to ensure smooth movement across the system.

Automated System Notifications on HR Processes

The system automatically sends notifications to all parties associated with a particular HR process. e.g. When an employee applies for leave, the system notifies his/her supervisor by mail of such an application that needs to be approved. Once the approval process is completed, the employee if notified. In addition to Email, the software can also be configured to send SMS notifications.

Flexible HR System - All Settings configured by Client

The Client is able to configure all company specific information such as Departments, Locations,Pay Grades, Leave Types and much more. This ensures it is flexible enough to fit the needs of any company.

Access Control and Data Security

Data security is ensured since users are required to use authentication username and password to access the system. You also have control on which modules each user can access. Approval Processes such as leave approval are also restricted to ensure only the authorized people are able to do it.

Web-Based HR Management Software

AppTec HRMS is a web-based system meaning you can access it from anywhere over the internet including outside Kenya. If you choose the Local Network option, it means installation will be done only at the server and all your staff can access it.

HR System Based in Kenya

AppTec HRMS is a Sofware that is designed and maintained locally in Kenya. We have the capacity to modify it to suit very specific needs that our clients may have. You also get good technical support including visiting your office whenever necessary.

Key Features in AppTec HR Management System in Kenya

Employee Data Management

HR Employee data in kenya
  • AppTec HRMS keeps employee contact and basic data including a profile picture,office contacts, home contacts, identification documents and emergency contact details.
  • Information regarding previous training and work experience including places worked and time periods.
  • The software also tracks Professional Memberships to various professional bodies indicating subscription validity and renewal dates.
  • Family and Spouse information - This captures parent/guardian details and spouse identification and employment details.
  • Employee Beneficiaries - Here, the HR department can manage a list of beneficiaries, what benefit they are entitled to and the percetage of benefit entitled.
  • A List of Dependants and their relationship to the employee.
  • Job Description - For each employee, work related information if recorded like job group, work details, department, location, etc.
  • Reporting hierarchy - Relationship between supervisors and subordinates is defined. This module is key as it affects approval of various requests e.g leave.

Leave Management as per Kenyan Standards

Kenyan HR system Leave
  • The Software allows User-definable Leave Types and Leave Periods.
  • Allocate Leave Entitlements on vaious leave types to each employee. A particular number of days can be allocated for each leave type. The system automatically does verification during leave application and approval.
  • Manage leave application and approval process. The software controls leave application based on the current leave period, leave type and allocated number of days for that leave type. The approval process is also regulated such that only the supervisor of a particular employee or an administrator can view and approve/reject leave request. It is also possible to cancel remaining days during ongoing leave period. This HR system allows online application and approval.
  • Generate Leave usage reports. A detailed report is given showing the leave entitlement against usage in terms of days entitled, days spent and leave balance.
  • Send Automated Email Notifications. Whenever an application or approval is made, the software generates email notification and sends to all relevant parties.
  • The System allows flexible leave allocation as per your company policies. Carrying forward of leave days from previous period also supported.
  • Easy Management of Holidays and Days to be exempted.

Time & Attendance Management

Kenyan HR system Leave
  • The Software allows User-definable Projects, Tasks and Hours Types.
  • The employee then updates the time spent on various activities at intervals governed by your policies. The system then calculates the hourly contribution of each employee to various projects for the whole month and give a report.
  • Hours worked overtime are recorded under this module.
  • Customizable Attendance/Timekeeping Policies are supported by this software.
  • The system also provides an approval process for timecards submitted by the employee
  • Detailed Reports and analysis on time spent per project and per task.
  • Exporting Feature Provided

HR Training & Development Module

HR sotware employee Development
  • This module enables the HR Department to publish a catalogue of all available trainings with details on content and traing venue. This enables the staff to make informed choices on available training offers. It also specifies the category of employees to whom the courses are relevant.
  • The system tracks each training undertaken and records what objectives were met. This informatin is useful when the Human Resource manager or supervisor is tracking employee development, doing appraisal and allocating responsibilities. Based on this, future trainings can be recommended.
  • Manages a well categorized Library of training resources that employees can access. Soft copies of various training guides, product manuals, video clips, etc are stored in a well organized manner and can be dowloaded by staff.

Performance Appraisal using AppTec HR Software in Kenya

HR system Appraisal
  • The Software allows Definition of Performance Periods and different Performance Plans.
  • Allows Definition of KPIs for each employee that are to be met at the end of the performance period. These KPIs outline the objectives to be met and the measurement criteria that will be used during the appraisal. Both the employee and his/her supervisor agree before loading the KPIs to the system while the HR department facilitates the process.
  • Tracks each KPI and allocates a score after appraisal is done. Once a particular working period is over, the score arrived at during appraisal is updated in the system.
  • The System Calculates an overall score for each performance period. Each performance period can have several performance plans covering particular time periods and purposes. The system computes an average score of all the performance plans within that period, normally one year.
  • The software Records recommendations and feedback given by the managent for future use in promotions, salary review, etc. After completing each appraisal, the management and the HR Department can give recommendations for training, bonuses, promotions, etc for the affected employee. This information forms the basis for future decision making.

Management of Policy Documents & HR Forms

HR software Policy Documents
  • This Module Manages a library of well categorized policy documents and company forms for users to view and download. Documents covering company policies and code of conduct can be posted here for the staff to view and read. Various bussiness forms and pplication forms can be put here and be categorized by department and function.

System Access Control & User Management

  • Allows client create and manage system users. Enabling and Disabling a user's access to the system is possible.
  • Manages Authentication by username and password.
  • Controls level of access based on whether a user is an employee, a supervisor or an administrator thereby determining what functions to access.

Kenyan Payroll Software

AppTec Payroll Processing Software in Kenya

Kenyan Payroll

AppTec Payroll software is a Kenyan payroll system for managing Salary, Benefits,Deductions, and Statutory Returns required in Kenya. It’s ideal for small and medium enterprises. It offers the user an easy, secure and efficient way to process salaries with a single click of a button.

It has been designed to integrates seamlessly with Apptec HR Management Software or be used as a separate package. It supports all kinds of salary payments; daily, weekly, two weeks and monthly with benefit management. This Payroll solution allows you to convenietly manage employee contributions to various co-operatives and pension schemes and deductions for loan payment. It also allows the user to manage employee Information including Personal information, Contact details, Emergency Contacts, Dependants, Beneficiaries, Job related information and Salary information.

Payroll Features Included for the Kenyan Market

  • User definable Earnings, Benefits, Deductions, Lump sum payments and Refunds
  • N.S.S.F Deduction Processing – set the rates once and the NSSF deductions are calculated automatically
  • N.H.I.F Deductions – set the rates once and the NSSF deductions are calculated automatically
  • P.A.Y.E Returns processing with report generated automatically
  • User can enable/disable deduction of PAYE,NSSF and NHIF at employee level
  • User definable Deductions per employee
  • Earnings processing - Basic salary, Overtime and Benefits
  • User-definable overtime types each with its own rate
  • Pension fund deductions management
  • Manage Deductions for contribution to co-operatives
  • Loan deductions done automatically on all ongoing loans
  • Benefits Management for both taxable and non-taxable benefits
  • Captures Housing – Owner occupier interest, rent if housed by employer, e.t.c.
  • Captures tax relief on life insurance, pension schemes, e.t.c
  • Generate Company branded payslips
  • Send payslips to employees by Email
  • Generate detailed payroll reports
  • Multiuser solution allowing sharing of data across your Company Network
  • Supports Multiple Companies
  • Allows batch processing of transactions

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Please Contact us for more information, including a demo on our Kenyan Payroll and HR System.

Contact us for a demo on our Payroll & HR System.

Our Location:

Monrovia street, Nairobi Kenya

Human Resource addressAddress:
5897-00100 Nairobi
HR software landlineTel:


Human Resource mobileMobile:


Kenyan Payroll emailEmail:

HR software in Kenya websiteWebsite:

Send us your comments or queries regarding this Payroll & Human Resource System.

Why use AppTec Payroll System?

  • Easy to setup and configure allowing you to start running within minutes

  • Flexibility of settings configuration for pay groups, payment mode, hourly rate, e.t.c

  • Unlimited database where you can store all your historical payroll data

  • Intuitive user interface with all features easily accessible. All modules arranged in a manner that makes user interaction convenient and enjoyable.

  • This is a tailor made application that allows for adjustments and customization to suit your specific needs

  • Allows easier generation of reports for statutory returns i.e. PAYE, NSSF, and NHIF .

  • Supports Email Sending for automatically sending pay slips to employees.

  • Is a multi user, multi company software which can be used on a local area network

  • SMS feature can be added on client’s request

  • Seamlessly integrates with AppTec HR System for managing Employee Information, Leave, Training, Performance Appraisal, Policy Documents and a Contacts Directory for the whole organization.

  • Reports Generated using AppTec Kenyan Payroll Software

  • Employee nominal roll with filters

  • Employee’s pay slips

  • Payroll summary report

  • P.A.Y.E return schedule

  • N.S.S.F. return schedule

  • N.H.I.F return schedule

  • Summaries such as: pension deductions, co-operative contributions, Bank transactions, list of monthly total payments etc.

  • P.9 KRA tax return form

  • P.10 certificate of employer

  • P.10.A tax list and

  • Quarterly summary P.10D