Free HR Software: 9 Tools for Small Businesses

When you hire your first few people, HR admin creeps up quickly: contracts, holiday requests, sick days, timesheets and documents scattered across email. Free HR software brings it into one place before it turns into a mess.

The nine tools below are listed alphabetically and in no particular order, most of them from small or open-source providers. Each description comes from the tool's own site, read this week. When you're ready for a fuller system, my comparison of the best HR software for small businesses covers the next step.

Free HR software at a glance

In the free plan column, Yes means the tool's own site describes free use or a free plan, Trial only means a time-limited trial and No means neither is stated on the pages we read. Free plans often have a cap on team size, so check how many people each one covers.

Tool	Type	Good for	Free plan
Connecteam	Employee app	Teams under 10 people	Yes
Frappe HR	Open source HR	Self-hosted HR records	Yes
IceHrm	HR software	Attendance and leave	Yes
Jibble	Time tracking	Logging hours at no charge	Yes
Jorani	Leave management	Holiday requests and approvals	Yes
Kenjo	Workforce management	SMEs with shift workers	Trial only
Odoo	HR app in a suite	Starting with one free app	Yes
OrangeHRM	Open source HR	A long-standing open-source HRIS	Yes
Sesame HR	People platform	Time tracking and HR together	Trial only

Nine free HR tools to consider

Connecteam

Best for: Small businesses with deskless staff who want an employee management app with full access free while they're under 10 people.

Frappe HR

Best for: Businesses with technical help who want open-source HR records, leave, attendance and payroll they can host themselves.

IceHrm

Best for: Small companies that want attendance, leave and recruiting in one HR system, starting from the open-source edition.

Jibble

Best for: Teams that mainly need free time tracking and timesheets for unlimited users before they look at full HR software.

Jorani

Best for: Charities and small organisations that want a free, open-source system for holiday requests, approvals and overtime tracking.

Kenjo

Best for: SMEs with deskless and shift workers who want HR, time tracking and scheduling in one workforce tool.

Odoo

Best for: Businesses that want a free employee directory and HR app today and the option to add more Odoo apps later.

OrangeHRM

Best for: Organisations that want a well-known open-source HR system for records, leave and time, with an upgrade route later.

Sesame HR

Best for: Growing companies that want people records, time tracking, holidays and documents in one simple HR app.

The holiday rule your HR tool should handle

Here's the entitlement every UK employer needs to get right. GOV.UK says almost all people classed as workers are legally entitled to 5.6 weeks of holiday a year, known as statutory leave entitlement.

A free HR or leave tool that calculates entitlement automatically, including for part-time and irregular hours staff, saves you working it out by hand. Check how each tool handles part-year workers and carry-over before you rely on it.

Open source, free tier or single-purpose tool?

Open-source HR systems give you a full set of features at no licence charge, but you'll need someone to install and maintain them. Free tiers of hosted HR apps are easier to start with, though they're usually limited to small teams. Single-purpose tools handle one job, such as leave or time tracking, very well.

For most small businesses, the simplest route is a hosted app that's free at your size. If you have technical help and want full control of your data, an open-source system is worth a look.

Setting up HR records the right way

1. List every employee with their start date, role and contract type.
2. Upload signed contracts and right to work documents.
3. Set each person's holiday entitlement and working pattern.
4. Agree how holiday and sickness will be requested and approved.
5. Limit access so only the right people can see personal details.
6. Review records each year and delete what you no longer need.

Limits to look for on free plans

• Team size. Many free plans stop at a set number of people.
• Features. Some keep reports or approvals for higher plans.
• Storage. Check how many documents you can upload.
• Support. Free users may only get help articles.

Deskless teams need mobile-first tools

If your staff work in shops, kitchens, sites or on the road, they won't sit at a computer to request holiday. Choose a tool with a simple phone app for clocking in, viewing rotas and asking for time off. Adoption will be much higher, and managers won't be chasing paper forms.

Keeping records you're required to keep

Different records have different retention periods, from payroll to working time. Set a simple rule for how long you keep each type, and use your HR tool's archive or export to keep old records safe without cluttering your system.

Do you make free HR software? Tool makers can ask to be considered for a featured place on this list.

My plain advice on free HR software

Start with the job that's causing you the most hassle. For many small businesses that's holiday requests or tracking hours, and a focused free tool can fix it in an afternoon. You don't need a full HR system on day one.

Then protect your employees' data. HR records are personal and sensitive, so choose a tool with good access controls and keep exports somewhere secure. For more on running a small team well, my guide on improving employee management for your SMB is a good read.

Frequently asked questions

Is there free HR software for small businesses?

Yes. Several tools on this list describe free plans for small teams, and others are open source. Check the table.

How much holiday are UK workers entitled to?

GOV.UK says almost all people classed as workers are legally entitled to 5.6 weeks of holiday a year.

What should HR software track?

Employee records, contracts, holiday and sickness, working hours and key documents are the usual starting points.

Is open-source HR software safe?

It can be, but you're responsible for hosting, updates and security, so make sure someone technical looks after it.

Can free HR software handle payroll?

Some include payroll or connect to payroll tools, while others focus on records and leave only.

When should I move to a fuller HR system?

Consider it when you outgrow the free team size, need payroll or want features like performance reviews.