HR SYSTEMS · BUTTERFLY PRIME SOLUTIONS
HR Management System
Staff files in cabinets, leave tracked on paper and payroll rebuilt in a spreadsheet every month cause errors and late payslips. Our HR management system keeps employee records, leave, attendance and payroll in one secure place.
It is set up for Kenyan payroll, with the statutory deductions your finance team deals with every month, and it gives staff a self-service portal so HR spends less time answering the same questions.
Rated 5.0 on Google · 14+ years · 650+ clients · 1,200+ projects since 2012
MODULES
Typical modules
These are the modules businesses ask for most. We configure them to your policies and pay structure, and build extra modules where you need them.
Employee records
Personal details, contracts, job titles, departments, next of kin, documents and full employment history for every employee.
Leave management
Leave types and entitlements, online applications, approval by line managers, balances and a team leave calendar.
Attendance and biometrics
Clock-in from biometric devices or phones, shifts, overtime and lateness reports that feed straight into payroll.
Payroll
Monthly payroll with allowances, overtime, loans and advances, plus PAYE, NSSF, SHIF and Housing Levy statutory deductions calculated automatically.
Payslips
Payslips generated for every employee and sent by email or available in the staff portal, with year-to-date figures.
Statutory reports
Monthly returns and schedules for PAYE, NSSF, SHIF and Housing Levy, plus bank transfer files for salary payments.
Recruitment
Job openings, applications, shortlisting, interview notes and offer letters, with successful candidates moved into employee records.
Performance
Goals, appraisals, review cycles and manager feedback, with history kept on each employee file.
Employee self-service
Staff view payslips, apply for leave, update details and download P9 forms without visiting HR.
Assets
Laptops, phones, vehicles and other company assets assigned to staff, with returns tracked when people leave.
Disciplinary records
Warnings, hearings and outcomes recorded securely with restricted access.
Exits and clearance
Resignations, terminations, final dues and clearance checklists across departments.
Reports and dashboards
Headcount, payroll cost, leave and attendance trends per department or branch.
USERS
Who it is for
- SMEs with growing teams
- Schools and colleges
- Hospitals and clinics
- Hotels and restaurants
- NGOs and membership organisations
- Manufacturers and businesses with shift workers
- Companies with several branches
PAYROLL
Kenyan payroll without the spreadsheet
Payroll in Kenya means getting PAYE, NSSF, SHIF and the Housing Levy right every month, on top of allowances, overtime, loans and advances. Our system calculates these from each employee’s pay and the rates you configure, so when rates change, you update the setting rather than rebuilding formulas.
At the end of each run you get payslips, statutory schedules and a bank transfer file. Finance reviews and approves the run before anything is released, and every change is logged.
ATTENDANCE
Attendance that feeds payroll
If you run shifts, attendance and overtime are where most payroll errors start. The system can read clock-ins from biometric devices or a phone check-in, apply your shift rules and pass hours and overtime straight into payroll.
Managers approve leave and overtime online, and staff get notifications by email or SMS through our bulk SMS integration. It can also sit alongside our Butterfly CRM or your other systems so staff log in once.
SECURITY
Private data, properly protected
Salary and disciplinary records are among the most sensitive data a business holds. Access is role-based, so line managers see their own teams, HR sees what HR needs and only payroll officers see pay. Everything is backed up and access is logged.
You own your data and can export it whenever you want. We train your HR and finance staff at handover. For anything unusual in your setup, we extend the system through our custom web application development work.
SETUP
What to expect when we build your HR system
Every project starts with a free discovery call. We go through how your HR and payroll teams work today, which modules you need first, who will use the system and which reports matter most. From that we prepare a fixed written quote that never changes, with a 60% deposit to start and the balance at launch.
We then configure the modules, import your existing data from spreadsheets or your old system, and set up users and permissions. Your team tests everything with real examples before going live. Timelines are guidelines, and many projects launch earlier than planned.
At handover we train your staff, so they are confident using the system from day one. You own your system and your data, and we stay available for support, updates and new modules as your needs grow. You can also pair it with our web hosting for a secure, backed-up home in the cloud.
PROCESS
How we set it up
01 Discovery call
Your workflows, users and reports agreed on a free call.
02 Proposal
Modules, timeline and price in writing, as a fixed quote.
03 Set-up and configuration
The system configured for your workflows, data imported.
04 Training
Handover training for your team is included.
05 Go live and support
Launch, then ongoing support. You own your data.
PRICING
Pricing
Contact us for a quote after a free discovery call. You get a fixed written quote that never changes, with a 60% deposit to start and the balance at launch. Timelines are guidelines, and projects often launch earlier.
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FAQ
Frequently asked questions
What does an HR management system do?
It keeps employee records, leave, attendance, payroll, recruitment and performance in one secure system, and gives staff self-service access to their own information.
Does the payroll handle PAYE, NSSF, SHIF and the Housing Levy?
Yes. Statutory deductions are calculated automatically from each employee’s pay, and the rates are settings, so they can be updated when the law changes.
Can it connect to our biometric clock-in devices?
In most cases, yes. We check your devices during discovery and connect them so hours and overtime feed directly into payroll.
Can employees see their own payslips?
Yes. Staff log in to the self-service portal to view payslips, apply for leave and update their details.
Can we use it across several branches?
Yes. Employees, payroll and reports can be split by branch or department, with managers seeing only their own staff.
Can you import our current employee data?
Yes. We import employee records, leave balances and pay details from your spreadsheets or previous system during setup.
Is our payroll data secure?
Yes. Access is role-based, connections are encrypted, data is backed up and every change is logged.
How much does an HR management system cost?
It depends on the number of employees, branches and modules you need. We quote after a free discovery call, with a fixed written quote that never changes.
Ready to organise HR?
During working hours (Monday–Friday, 8am–6pm EAT) we reply within minutes. Outside working hours, we’ll reply first thing the next working day. Rated 5.0 on Google.