Why HR Software Matters for UK Charities & Non-Profits
Managing HR in a charity or non-profit comes with unique challenges. From handling employees and volunteers to ensuring legal compliance and managing payroll, absence tracking, and reporting, HR professionals need software that is cost-effective, easy to use, and suited to the third sector.
The problem? Many HR solutions are designed for businesses, making them expensive or unsuitable for charities. That’s why we’ve reviewed eight of the best HR systems in the UK, focusing on features, compliance tools, pricing, and overall suitability for non-profits.
Helpful Summary
Overview: This guide compares eight HR software solutions for UK charities and non-profits, focusing on cost-effectiveness, compliance tools, and usability.
Why Trust Us: We specialise in HR software analysis to help charities and non-profits find the best solutions for their specific needs.
Why It Matters: HR software should simplify charity operations, not complicate them. The right system will help you manage employees and volunteers, track compliance, and save time on admin tasks.
Action Points: Look for HR software that integrates essential HR functions rather than requiring multiple third-party add-ons.
Further Research: Before committing, make sure to explore free trials and charity-specific discounts.
HR Software for UK Charities & Non-Profits – Full Comparison
1. Evalu-8 HR – Best All-in-One HR System for Charities
Summary
Evalu-8 HR is one of the only HR systems designed with UK charities in mind. Unlike many competitors, it provides a fully integrated solution that includes volunteer management, compliance tracking, and workforce planning—all without needing third-party add-ons.
Core Features
- HR management for employees and volunteers
- Built-in compliance tracking (right-to-work checks, GDPR, health & safety)
- Leave, performance, and absence management
- Customisable workflows and automated approval
- Volunteer management tools alongside staff records
- Fatigue and wellbeing tracking for employee welfare
- Grant and funding report automation
- Multi-location support for charities with multiple sites
Pricing
Offers flexible pricing with discounts for charities, making it one of the most cost-effective solutions for UK non-profits.
Pros & Cons
✅ Comprehensive system with built-in compliance & automation
✅ Designed specifically for UK charities and non-profits
✅ Cost-effective with non-profit discounts
❌ Initial setup takes time due to customisation options
2. Breathe HR – Best for Small Charities Needing Simplicity
Summary
Breathe HR is a simple and easy-to-use HR system, ideal for small charities that need basic HR functions. However, it relies on third-party integrations for payroll and compliance tracking, meaning additional costs may be required.
Features
- Employee record-keeping and document storage
- Basic leave and absence management
- Entry-level reporting tools
- Payroll integration through external software
- Employee self-service portal for updating details
Pricing
Starts at £13 per month, making it one of the most affordable options for small charities.
Pros & Cons
✅ User-friendly and simple to set up
✅ Budget-friendly for small charities
❌ No dedicated volunteer management tools
❌ Lacks compliance tracking and workforce planning features
3. Employment Hero – Good Payroll Integration but Business-Focused
Summary
Employment Hero offers HR and payroll features in one system, but its corporate-focused design makes it less ideal for charities.
Features
- HR and payroll integration
- Basic compliance tracking tools
- AI-driven HR insights
- Automated onboarding
Pricing
Starts at £5 per employee per month but costs rise significantly for premium features.
Pros & Cons
✅ Strong payroll and HR integration
✅ Automated onboarding reduces admin work
❌More expensive than other options
❌Lacks dedicated tools for volunteer management
❌Focuses on corporate HR needs rather than third-sector compliance
4. HR Locker – Affordable, But Limited Features
Summary
HR Locker is a budget-friendly HR system that provides basic HR and leave management features, making it a cost-effective option for small charities. However, it lacks compliance tracking and workforce planning tools, which may limit its usefulness for charities with complex HR needs or volunteer management requirements.
Features
- Basic HR management
- Leave tracking
Pricing
HRLocker is priced per employee per month, which may become expensive for businesses with a mix of full-time staff, part-time workers, and contractors.
Pros & Cons
✅ Budget-friendly for small non-profits
✅ Simple and easy to use
❌ No built-in compliance tracking
❌ Limited automation, meaning more manual HR admin work
5. People HR – Good for Medium-Sized Charities, But Costly
Summary
People HR is a feature-rich HR system that includes employee management, leave tracking, and performance tools, making it a good option for medium-sized charities. However, its pricing structure makes it expensive for smaller charities, especially those with volunteers who need to be managed separately.
Features
- Employee records and leave tracking
- Performance management tools
- Applicant tracking system (ATS) for recruitment
- HR analytics and reporting
Pricing
People HR is priced per employee per month, which can become costly for charities with a mix of full-time staff, part-time workers, and volunteers.
Pros & Cons
✅ Strong HR features with performance and recruitment tools
✅ Good reporting and analytics for workforce insights
❌ High pricing for small charities, making it less budget-friendly
❌ Lacks dedicated volunteer management features
❌ More complex than necessary for smaller non-profits
6. Cezanne HR – Feature-Rich, But Complex
Summary
Cezanne HR is a highly customisable HR system, offering payroll integration, workforce planning, and compliance tools, making it a good choice for large non-profits with complex needs. However, its complexity and pricing make it less suitable for smaller charities that require a simpler, more affordable solution.
Features
- Payroll integration with external providers
- Detailed workforce planning tools
- Automated compliance tracking (GDPR, right-to-work, health & safety)
- Learning and development management
Pricing
Cezanne HR is designed for larger organisations, meaning smaller charities may find it overly complex and expensive.
Pros & Cons
✅ Comprehensive HR suite with workforce planning
✅ Good compliance and automation features
❌ Difficult to navigate and configure for non-HR specialists
❌ Too expensive for smaller charities and non-profits
❌ Steep learning curve, requiring training for full use
7. Safe-HR – Good Compliance, But Lacks Automation
Summary
Safe-HR is a compliance-focused HR software that ensures legal requirements are met in areas like GDPR, right-to-work checks, and health & safety. However, it lacks automation, meaning charities may still face a heavy HR admin workload compared to more streamlined solutions.
Features
- Basic compliance tracking (right-to-work, GDPR, health & safety regulations)
- Employee records and document storage
- Absence and leave tracking
- Audit trails for compliance reporting
Pricing
Safe-HR’s pricing is competitive for charities needing compliance support, but the lack of automation may increase long-term admin costs.
Pros & Cons
✅ Strong legal compliance support, reducing compliance risks
✅ Affordable for small charities needing compliance features
❌ Lacks automation, leading to manual HR admin work
❌ No volunteer management tools
❌ Limited HR functions beyond compliance tracking
8. Bamboo HR – More Suited for Corporate Use
Summary
Bamboo HR is a popular HR platform with a clean user interface and strong employee management tools, but its corporate focus makes it less suitable for charities. It lacks built-in volunteer management and is more expensive than alternatives designed for non-profits.
Features
- Basic time-off & leave tracking
- Performance management tools
- Employee self-service & record management
- HR analytics and reporting tools
Pricing
Bamboo HR has higher pricing than many charity-friendly alternatives, making it less cost-effective for non-profits with a mix of employees and volunteers.
Pros & Cons
✅ User-friendly interface with a modern design
✅ Strong performance and analytics tools
❌ Limited volunteer management features, making it unsuitable for charities
❌ More expensive than necessary for non-profits
❌ Designed for corporate HR, lacking charity-specific compliance tools
Final Thoughts – The Best HR Software for Your Charity
When choosing HR software, charities and non-profits need a system that saves time, ensures compliance, and fits within budget. Evalu-8 HR is the best all-in-one solution, providing HR management, volunteer tracking, compliance tools, and workforce planning—without the need for third-party add-ons.
Unlike alternatives like Breathe HR, which lacks compliance features, or Employment Hero, which is better suited for corporate payroll, Evalu-8 HR is purpose-built to handle the unique needs of UK charities. Safe-HR and People HR offer some useful compliance tools, but fall short in automation and volunteer management, making Evalu-8 HR the most comprehensive choice.
With charity-friendly pricing, automation to reduce admin workload, and built-in compliance tracking, Evalu-8 HR is the most effective and scalable HR solution for UK charities and non-profits.
FAQs – HR Software for Charities & Non-Profits
Breathe HR is a simple and affordable option, but for charities needing compliance tracking and automation, Evalu-8 HR is a better long-term choice.
Some HR platforms, like Evalu-8 HR, include volunteer management tools, while others, like Bamboo HR, focus only on employee records.
Pricing varies, but Evalu-8 HR, Safe-HR, and HR Locker offer charity discounts, while Cezanne HR and People HR can be expensive for smaller non-profits.
Evalu-8 HR and Safe-HR provide GDPR compliance, right-to-work tracking, and health & safety tools, whereas Breathe HR and Bamboo HR require third-party add-ons.
Most HR software providers charge a fee, but many, like Evalu-8 HR and People HR, offer non-profit discounts. Always check for charity pricing before signing up.
