Considering an HR Solution Replacement? 6 Steps for a Successful Migration

Many companies adopt systems for efficient HR management. However, over time, the initial solution often fails to keep up with organizational growth, evolving work practices, or regulatory changes. At this point, organizations start considering a new solution.

HR solution migration may seem complex and challenging, but with the right preparation and execution, it can significantly enhance HR productivity.

In this article, we will explore why HR migration is necessary and introduce a 6-step process for a successful transition to a new system.

While many organizations already use HR solutions, more are facing limitations and considering alternatives. Common reasons include the discontinuation of current services, functional constraints, poor user experience, and limited automation. When the system no longer fits business needs, migration becomes essential.

Originally, “migration” meant transferring systems or data from one environment to another, often from on-premise to cloud.

Today, it has expanded to mean transitioning to any solution better suited to business operations. In HR, migration is often driven by:

• Declining usability : Employees struggle with complicated or inconvenient interfaces
• Insufficient regulatory compliance : Systems fail to keep pace with labor law changes or flexible work arrangements
• Fragmented HR data : Different branches use separate systems or manual processes, creating siloed data
• Manual attendance management : Complex overtime, night, and holiday management handled without system support
• Inefficient reporting : Heavy reliance on Excel for extracting HR data and reports
• Unstable system operation : End of maintenance or limited customer support causing difficulties

Thus, HR migration is more than a technical change. It is a strategic shift to improve HR productivity, efficiency, and long-term organizational growth.

Migration is not simply replacing systems. It affects the entire organization—from data transfer to user training and stabilization—and requires a structured, step-by-step approach.

Start by objectively identifying the issues in your current system. Define the goals and required features of the new system. Gather feedback from employees, managers, and executives, then prioritize requirements.

Evaluate not only the required features but also user experience (UX), integration with existing systems, scalability, and the vendor’s support capabilities. If possible, conduct pilot tests with a small department or team using real business scenarios to identify the solution that best fits your organization.

Transfer core data—such as attendance, leave, and employee information—from the current system to the new one without errors. Configure organizational work policies, approval workflows, and rules accurately for the new system.

Even the best system is useless if employees cannot use it. Provide training and guides for both managers and employees. Offer manuals, video tutorials, or pilot programs to ensure quick adoption.

Before completing the full transition, consider operating the old and new systems in parallel for a certain period. This allows potential errors to be detected and resolved early, while refining the system with feedback from actual use.

After the new system is fully established within the organization, analyze changes before and after adoption to measure the effectiveness of migration. For example, confirm quantitative and qualitative outcomes such as reduced attendance errors, shorter leave and approval processing times, and higher report automation rates. These results validate the benefits of adoption and help identify directions for future use and system improvements.

Shiftee goes beyond providing features—it supports the entire adoption process.

Shiftee offers guides to review organizational structure, work practices, and system environment before migration.
※ Strategic consulting or tailored analysis may require separate arrangements

Based on Excel data or external system data, Shiftee supports the transfer of basic information as well as the setup of key configurations such as work arrangements, leave policies, and approval rules.

• Supports various work arrangements (flexible, shift, rotating, etc.)
• Automates annual leave accrual rules
• Provides integrations with Slack, Google calendars, and more

※ ERP integration or advanced customization may require separate agreements or paid development.

Includes web/mobile guides and admin manuals to support adoption.

※ Training sessions or pilot programs may depend on contract conditions

After adoption, Shiftee offers ongoing support through the Help Center, live chat, and email.

※ Dedicated managers may be assigned depending on company size and contract scope

If three or more of the following apply, it may be time to consider migration:

☑️ Your current HR solution is scheduled for service termination
☑️ It offers many features but is inconvenient for actual use
☑️ It cannot flexibly reflect your work arrangements or approval processes
☑️ Compliance with working hours or overtime is still managed manually
☑️ Attendance, leave, and approval systems operate separately
☑️ Reports and analytics are generated manually in Excel
☑️ The system is outdated, slow, and continues to receive negative feedback from employees

HR migration is not just a system replacement—it is a starting point for smarter organizational operations. If your current solution is inconvenient, fails compliance, or complicates workflows, it is not a reason to “endure” but a reason to “replace.”

Shiftee understands the real challenges companies face in HR operations and supports transitions that are safe, fast, and practical.

Now, if migration is on your mind, click the button below to request a free consultation or demo with Shiftee.

Request a Migration Consultation and Free Trial with Shiftee