KiwiHR Review

KiwiHR, developed by Tellent, is a modern HRIS tailored for small to medium-sized businesses, typically with 10 to 100 employees. Launched to address the digital transformation needs of SMEs, KiwiHR offers a centralized platform to manage core HR functions such as employee data, time tracking, leave management, payroll preparation, and compliance. The software emphasizes ease of use, quick implementation, and scalability, making it an attractive option for startups and growing companies looking to streamline HR processes without the complexity or cost of enterprise-level systems.

Based in Germany, KiwiHR complies with European data protection regulations, including GDPR, and holds ISO certification, ensuring secure and compliant HR practices. With over 7,000 users across 23 countries, the platform has gained traction for its affordability—starting at €3.50 per employee per month—and its 18-day free trial, which allows businesses to test its capabilities without upfront costs.

Key Features of KiwiHR

KiwiHR offers a robust set of features designed to automate and optimize HR tasks. Below is an in-depth look at its core functionalities:

1. Employee Data Management

KiwiHR provides a centralized employee database where businesses can store and manage personal details, contact information, job roles, and team assignments. The platform’s Employee Self-Service (ESS) feature allows employees to update their own data, such as emergency contacts or personal information, reducing administrative burdens for HR teams. Data is stored securely, with GDPR-compliant protocols, and can be accessed from any device, making it ideal for remote or hybrid work environments.

2. Leave and Absence Management

One of KiwiHR’s standout features is its leave management system. Employees can submit vacation, sick leave, or remote work requests directly through the platform, while managers can approve or decline them with a single click. The system automatically calculates leave balances in real-time, eliminating the need for manual tracking or constant employee inquiries about remaining leave days. Customizable leave policies allow businesses to define specific types of absences, such as parental leave or unpaid leave, although some users note limitations in tracking unpaid leave directly within the system.

The integrated company calendar syncs with Outlook, Google Calendar, and iCal, providing a clear overview of team absences and public holidays, which are automatically adjusted based on regional settings. This feature is particularly useful for businesses with international teams.

3. Time and Attendance Tracking

KiwiHR simplifies time tracking by allowing employees to log their working hours, breaks, and overtime from any device, including mobile phones. The platform supports flexible work schedules and generates accurate attendance reports, which are invaluable for payroll preparation. The Timeboard feature provides real-time visibility into who is working and where, enhancing transparency for remote teams. However, some users have reported that time-tracking overviews can be confusing, requiring multiple clicks to log hours, particularly for part-time employees or non-standard work schedules.

4. Document Management

KiwiHR enables businesses to create digital personnel files, storing contracts, onboarding documents, and other critical records in one secure location. This eliminates the need for paper-based files and ensures quick access to employee documentation. While the document management feature is functional, some users have suggested expanding its capabilities, such as adding inventory management or more robust categorization options.

5. Payroll Preparation

KiwiHR streamlines preliminary payroll processes by consolidating time-tracking and absence data, making it easier to prepare accurate payroll inputs. The platform does not offer full payroll processing but integrates with external payroll systems, allowing seamless data transfer to accounting teams or third-party providers.

6. Analytics and Reporting

KiwiHR’s analytics tools provide HR teams with data-driven insights into employee attendance, leave trends, and other metrics. Customizable reports help businesses make informed decisions, such as optimizing staffing levels or identifying patterns in absenteeism. Users have requested additional reporting features, such as a combined yearly report for all leave types to simplify tax preparation.

7. Onboarding and Checklists

The platform includes customizable checklists for onboarding, promotions, and other HR processes, ensuring consistency and compliance. These checklists guide HR teams through tasks like setting up employee profiles, assigning equipment, or completing mandatory training, making onboarding smoother for new hires.

8. Compliance and Whistleblowing

KiwiHR supports GDPR compliance by securely storing employee data and offering features like a whistleblowing program to report workplace concerns anonymously. This is particularly valuable for European businesses navigating strict regulatory requirements.

9. Integrations and API

KiwiHR integrates with calendar tools (Outlook, Google Calendar, iCal) and social media platforms for streamlined workflows. Its API, available at no additional cost, allows businesses to connect KiwiHR with other systems, a feature that sets it apart from competitors who often charge extra for API access. Users have expressed interest in additional integrations, such as Slack, to enhance communication.

Usability and User Experience

KiwiHR’s user interface is frequently praised for its simplicity and intuitiveness. The platform requires minimal setup time—businesses can be up and running in under five minutes—and does not necessitate extensive training, making it accessible to non-technical users. The clean design and straightforward navigation ensure that both administrators and employees can quickly adapt to the system.

For employees, the self-service portal is a highlight, enabling them to manage their leave requests, track hours, and view team schedules without relying on HR staff. The mobile app, available for iOS and Android, extends this functionality, allowing remote workers to stay connected on the go.

However, some users have noted areas for improvement. For example, the configuration of access permissions can be less intuitive, particularly for businesses with complex team structures. Additionally, while the platform is continually updated with new features, some users have reported that navigation could be more streamlined, citing occasional challenges in finding specific settings or reports.

Pricing and Value for Money

KiwiHR’s pricing is one of its most compelling features, starting at €3.50 per employee per month when billed monthly, or €2.50 when billed annually. There are no implementation costs, and the 18-day free trial allows businesses to explore the platform without financial commitment. The pricing model is subscription-based, with costs scaling based on the number of employees, making it predictable and budget-friendly for SMEs.

Compared to competitors like BambooHR or Zoho People, KiwiHR is significantly more affordable, particularly for startups or businesses with limited HR budgets. However, some users note that while the platform covers essential HR functions, it may lack the advanced features of more expensive solutions, such as comprehensive performance management or recruitment tools. For businesses focused on core HR tasks, KiwiHR offers excellent value, especially given its lack of hidden fees and free API access.

Customer Support

KiwiHR’s customer support is consistently highlighted as a strength, with users praising the team’s responsiveness, friendliness, and competence. Support is available via live chat, email, phone, and a knowledge base, ensuring multiple channels for assistance. The support team is proactive in addressing technical questions, including API-related inquiries, and often incorporates user feedback into feature updates.

For example, users have reported quick resolutions to issues, such as a one-off technical glitch resolved efficiently by a support representative named Sébastien. The team’s willingness to engage with customers and implement suggested improvements fosters a collaborative relationship, which is particularly valued by smaller businesses.

Customer Feedback and Reviews

KiwiHR has earned a 4-star rating on platforms like Trustpilot, based on reviews from over 55 customers. Below is a summary of common themes from user feedback:

Positive Feedback

• Ease of Use: Users across industries, from startups to non-profits, commend KiwiHR’s intuitive interface and quick setup. A media production CEO noted, “Being able to have a bird’s-eye view of who is out of office is incredibly helpful and a great way to keep track of everyone.”
• Time Savings: HR administrators, such as one managing a 36-employee SME, describe KiwiHR as a “game-changer” for digitizing leave and time-tracking processes, replacing cumbersome Excel spreadsheets.
• Employee Experience: Employees appreciate the transparency of real-time leave balances and the ability to submit requests independently, reducing back-and-forth with HR. One user stated, “KiwiHR Leave balances don’t lie!”
• Support Quality: The responsive and friendly support team is frequently mentioned, with users citing fast resolutions and a customer-centric approach.
• Affordability: Reviewers highlight the low cost and lack of implementation fees, making KiwiHR accessible for budget-conscious businesses.

Areas for Improvement

• Feature Gaps: Some users have noted limitations, such as the inability to track unpaid leave directly or manage platform notifications effectively. A media production CEO mentioned, “There is no option for employees to submit time off for ‘unpaid leave,’ so then you cannot track that they are out of office.”
• Time-Tracking Challenges: For businesses with part-time or non-standard schedules, time-tracking can be less intuitive, requiring multiple clicks or workarounds.
• Configuration Complexity: A few users reported that access permissions and certain settings lack clarity, suggesting improvements in configuration usability.
• Additional Integrations: Users have requested integrations with tools like Slack and more robust reporting options, such as combined yearly leave reports for tax purposes.

Pros and Cons

Pros

• Intuitive and user-friendly interface with minimal learning curve
• Affordable pricing, starting at €2.50–€3.50 per employee per month
• Strong compliance with GDPR and ISO certification
• Excellent customer support with multiple contact channels
• Free API access and calendar integrations
• Scalable for growing businesses
• 18-day free trial with no upfront costs

Cons

• Limited support for unpaid leave tracking
• Time-tracking can be cumbersome for non-standard schedules
• Some configuration settings lack clarity
• Fewer advanced features compared to enterprise HR systems
• Limited integrations beyond calendar tools

Who Is KiwiHR Best For?

KiwiHR is ideal for:

• SMEs and Startups: Businesses with 10–100 employees seeking an affordable, easy-to-use HRIS to manage core HR tasks without the complexity of enterprise solutions.
• Remote and Hybrid Teams: Companies needing real-time visibility into employee schedules and absences, with mobile access for on-the-go management.
• Budget-Conscious Organizations: Firms looking for cost-effective HR software with no implementation fees and predictable pricing.
• European Businesses: Companies prioritizing GDPR compliance and ISO-certified data security.

It may be less suitable for large enterprises requiring advanced features like performance management, recruitment pipelines, or complex analytics, which are better addressed by platforms like Workday or SAP SuccessFactors.

Comparison with Alternatives

To provide context, here’s how KiwiHR compares to two popular HRIS alternatives:

• BambooHR: BambooHR offers a broader feature set, including performance management and recruitment tools, but it comes with a higher price tag and may feel overly complex for smaller teams. KiwiHR is more affordable and easier to implement, making it a better fit for SMEs focused on core HR functions.
• Zoho People: Zoho People is highly customizable and integrates with Zoho’s ecosystem, but its pricing can escalate with add-ons, and the interface may require more training. KiwiHR’s simplicity and lower cost give it an edge for startups with limited resources.

Conclusion

KiwiHR is a compelling HRIS for SMEs seeking to digitize and streamline HR processes without breaking the bank. Its intuitive interface, affordable pricing, and strong compliance features make it a standout choice for small businesses, startups, and remote teams. The platform excels in leave management, time tracking, and employee data management, saving HR teams valuable time and reducing reliance on manual processes like Excel spreadsheets.

While there are areas for improvement—such as enhancing time-tracking for non-standard schedules and adding support for unpaid leave—KiwiHR’s responsive support team and commitment to regular updates address many user concerns. The free API access, 18-day trial, and lack of implementation costs further enhance its appeal, allowing businesses to test and scale the platform as needed.

For SMEs looking to modernize HR operations with a cost-effective, user-friendly solution, KiwiHR is a worthy contender. Its ability to simplify complex HR tasks, combined with excellent customer support and GDPR compliance, positions it as a reliable partner for growing businesses in 2025 and beyond.