HRIS Software or Crew Management System: What's the Difference?

Choosing the right workforce management tool matters. An HRIS (Human Resources Information System) manages employee data and HR processes, while a crew management system specializes in managing large groups of personnel across projects and operations. We've put together this handy guide to summarize some of the key differences between the systems and help you better determine which will best meet your needs and help you meet your business needs. 

Contents

• What is a HRIS?
• What is a Crew Management System?
• HRIS vs. Crew Management Systems Table
• Which Software Does Your Offshore Project Need?
• Summary

What is a HRIS?

A Human Resource Information System, more commonly referred to as HRIS, primarily functions to store data regarding employee records, payroll, benefits, time-off tracking, recruitment, and compliance with labour laws, benefits, and data privacy. It's typically used by HR and workforce planning departments to help automate routine HR tasks such as managing recruitment, onboarding, payroll, performance reviews, and training. 

What is a Crew Management System?

Crew management software is specifically designed for managing personnel in complex capital industries like construction, maritime, and oil & gas. Its purpose is to streamline the complexities of crew scheduling, compliance with industry-specific regulations, and ensure crew readiness. Operations managers, project planners, and site supervisors typically use it to optimize their crew management activities by enabling them to schedule shift rotations, track certifications and compliance, monitor actual hours worked, and coordinate complex logistics such as travel and accommodation. 

HRIS vs. Crew Management Systems

Which Software Do I Need?

Deciding to invest in a HRIS, crew management software, or both is determined by your organization's structure, workforce composition, and operational goals. Here are some questions to ask yourself to determine which of the two systems you will most likely benefit from: 

Where are my workforce located?

If you're managing a team that's primarily office-based, a traditional HRIS may be sufficient. However, for organizations with field-based personnel—whether offshore or spread across multiple onshore sites—a crew management system offers essential capabilities that go beyond standard HR tools. 

Many of our customers operate with onshore crews distributed across various locations. In these cases, mobilization and scheduling features are still critical. They enable planners to: 

• Track crew location in real time
• Assign the right personnel to the right site, based on proximity and qualifications
• Reduce travel costs by deploying resources closest to the job site
• Maximize resource utilization by having a clear overview of availability and competencies
  
  

A crew management system like Propeople ensures you always know where your workforce is—and how to deploy them most effectively. 

What is my project's operational need?

When you need detailed employee records, payroll support, and compliance tracking, a HRIS is your best solution. For managing shift patterns, certifications, scheduling, and logistical planning for crew deployment, you need a crew management system. If you need both HR and crew management, Propeople integrates effortlessly with leading HRIS, Enterprise Resource Planning (ERP), Time Management, and Training/LMS platforms. 

What are my project's compliance and competency demands? 

If your project is operating in tightly regulated environments, then compliance is critical to its completion. When it comes to complex compliance needs like monitoring crew duty hours, handling real-time disruptions, and matching specialized certifications to assignments, HRIS falls short. Crew Management Systems are designed specifically to handle dynamic regulations, operational scheduling, and safety compliance in industries like construction or maritime. 

Do I need a system that can scale with my project?

Is your team growing or your project becoming more complex? If so, you need a solution that can scale with your operations. While HRIS platforms are designed to manage increasing headcount across departments, they often focus on administrative HR functions like payroll, benefits, and employee records. 

Crew management software, on the other hand, is purpose-built to scale operational complexity. It not only handles more people but also:

• Manages increasing shift volumes and rotation patterns
• Tracks a growing number of certifications and training requirements
• Coordinates logistics such as travel, accommodations, and compliance 
• Supports dynamic scheduling across multiple sites or projects 

As your organization expands, Propeople ensures your workforce remains agile, compliant, and efficiently deployed no matter how complex the operation becomes. 

Summary

When choosing the right tool for the job, it's essential to first understand their capabilities and the value they can bring to your project or organization. If you're looking for a tool to perform general core HR tasks, HRIS is the system for you. If you need an industry-specific tool where managing rotating shifts, certifications, and logistics for mobile or shift-based teams is critical, then crew management is the system for you. Some may choose to leverage the power of integrating both: HRIS for corporate functions and a crew management system for specific project logistics. If it is a crew management system you're looking for, Propeople Crew Management Software can help reduce your project risk, increase your efficiency, and improve the safety of your onsite crews. Download the brochure today for more information on how Propeople Crew Management can support your crewing needs!