Employee Database Software Malaysia
Centralize every employee record — profiles, documents, contracts, MyKad, EPF and SOCSO numbers — in one secure cloud HR database. Built for Malaysian SMEs and PDPA-compliant by design.
What you get with Pandahrms
A modern employee database is the spine of every other HR process — payroll, leave, performance, training, even MyInvois e-invoice readiness. If your master data is scattered across spreadsheets, shared drives, and ex-colleagues’ inboxes, every downstream report ends up wrong. Pandahrms gives you one source of truth that your finance team, HR team, and management can all rely on. The system is purpose-built for Malaysian businesses, with field structures that match what LHDN, EPF, SOCSO and EIS actually require, so your statutory submissions stop being a year-end fire drill.
Centralized employee profiles
One profile per employee with personal details, contact info, MyKad number, passport (for foreign workers), date of joining, employment status, department, position, reporting line, and salary history.
Every change is logged with a timestamp and user, so you always know who edited what.
Documents & contracts
Upload and store offer letters, employment contracts, NDAs, appraisal forms, training certificates, and warning letters. Set expiry reminders for work permits and certifications.
Documents are encrypted at rest and accessible only to authorized HR users.
Org chart & reporting lines
Auto-generated org chart based on each employee’s manager. Drill down by department, location, or company entity.
Useful for new joiners, audits, and management reviews — no more outdated PowerPoint org charts.
PDPA & data security
Role-based access, audit logs, and Malaysian-hosted infrastructure. We follow PDPA Act 2010 principles for employee data: collect only what’s needed, retain only as long as required, and grant subject access on request.
Daily encrypted backups; password and session policies you can configure.
Custom fields
Track anything specific to your business: union membership, vehicle plate, bank account for payroll, uniform size, dietary requirements, emergency contact, dependants for tax relief.
Custom fields flow into reports and exports just like standard fields.
Multi-company & multi-branch
Manage several Sdn Bhd entities and branch locations from one login. Each company keeps its own statutory numbers, leave policies, and approval workflows, while you get group-level reporting.
Ideal for groups with multiple operating companies or franchise outlets.
Built for Malaysian compliance
Malaysian employers handle a unique combination of personal and statutory data: MyKad numbers, EPF account numbers, SOCSO numbers, EIS registration, PCB tax codes, HRDF levy categories, and dependants for LHDN tax relief. Storing all this in spreadsheets is a PDPA risk waiting to happen.
Pandahrms is built around Malaysian statutory requirements out of the box. New employee setup includes the exact fields LHDN, EPF, SOCSO and EIS need at year-end, so when it’s time to file Form E, CP8D and EA Forms, the data is already clean and ready.
For PDPA: we apply the seven principles (general, notice and choice, disclosure, security, retention, data integrity, access). HR users only see the data their role allows. When an employee leaves, you can anonymize or purge personal data on a configurable retention schedule, while keeping the statutory records you must retain (e.g. payroll records, which must be kept for at least seven years under Malaysian tax rules).
For listed groups, audited entities and businesses preparing for ISO certification, having a single, auditable employee database is no longer optional. Auditors expect access logs, change history, and clear retention policies for personal data. Pandahrms gives you all of that without you having to build it from scratch on top of spreadsheets or a generic file server.
Who it’s for
Pandahrms’ employee database scales from small offices to multi-entity groups. The same product handles a 15-person agency, a 250-staff manufacturer with shift workers and foreign labour, and a Bursa-listed group with subsidiaries across Peninsular and East Malaysia. The complexity is opt-in — you only see the features you turn on.
Common starting points include: HR managers replacing a brittle Excel master file; finance heads tired of chasing HR for accurate payroll inputs; founders setting up their first proper HR system before a funding round or audit; and HR consultants managing several client companies from one login.
Why Malaysian teams pick Pandahrms
Trusted by Bursa-listed companies
Pandahrms is used by listed groups including Toyota and Greatech, alongside fast-growing F&B brands like Oriental Kopi. Same platform, same security posture, whether you’re 20 staff or 2,000.
Local support that actually picks up
Real Malaysian HR consultants on WhatsApp and email. We know what an EA Form looks like, why CP22A matters when an employee leaves, and how the latest Budget changes ripple into payroll.
One database, every HR module
Your employee database is the foundation. Add Payroll, Leave, Time & Attendance, Claims, Performance and Training as you need them — all sharing the same records, with no double entry.
Transparent pricing, no surprises
Per headcount, per module, with rates that drop as you grow. No quotes, no sales calls, no “contact us”. The full price calculator is on our pricing page.
Trusted by leading Malaysian companies
Questions we get
Is Pandahrms PDPA-compliant?
Yes. Pandahrms is designed around the seven PDPA principles. Personal data is encrypted in transit and at rest, access is role-based, and every change is logged for accountability.
You control retention: configure how long terminated-employee records stay live before being archived or anonymized, while keeping the statutory records (payroll, tax) that Malaysian law requires you to retain.
Subject access requests, correction requests, and data exports can all be fulfilled from the admin panel without writing code.
Can I import my existing employee data?
Yes. We provide an Excel import template that maps to standard Malaysian HR fields — MyKad, EPF number, SOCSO number, tax number, salary, joining date.
For larger migrations, our onboarding team will clean and import the data for you as part of the one-time setup. We’ve migrated companies coming from spreadsheets, legacy on-premise systems, and competitor cloud HR products.
How does multi-company support work?
You can register multiple Sdn Bhd entities under one Pandahrms account. Each company has its own EPF, SOCSO and LHDN registration numbers, leave policies, and payroll calendars.
Group HR can see and act across all companies; entity HR sees only their own. Payroll, EA Forms and Form E are filed per entity, exactly as LHDN requires.
Can employees update their own profile?
Yes — via the Pandahrms employee self-service (ESS) mobile app and web portal. Employees can update contact details, dependants, banking info, emergency contact, and upload documents.
Sensitive fields (salary, employment status, MyKad) are read-only for employees and editable only by authorized HR users.
Where is my data hosted?
On secure cloud infrastructure with daily encrypted backups. We can confirm hosting region and data-handling specifics under NDA for enterprise customers.
Personal data is never sold, shared, or used for training third-party models.
How does Pandahrms compare to a free spreadsheet?
Spreadsheets work until they don’t. The first sign of trouble is usually a payroll error caught months later, a missing contract during an audit, or an employee discovering their MyKad in a public Google Drive folder.
A proper HR database is access-controlled, auditable, backed up, and integrated with your other HR processes. The cost difference is small; the risk difference is enormous.
Ready to switch to Pandahrms?
Run HR & payroll yourself, hand it off entirely, or talk to us first. Same platform, three ways to use it.
Pandahrms Cloud
Run HR & payroll yourself. Per-employee pricing, modular by what you use.
See pricingPayroll Outsource
Hand off payroll entirely. Our team runs every cycle for you — statutory submissions included.
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Walk through the platform with our consultant. See it on your own data and edge cases.
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