Self-Hosted HR Systems: What Small Businesses Actually Need

HR software falls into the same trap as CRM software: by the time you realise you need it, you have already outgrown your spreadsheet and the migration is painful. If you have more than 10 employees, you need a proper HR system. Here is a realistic look at the open-source options.

When a Spreadsheet Stops Working

With five employees, a shared spreadsheet for leave balances, salary records, and emergency contacts is manageable. With ten, it gets annoying. With fifteen, it becomes a liability. Someone updates the wrong cell, a formula breaks, and suddenly nobody is sure who has how many leave days remaining.

The threshold for moving to HR software is not employee count alone. It is when HR data accuracy starts to matter for legal compliance, payroll accuracy, and employee trust. If a wrong leave balance could cause a dispute or a compliance issue, you need a system.

OrangeHRM: The Standard Choice

OrangeHRM is the most mature open-source HR system. It covers the essentials: personnel information management, leave and attendance tracking, time sheets, recruitment, and performance reviews. The community edition is free and runs on PHP with MySQL or MariaDB.

OrangeHRM works well for 10 to 200 employees. Beyond that, you will want the enterprise edition for advanced reporting and workflow automation. For most small businesses, the community edition covers everything needed for at least three to five years.

Setup takes about 30 minutes on a VPS with 2GB RAM. The interface is functional rather than beautiful, but it gets the job done. Employees can log in to request leave, managers can approve or deny, and HR gets a dashboard of who is in and who is out on any given day.

Dolibarr: HR Plus Business Management

Dolibarr is an ERP and CRM that includes HR modules. If your business already tracks inventory, invoices, and customers, adding HR to the same system makes sense. Dolibarr covers employee records, leave management, expense reports, and recruitment.

The advantage of Dolibarr is integration: employee time records flow directly into project costing and invoicing. The disadvantage is complexity. It is an ERP with HR features, not a dedicated HR system. If you need HR only, OrangeHRM is simpler. If you need HR plus business management, Dolibarr is the play.

What None of These Do Well

Open-source HR systems are strong on records and leave management but weak on payroll. Payroll requires country-specific tax calculations, statutory deductions, and regulatory filings that are different in every jurisdiction. Self-hosted HR systems cannot replace a payroll provider or an accountant. They complement payroll by providing the raw data (hours worked, leave taken, salary changes) that payroll needs to run.

For Brunei businesses, this means OrangeHRM or Dolibarr for employee records, leave, and attendance, plus an accountant or payroll provider for statutory filings. The two work together: your HR system generates the data, your payroll provider processes it.

Need an HR system set up for your team? VPS1 deploys and configures OrangeHRM or Dolibarr with SSO integration.