Templates
Free HR software RFP and demo scorecard templates
Use the same scorecard and questions with every vendor, so your decision is fair and easy to explain.
HR software demo scorecard
Score each area from 1 to 5 during the demo, then multiply by the weight. Adjust the weights to match your priorities.
| Area | What to score | Weight |
|---|---|---|
| Core scenarios | How well each of your real scenarios worked in the demo | 30% |
| Employee and manager experience | Ease of use on desktop and phone | 20% |
| Compliance coverage | Your states, laws, and reporting | 15% |
| Integrations | Payroll, benefits, accounting, identity | 10% |
| Implementation and support | Timeline, named contacts, response times | 15% |
| Total cost over three years | Subscription, implementation, add-ons, renewal | 10% |
RFP questions to include
- Describe how your product handles employees in multiple states.
- List every module included in your quote and every module that costs extra.
- Provide your SOC 2 Type II report and describe your single sign-on support.
- Describe your implementation process, timeline, and named contacts.
- Explain your support hours, channels, and response time commitments.
- Describe how we can export our data if we leave.
- Describe AI features, the data they use, and how to turn them off.
- Provide three references from companies of our size and industry.