One HR System for the Plant, the Showrooms and the Workshops
Replace the attendance machine at the plant, the spreadsheet at the dealership and the paper job card in the workshop with records that connect. Our HR technology and automation service decides what to automate and in what order, designs the workflows and approvals, prepares your data and configures them on the GullyHR platform or in your own system. We set it up around how your outlets work. You decide which modules to start with.
Not sure what you need? Tell us about your business in six short steps and we will come to the first meeting prepared.
Share your requirementsThe starting point
Does Each Location Keep Its Own Record of the Same People?
A group with a plant, showrooms and workshops tends to accumulate a different method at each place. Each is reasonable on its own, but together they leave no single view of who works where, and every new outlet starts its own set.
We help you choose what to automate first, and set it up so that outlets actually use it.
You may be experiencing:
- Attendance captured by a machine at the plant, a register at the showroom and a job card in the workshop, and consolidated by hand.
- No group-wide headcount without asking each outlet.
- Workshop time recorded for billing and for pay that does not match.
- Sales incentives calculated in a separate sheet that one clerk maintains.
- Leave, overtime and transfer requests approved by phone or messaging, with no trail.
- Certification and training records held in folders, away from the employee record.
- A new outlet opening with a fresh spreadsheet and its own way of doing things.
- A previous system that nobody uses fully because it was set up for a different business.
What we can help with
Our HR Technology and Automation Services for Automotive
System Needs and Scope
List what each workforce needs from a system, rank it by effect and decide which modules to take first, so that the first release solves something people feel.
Employee Database and Records
Design the record structure for outlets, workforces, roles, grades, certifications and documents, with permissions for who sees what.
Attendance, Leave and Roster Automation
Set up attendance capture and consolidation for showroom hours, workshop shifts and plant rosters, with leave rules, holiday lists by outlet and regularisation approvals.
Payroll Input Workflows
Configure the collection, approval and sign-off of attendance, overtime, incentive and deduction inputs, with checks and a cut-off before payroll.
Approvals and Employee Self-Service
Let employees request leave, regularisation and letters, and managers approve them, from a phone or a shared kiosk where there are no desks.
Performance, Training and Certification Records
Hold reviews, skill matrices, training and certification expiry in the same system as the employee record, with reminders.
Data Migration
Clean and load existing records from spreadsheets, machines and earlier systems, check them with outlet heads and agree what is archived.
Implementation, Training and Rollout
Plan the rollout outlet by outlet, brief managers and clerks and review after the first month, including a template that a new outlet can adopt.
Working together
Ways to Work With Us on HR Systems
Needs and Scope Only
A written specification and implementation sequence that you can take to any provider.
Set-Up on the GullyHR Platform
Configuration of records, workflows and reports on the platform.
Configuration in Your Own System
We design the workflows and data, and set them up in the system you already use.
Rollout Support
Outlet-by-outlet briefing and review once the system is configured.
Scope, responsibilities and commercial terms are agreed before work begins.
The deliverables
What You Receive
Depending on scope, you receive:
- A system scope and module plan.
- An employee record structure and permissions.
- Attendance, leave and roster configuration for each workforce.
- A payroll input workflow with cut-offs and sign-offs.
- Approval workflows and self-service forms.
- Certification and training records with expiry reminders.
- A data migration plan and a checked, loaded data set.
- A rollout sequence with a template for new outlets.
Step by step
How We Work
Learn How Each Location Works
We visit or speak with the plant, showrooms and workshops about how they record people today and what slows them down.
Decide What to Automate First
We rank needs and agree the first modules, leaving out what would add complexity without relief.
Design Workflows and Data
We map each workflow and approval and the data it needs, and show them to outlet managers before building.
Configure and Migrate
We set up the workflows on the GullyHR platform or your system, and load and check the migrated data.
Roll Out Outlet by Outlet
We start with one outlet, adjust and then extend, so that problems are found in one place and not in all.
Review After Go-Live
We review use after the first month. Before work starts we note how many records are held outside the system and how long month-end attendance takes, and report against them.
The difference
Records That Survive People and Approvals That Do Not Queue
A set-up that fits your outlets helps you:
We do not promise outcomes. We record a baseline before work starts, covering records held outside the system, time to close month-end attendance and approvals waiting beyond their due date, and report against it, so you can see what changed and what did not.
- See headcount across outlets without asking each one.
- Close attendance for all locations on one cut-off.
- Pass payroll inputs through a visible approval.
- Keep certification dates beside the employee record.
- Let employees request and managers approve without paper.
- Open a new outlet from a ready template.
Find your fit
Who This Service Is For
Dealership Groups
Put every outlet on one record and one set of workflows.
Service Centres and Garages
Replace job-card timekeeping with attendance and productivity records that agree.
Manufacturers and Component Makers
Connect plant attendance, shifts and contract workers to the HR record.
Fleet and Rental Companies
Manage driver rosters, attendance and licence validity centrally.
Businesses Outgrowing Spreadsheets
Move to a system without losing what your clerks know.
How it usually shows up in automotive
A group with a plant, showrooms and workshops tends to have a different record-keeping method in each: an attendance machine at the plant, a spreadsheet at the dealerships and paper job cards in the workshops that double as timesheets. There is no group view of headcount without asking each location. Workshop time recorded for billing and for pay does not always match. Sales incentives are calculated in a separate sheet by one clerk, and each new outlet sets up its own records.
Common challenges
Where it goes wrong in automotive
Each location has its own system
The plant, showroom and workshop each record people in a different way, so there is no group view.
Job cards double as timesheets
Workshop time is recorded for billing and used for pay, and the two do not match.
Incentives are in a spreadsheet
The calculation sits with one clerk and cannot be checked. The clerk who built it has left twice for other jobs and been asked back, because nobody else can read it.
New outlets start from scratch
Each new location sets up its own records.
A better process
What a working version looks like
- 01
Pick one record per person
One employee record that every outlet uses, with role, outlet, certification and incentive. The HR process automation work begins with the record.
- 02
Link workshop time to pay
Attended and billed hours captured in a way payroll can use, so job cards and timesheets agree. Start with one outlet for a month and compare the numbers against the old way.
- 03
Put the incentive in a system
The rules and the calculation held where they can be checked and shown to each person.
- 04
Make a start-up kit for new outlets
A standard set-up so a new location uses the group's system from day one. GullyHR software is built for this.
What to check this week
- Ask how many people worked across the group last month and how long the answer takes.
- Compare a technician's job card hours with his attendance hours for a week.
- Find out who can check the incentive calculation.
- Look at how the newest outlet records its people.
- Check whether the plant's attendance data reaches payroll without retyping.
What this looks like in automotive
The parts of hr technology and automation that are specific to this sector, rather than general.
One System Across Plant, Dealership and Workshop
Four workforces that each need something different.
What this coversHide
One System Across Plant, Dealership and Workshop
Four workforces that each need something different.
What this coversHideAutomotive groups commonly run separate systems per location and reconcile by spreadsheet at head office, which is where the consolidated headcount stops being trustworthy.
What must be common
- Employee master and reporting structure
- Payroll input assembly
- Policy and document centre
- Group-level reporting
What must differ
- Plant shift and skill capture
- Dealership incentive and target data
- Workshop job-card linked productivity
- Sales roster and showroom coverage
We define the common layer first and let each location's operational capture sit on top, rather than forcing one configuration on four very different operations.
Questions on this, in automotive
No. We can configure workflows and records on the GullyHR platform or in a system you already use. The choice depends on what you have, what it can do and what suits your outlets.
Yes. Shift patterns, weekly offs, swaps and overtime requests can be configured for each workforce, with approvals and one consolidated set of attendance figures that payroll can use at month end.
We can configure incentive inputs and the rules you have agreed, and report them for checking. The scheme itself is your decision, and we recommend that the rules are written down before anything is configured.
We clean and load it, with checks by the people who know it best. Where records disagree, we show you the differences and ask you to decide, and we agree what to archive.
Through a phone, or a shared device at the bay or the plant entrance, with a simple form for leave, regularisation and letters. We keep the screens short and test them with technicians.
It depends on the number of outlets, the state of your data and how many modules you start with. We agree a sequence and dates at the outset and begin with one outlet.
Hold one record per person across all outlets and capture attendance, so that headcount, leave and payroll inputs can be seen together. Incentives and workshop time follow.
Yes, if it handles different shift patterns, locations and pay structures. The record is common and the rules differ by outlet.
Capture attended and billed hours digitally and feed them into the payroll inputs. The aim is that the job card and the payslip tell the same story.
Not necessarily. It can feed the common record if the data can be exported, and the system can read it.
Put One System Behind Every Location
Tell us how each location records people today, and we will suggest the first modules.
Prefer to talk first? Call +91 80958 58589 or write to hello@gullyhr.com.
Book an HR Technology Consultation
Tell us about your locations and the systems you use now.
The general method — what hr technology and automation covers, the questions it answers and what an engagement produces — is the same whatever the sector, and is set out on the hr process automation page. What is above is the part that differs for automotive.
To run this in a system rather than on paper, see gullyhr software.
Other HR topics for automotive
Where to start
Most engagements begin with a review of how this runs in your business today, then a written process and the sequence to implement it.