Keep One Current Record for Every Employee, Whichever Outlet They Work In
Make attendance, leave, shifts, records, letters and transfers behave the same way across showroom, workshop, plant and head office. Our employee administration service sets the rules, the record structure and the formats that stop each outlet keeping its own version of the truth. We design the routine. You or your HR clerk run it, on the GullyHR platform or in your own system.
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Share your requirementsThe starting point
Whose Record Is Right When Two Outlets Disagree?
In a group, an employee file often starts at the outlet where the person joined and stays there. Showroom hours, workshop shifts and plant rosters each have their own rhythm, and the daily work of attendance, leave and letters is handled by whoever is nearest.
We help you put one record, one set of rules and one set of letters behind every outlet.
You may be experiencing:
- Staff files kept by outlet, so a person who moves starts again and earlier agreements are lost.
- Manufacturer certification and its expiry date held in a training folder or by the technician.
- Incentive and productivity terms written in letters that are not linked to the record or to payroll.
- Transfers agreed by phone, with the paperwork arriving weeks later and the person paid on old terms meanwhile.
- Attendance kept differently in showroom, workshop and plant, and consolidated by hand at month end.
- Workshop weekly offs and shift swaps arranged verbally, with no record when a dispute arises.
- Employment letters and experience certificates produced from templates found on someone's laptop.
What we can help with
Our Employee Administration Services for Automotive
Employee Record Structure
Define what goes into each person's record: personal details, role, outlet, reporting line, grade, pay terms, certifications, assets and documents. Agree who may see and change each part.
Master Data Clean-up
Reconcile staff lists across outlets, find duplicates and gaps, and settle one set of codes for outlets, departments, designations and grades.
Attendance Rules by Workforce
Settle capture, late marks, half days, missed punches and regularisation for showroom hours, workshop shifts and plant rosters, with a cut-off ahead of payroll.
Leave Administration
Set leave types, balances, carry-forward, holiday lists by outlet and the approval route, so every outlet applies the same rules.
Shift, Roster and Weekly-Off Administration
Design how shifts, weekly offs, swaps and overtime requests are raised and approved, so a workshop's allocation is on record.
Transfers, Promotions and Changes
Define the route for a change of outlet, role, reporting line or pay: who requests, who approves, what letter is issued and from which date the change takes effect.
Letters, Certificates and Formats
Prepare controlled formats for offer, appointment, transfer, confirmation, experience and relieving letters, with fields filled from the record.
Assets and Documents
Record laptops, diagnostic tools, demo vehicles, fuel cards, uniforms and lockers against each person, with request, issue and return steps.
The deliverables
What You Receive
Depending on scope, you receive:
- An employee record structure and field list.
- A reconciled staff master with codes for outlets, departments and grades.
- Attendance, regularisation and cut-off rules for each workforce.
- Leave types, balances and approval routes.
- A shift, roster and overtime request process.
- A transfer and change-of-terms route with its letter formats.
- Controlled letter and certificate templates.
- A register of assets and certifications by person, with expiry reminders.
Step by step
How We Work
Take Stock of the Records
We look at the files, spreadsheets, attendance machines and registers each outlet uses, and compare what they say about the same people.
Agree the Rules
We settle attendance, leave, shift and change rules with outlet heads, so they work on the shop floor and in the showroom.
Design the Record and Formats
We set out the record structure, the codes and the letter formats, and show them to the people who will fill them in.
Set Up and Migrate
We load the cleaned data and configure workflows, approvals and reminders on the GullyHR platform or your own system.
Train and Review
We brief outlet clerks and managers, and check a month later what is still being done outside the record. We count duplicate and missing records before work starts, to compare against.
The difference
Records That Survive Moves and Month-Ends
Well-run administration helps you:
We do not promise outcomes. We record a baseline before work starts, covering duplicate or missing records, missed punches at cut-off and letters issued late, and report against it, so you can see what changed and what did not.
- Find one current record for each person, wherever they work.
- See certification expiry before it lapses.
- Close attendance for all outlets on the same cut-off.
- Pay a transferred employee on the terms agreed.
- Issue letters in one approved format.
- Spend less of HR's month chasing outlets for information.
Find your fit
Who This Service Is For
Dealership Groups with Several Outlets
Bring separate outlet files into one record and one set of rules.
Service Centres and Garages
Keep workshop shifts, leave and certifications in order without a full HR team.
Manufacturers and Component Makers
Reconcile plant attendance, shift swaps and contract workers with the HR record.
Fleet and Rental Companies
Track driver attendance, assignments and licence validity against one record.
Businesses Opening New Outlets
Start each outlet on the same record structure, rules and letter formats.
How it usually shows up in automotive
A dealership group's records are usually kept outlet by outlet, so a person who moves between outlets starts again and what was agreed is lost. Manufacturer certifications and their expiry dates sit in a training file or with the technician. Incentive terms for sales consultants and productivity rates for technicians are written in letters that are not linked to payroll. A transfer is often agreed by phone, with the paperwork following weeks later, and the person is paid on the standard terms until someone notices.
Common challenges
Where it goes wrong in automotive
Each outlet keeps its own files
A person who moves between outlets starts again, and what was agreed is lost.
Certification is not on the record
Manufacturer certification, with expiry dates, sits in a training file or in the technician's own papers.
Incentive terms are in letters
A sales consultant's incentive and a technician's productivity rate are in a letter that is not linked to payroll.
Transfers are informal
A move between outlets is agreed by phone and the paperwork follows weeks later.
A better process
What a working version looks like
- 01
One record per person across the group
The person's terms, certification, incentive, outlet and history in one place. The employee information management holds it.
- 02
Put certification on the record with an expiry
Each certification, its date and the person who renews it, with an alert before expiry.
- 03
Link incentive terms to payroll
The rate and the rules that apply to each person, held where payroll can read them.
- 04
Treat a transfer as a process
A form signed by both outlets that carries terms, certification and incentives across.
What to check this week
- Pick a technician who transferred and check what moved with him.
- Ask where certification dates are kept and who is alerted before expiry.
- Compare an incentive letter with how payroll pays it.
- Find out how long a transfer takes from agreement to payroll.
- Confirm with a qualified professional the records and retention rules that apply across your outlets.
Confirm with a qualified professional. What applies depends on your establishment, your state and your sector, and it changes. This page describes a practice; it does not state a legal position.
What this looks like in automotive
The parts of employee administration that are specific to this sector, rather than general.
Attendance Across Outlets
Showroom hours and workshop shifts.
What this coversHide
Attendance Across Outlets
Showroom hours and workshop shifts.
What this coversHide- Outlet working hours
- Workshop shift patterns
- Attendance capture by outlet
- Overtime sanction
- Weekly off rotation
- Leave approval
- Missed punch regularisation
- Attendance cut-off
- Multi-outlet consolidation
Questions on this, in automotive
Beyond personal and pay details, an automotive record should hold the outlet, role and reporting line, manufacturer certifications with expiry dates, incentive terms, assets issued and signed documents. We agree the field list with you before anything is loaded.
Yes. The capture method may differ for each, but the rules for regularisation and the cut-off can be common. We configure the consolidation so that payroll receives one set of attendance figures.
Through a defined request and approval, with a transfer letter and an effective date entered in the record. That prevents the common case where the person is paid on the old terms until someone notices.
Yes. We can record each technician's certification level and validity, and configure reminders on the GullyHR platform or your own system, so renewals are planned before the date arrives.
We design the structure and the routine. Which records you must keep, and for how long, depends on your business and location, so confirm that with a qualified professional. GullyHR does not give legal advice.
Not necessarily. We can set up the rules and formats in the system you already use, or configure them on the GullyHR platform, whichever suits your outlets better.
Access should follow the role: outlet clerks see and update their own outlet, head office HR sees all, and pay and disciplinary details are limited to named people. We set the permissions with you and record who changed what.
Terms of employment, outlet, role, manufacturer certifications with expiry, incentive terms and a history of transfers. Which records you must keep and for how long depends on your establishment, so confirm them with a qualified professional.
Hold each one on the person's record with its expiry, alert the technician and the service manager ahead, and book the renewal.
Through a short form that both outlets sign, carrying terms, certifications and incentives, and updating payroll the same month.
The receiving outlet's manager, on a form signed by the sending outlet, with HR checking that the new terms, certification and incentive have moved. One named person per transfer prevents it falling between outlets.
Put One Record Behind Every Outlet
Tell us how records, attendance and letters are handled today and where they disagree.
Prefer to talk first? Call +91 80958 58589 or write to hello@gullyhr.com.
Book an HR Administration Consultation
Tell us about your outlets and the records you keep.
The general method — what employee administration covers, the questions it answers and what an engagement produces — is the same whatever the sector, and is set out on the employee information management page. What is above is the part that differs for automotive.
To run this in a system rather than on paper, see core employee management.
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.