Keep Records, Attendance and Leave in Order Across Every Site
When your people are spread across towers, road stretches, sales galleries and head office, the daily HR work does not stay simple. Attendance is marked in several ways, leave is approved by whoever is closest, and files sit in three places. Our employee administration services give you one employee record, one set of attendance and leave rules, and a clear route for corrections, so that payroll and management work from the same facts.
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
Is Your Daily HR Working Across All Your Sites?
Employee administration seldom attracts attention until payroll closes or a dispute arrives. In a project business, the pressure points are predictable: sites far from head office, staff moving between projects, and attendance that has to be settled before payment.
We help you set up administration that holds up when sites multiply.
You may be experiencing:
- Employee files held at head office, at the site and in personal folders, with none of them complete.
- Attendance captured by register on one site, biometric on another and a messaging group on a third.
- Missed punches and site visits corrected informally, with no record of who approved.
- Leave approved by phone and not recorded until the pay run.
- Weekly offs and compensatory days on site worked out differently by each project.
- Transfers between projects not reflected in the record, so cost allocation is wrong.
- Letters such as transfer, address proof and experience requests taking days because someone has to draft them.
- Laptops, phones, vehicles and tools allocated with no list of who holds what.
What we can help with
Our Employee Administration Services for Construction and Real Estate
Employee Master Data and Records
Define one record for each employee: personal details, role, level, project, reporting manager, cost centre, joining date, and the documents held. We design how the record changes when someone is transferred.
Site Attendance Capture
Settle how attendance is marked at each type of site: biometric, mobile app, supervisor register or a combination. We set cut-off times and decide which source is treated as final.
Regularisation and Missed Punch Process
Set up a route for correcting a missed punch, an out-of-office site visit or a day worked on a weekly off, with a named approver and a time limit for submitting.
Leave Types, Balances and Approvals
Define the leave types, how balances accrue and carry forward, and who approves at site and at head office. Make balances visible to the employee on the GullyHR platform or your own system.
Shift, Roster and Site-Working Rules
Write down the working hours, shift patterns, weekly off pattern and site-working arrangements for each category of employee, so every project applies them the same way.
Transfers and Deployment Records
Record every move between projects with the date, the role and the new cost centre, so that attendance, payroll and headcount reports agree.
Letters and Certificates
Prepare standard formats for appointment, confirmation, transfer, address proof, experience and relieving letters, with approval and issue recorded.
Asset Allocation and Requests
Keep a register of laptops, phones, sim cards, vehicles, tools and protective equipment issued, and set up the request and return process.
The deliverables
What You Receive
Depending on your needs, your engagement can include:
- An employee record structure and a checklist of documents held for each category of employee.
- Attendance rules for site, sales and head office, with cut-off dates.
- A regularisation and missed-punch process with approvers named.
- A leave policy summary and balance rules for each leave type.
- Shift, roster and weekly-off rules by employee category.
- A transfer and deployment record format.
- Letter formats with an approval route.
- An asset register and issue and return process, with workflows, approvals and reminders set up on the platform or your own system.
Step by step
How We Work
See How Records Are Kept
We look at where information about people actually sits at head office and a few sites, and how attendance and leave reach payroll.
Agree the Rules
We write attendance, leave, shift and regularisation rules with your HR and project heads, and mark the places where sites follow different habits.
Design the Record and the Routes
We design the employee record, the correction and approval routes and the letter formats, and decide who owns each.
Set Up and Migrate
We help configure workflows, approvals and reminders on the GullyHR platform or your own system, and bring existing records into the new structure.
Check Against the Baseline
We record where you stand before the change, then review missing records, late corrections and disputes about attendance after the new process has run.
The difference
Run the Daily Work With Fewer Disputes
Well-defined administration helps you:
We do not promise outcomes. We record a baseline before work starts, covering missing employee documents, attendance corrections raised after cut-off, leave records kept outside the system and letter turnaround, and report against it, so you can see what changed and what did not.
- Hold one complete record per employee, whatever the project.
- Settle attendance by one set of rules before payroll is run.
- Show who approved each correction and why.
- Let employees see their own leave balance without calling head office.
- Keep the project and cost centre record in step with transfers.
- Issue routine letters in a short time, in one format.
Find your fit
Who This Service Is For
Developers and Builders
Hold consistent records across projects, sales offices and head office.
Construction and Infrastructure Companies
Run site attendance and leave for engineers and supervisors on distant sites.
Contractors, MEP and Interior Firms
Keep records and transfers straight when teams move with each contract.
Real Estate Agencies and Property Consultants
Track attendance, field visits and leave for sales and relationship teams.
Facility and Property Management Companies
Manage rosters and attendance across properties and shifts.
How it usually shows up in construction and real estate
Construction records span permanent staff, contractors' workers and short-term crews across many sites. The business often knows who is on site only from the contractors' own musters, some of which are in notebooks. Site registers are kept on paper and totalled later. A person who transfers between projects starts a new file at each site. Operator licences, safety certificates and medical fitness are with the individual or the contractor, so the site cannot always produce them when asked.
Common challenges
Where it goes wrong in construction and real estate
Contractors hold the records
The business knows who is on site only from the contractors' own musters. A site that cannot say who is on it cannot say who is hurt, and that matters more than any inspection.
Site registers are on paper
Attendance and entry records are kept in notebooks that are hard to total or check.
Staff move between projects
A person who transfers takes their history with them, and the new site starts a new file.
Qualifications and certificates are scattered
Operator licences, safety certificates and medical fitness are with the individual or the contractor.
A better process
What a working version looks like
- 01
Keep one register of everyone on site
Permanent, contract and short-term workers, with employer, trade, gate entry and dates. The employee information management holds it.
- 02
Capture attendance daily
At the gate or by supervisor, entered the same day, and reconciled with the contractors' musters.
- 03
Carry the record across projects
A person's history, qualifications and certificates in one place, regardless of site.
- 04
Record certificates with expiry
Operator licences, safety and medical certificates with dates and alerts.
What to check this week
- Ask how many people were on your largest site yesterday and who employed each.
- Check whether the contractor's muster matches your gate record.
- Pick an operator and find his licence, its expiry and who is alerted.
- Find out how a transferred engineer's record moves with him.
- Confirm with a qualified professional which registers and records apply to your sites and contractors.
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 construction and real estate
The parts of employee administration that are specific to this sector, rather than general.
Site Attendance
Attendance where there is no office and no fixed gate.
What this coversHide
Site Attendance
Attendance where there is no office and no fixed gate.
What this coversHide- Site attendance capture
- Mobile or biometric marking
- Multi-site attendance
- Missed punch regularisation
- Overtime sanction
- Weekly off and site working
- Leave approval on site
- Attendance cut-off
- Payroll input from sites
Questions on this, in construction and real estate
The method has to suit the site. We help you choose between mobile marking, biometric devices and supervisor registers, and decide how data captured offline reaches the record. The capabilities of the system you choose will determine what is possible, and we discuss this with you.
Employee administration here covers your own staff. A contractor labour register is a separate area, and we can set it up alongside if you wish. Confirm which records you are required to keep with a qualified professional, as GullyHR does not give legal advice.
Yes, where self-service is set up on the GullyHR platform or on your own system. You decide what each person can see and who can approve.
Every move is recorded with its date, role and new cost centre, and the previous project is closed on the same date. This keeps attendance, leave and payroll allocation in step.
Often yes. We start from what you have and decide what to keep, what to replace and what to connect. We do not recommend a change of tool unless the current one is the cause of the problem.
Your HR team or whoever you name. We design the structure and the routes, and train the people who will own them, so you do not depend on us for the daily work.
For each person on site: name, employer, trade, attendance, qualifications, certificates and safety training. Which registers must be kept, and for how long, depends on your sites and arrangements, so confirm it with a qualified professional.
The site should be able to produce them at any time, even if the contractor holds the master. Agree it in the contract and check it against your own gate record.
Hold each on the person's record with its expiry, alert the supervisor ahead and do not let the person work on the equipment after it lapses.
As a start. They are hard to total and check, so a simple digital register at the gate gives the same information in a form that can be reconciled.
Bring Order to Daily HR Across Your Sites
If attendance, leave and files differ from site to site, one set of rules and one record is the way to start.
Prefer to talk first? Call +91 80958 58589 or write to hello@gullyhr.com.
Book an Employee Administration Consultation
Tell us how attendance, leave and records are handled across your projects.
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 construction and real estate.
To run this in a system rather than on paper, see core employee management.
Other HR topics for construction and real estate
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.
See all HR topics for construction and real estate, or another industry.