Bring Your HR Policies and Compliance Records Under One Roof
A construction or real estate business holds records in many places: project sites, contractors' offices, sales galleries and head office. Registers sit with site clerks, licences with contractors, and policies in old email chains. Our policies, compliance and governance services give you one policy manual, a compliance calendar with a named owner for each item, and a record-keeping method that follows the project and stays in order.
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Share your requirementsThe starting point
Can You Show Where Your HR Records and Policies Are?
The risk in project businesses is less often a missing policy than a scattered one. Records are created on site and not consolidated. Deadlines are known to one person. When the person moves, so does the knowledge.
We help you keep policies and records in one place, with owners and dates.
You may be experiencing:
- Statutory and HR records scattered by site and not consolidated.
- A policy manual written years ago for a smaller company.
- Different leave, travel and overtime rules in use on different projects.
- No acknowledgement that employees have read the policies that apply to them.
- Compliance deadlines known to one person at head office or one clerk at a site.
- Contractor registrations, licences and records tracked in several places.
- Records of a closed project difficult to trace when asked for.
- A code of conduct that exists on paper and is not used.
What we can help with
Our Policies, Compliance and Governance Services for Construction and Real Estate
HR Policy Manual and Handbook
Prepare or update the policy manual so that it covers site, sales and corporate staff: leave, attendance, travel, lodging, overtime, advances, conduct, safety and separation, in plain language.
Code of Conduct
Draft a code of conduct that deals with the situations your teams face: dealing with contractors and suppliers, gifts, conflicts of interest, customer handling and site behaviour.
Policy Version Control and Acknowledgement
Set up how policies are numbered, approved, dated and issued, and how acknowledgement is recorded, including from staff on sites with limited access.
Compliance Calendar With Owners
Build a calendar of filings, renewals, registers and returns, by site and by function, with a named owner and a backup for each. The items and dates that apply to you are confirmed by a qualified professional.
Contractor Compliance Tracking
Track contractor registrations, licences and records by contractor and by site, with renewal dates and reminders to the owner.
Documentation and Record Keeping
Define what is kept for each project and each employee, where, for how long and who is responsible, including how records pass from a closing project to central storage.
Periodic Audit and Review
Set up a review calendar for policies and records, and a self-audit checklist used by project teams and HR.
Governance and Approval Routes
Settle who approves a new policy, an exception to a policy and a change to the compliance calendar, with a record of each.
The deliverables
What You Receive
Depending on your needs, your engagement can include:
- A policy manual or handbook covering site, sales and corporate staff.
- A code of conduct suited to your operations.
- A policy register with version, date and owner.
- An acknowledgement process for site and office staff.
- A compliance calendar with owners, backups and reminders.
- A contractor registration and licence tracker.
- A record-keeping standard for projects and employees.
- A review and self-audit schedule, with reminders configured on the platform or your own system.
Step by step
How We Work
Gather What Exists
We collect your current policies, registers and calendars from head office and a few sites, and note what is duplicated, outdated or missing.
Design the Structure
We agree the policy set, the register layout and the compliance calendar structure, and the owner for each.
Draft and Review
We draft policies and the calendar with your team. You should have them reviewed by a qualified professional for the legal and statutory requirements that apply. GullyHR does not give legal advice.
Issue and Acknowledge
We help you issue policies to site and office staff, and record who has acknowledged them.
Review on Schedule
We record where you stand before the work, then set periodic reviews and a self-audit cycle.
The difference
Know Where Your Records Are and Who Owns Them
A single structure helps you:
We do not promise outcomes. We record a baseline before work starts, covering policies in date, items on the compliance calendar with a named owner, and records held per project, and report against it, so you can see what changed and what did not.
- Hold one policy set that applies the same way on every project.
- See which records are due, by site, with a named owner.
- Track contractor registrations in one place.
- Show that policies reached the people they apply to.
- Retrieve records from closed projects.
- Review policies on a cycle.
Find your fit
Who This Service Is For
Developers and Builders
Consolidate records across projects and sales offices.
Contractors and Infrastructure Companies
Keep site-wise records and contractor registrations in order.
Interior, MEP and Architecture Firms
Hold records for project teams and sub-contractors.
Real Estate Agencies and Consultants
Document policies and conduct for sales teams.
Facility Management Companies
Keep property-wise records and registers for several clients.
How it usually shows up in construction and real estate
A construction business works under labour, safety and contractor obligations that change by site and state. The business often assumes the contractor holds the records an inspector will ask for, while the inspector asks the business. Training records sit with the safety officer, registers with the contractor and certificates with individuals. The compliance list is usually carried over from the last project and not checked against the current one. Evidence is gathered when asked, so an inspection starts a search.
Common challenges
Where it goes wrong in construction and real estate
Responsibility is assumed to sit with the contractor
The business believes the contractor holds what the inspector will ask for, and the inspector asks the business.
Records are in different hands
Training with the safety officer, registers with the contractor, certificates with the individual.
Obligations differ by site
State, project type and size change what applies, and the compliance list is for the last project.
Evidence is gathered when asked
Nothing is filed as it happens, so an inspection starts a hunt.
A better process
What a working version looks like
- 01
Build a compliance calendar per project
Each obligation that applies, its due date, the owner, a back-up and the evidence. The compliance framework is where it is held.
- 02
Agree who holds which record
For each type of record, one place on site and one person, including contractor records the site must be able to produce.
- 03
Check requirements at mobilisation
Before work starts, confirm what applies to this site and project, and update the calendar.
- 04
File evidence as the work happens
Training, inspections and certificates filed the day they are done.
What to check this week
- Ask the project manager where the contractor's register is kept and whether the site can produce it.
- Find the compliance calendar for your largest project and see who owns each item.
- Check whether obligations were reviewed when the project began.
- Ask how long it would take to produce training records for a floor.
- Confirm with a qualified professional which obligations apply to your sites, contractors and project types.
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 policies, compliance and governance that are specific to this sector, rather than general.
Contractor Labour Records
The largest workforce on site is usually not yours.
What this coversHide
Contractor Labour Records
The largest workforce on site is usually not yours.
What this coversHide- Contractor register
- Labour register by contractor
- Site headcount by contractor
- Gate entry and attendance
- Induction and safety records
- Age and document verification
- Invoice vs attendance reconciliation
- Contract renewal tracking
- Site-wise consolidation
Questions on this, in construction and real estate
No. GullyHR is not a legal practice and does not give legal advice. We build the structure for tracking, ownership and records. The laws, registrations and filings that apply to you must be confirmed by a qualified professional.
Yes, we prepare drafts based on how your business actually operates across site, sales and head office. They should be reviewed by a qualified professional before they are issued, because the obligations that apply to you must be confirmed by someone qualified to say.
Each item has a name, the site or function it applies to, the due date, the owner, a backup and the evidence to be kept. Reminders can be configured on the platform or on your own system.
Through methods that work on site: a short briefing with a signed sheet, or a phone-based acknowledgement. We record the method used for each site.
We can set up a tracker for contractor registrations, with renewal dates and owners. The checks themselves, and what you should hold, should be confirmed with a qualified professional.
At least once a year, and when something changes in how you work. We set a review date for each policy and a named owner.
We list the differences, ask whether each has a reason, and either keep a deliberate exception with an owner or bring the project into line. Accidental differences are removed so that employees on different sites are not treated unequally.
A list of items by site and function, each with a due date, an owner, a backup and a place where the evidence is kept. Reminders go to the owner before the date, and open items are reviewed monthly.
Yes. We set a close-out checklist for HR and compliance records of the project, covering what is retained, where it is stored and who can retrieve it, so that records are not lost when the site team disperses.
For their own employees, in part, but the business is often expected to be able to produce them for a site it controls. Agree who holds what and keep a copy on site, and confirm the position with a qualified professional.
Review it at each project mobilisation, name an owner and a back-up for each item and file evidence when the work is done. It should be a living list.
Often, by state, project type and size. Check what applies at the start of each project and do not copy the last list.
Training records, registers of everyone on site, certificates with expiry dates and the safety plan, in one place. If it takes minutes to produce, the system works.
Put Your Policies and Records Under One Structure
If records live with whoever happens to hold them, the place to start is one register and one calendar.
Prefer to talk first? Call +91 80958 58589 or write to hello@gullyhr.com.
Book a Policies and Compliance Consultation
Tell us how records and policies are held today.
The general method — what policies, compliance and governance covers, the questions it answers and what an engagement produces — is the same whatever the sector, and is set out on the hr policies and governance 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 policy and document centre.
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.