Know Who Worked Where, Every Day, Across Every Building
Keep one reliable record of everyone in your network: permanent staff, agency labour, support agents and delivery partners across centres and cities. Our employee administration services set up the attendance, shift, leave and record rules that mean you can say, on any day, how many people worked in a building and what they were paid against.
The starting point
Can You Say How Many People Worked at Each Centre Yesterday?
A fulfilment network runs on several kinds of worker: employees, agency staff, support teams and delivery partners. The record for each tends to sit with a different person, in a different file, using a different definition of a working day.
We help you set the rules, the record and the reconciliation, so attendance stops being rebuilt every month.
You may be experiencing:
- Permanent, agency and rider records held by different people in different systems, with no common register.
- Biometric machines that fail or are bypassed at peak, the gap filled with handwritten sheets keyed in later.
- Agency invoices that arrive after the month closes and are disputed against attendance nobody can confirm.
- Staff who work at two centres and hold two partial records, with leave and attendance split between them.
- Shift swaps and overtime arranged on the floor and reaching the office only at month end.
- Leave balances kept in a sheet that an employee cannot see, so every balance is a query.
- Employee letters, access and asset issue handled one request at a time, with no record of what was given.
What we can help with
Our Employee Administration Services for E-commerce and D2C
One Register for Everyone in the Building
Design a single master record that holds employees, agency staff and delivery partners as separate categories, with the fields each needs and clear ownership of who updates them.
Attendance Capture Rules
Define how attendance is captured at each centre and on the support floor, what happens when a device fails, who may mark a manual entry and how it is approved.
Shift and Roster Records
Set how rosters are published, how shifts are named across centres, how swaps are requested and approved, and how night and late-hour work is recorded.
Leave Rules and Balances
Write leave types, accrual, holiday lists by location and approval routes, and configure self-service so employees and managers can see balances.
Regularisation and Correction
Define the cut-off for corrections, the evidence required, the approver and the record kept, so a wrong day is fixed once and visibly.
Agency and Contractor Reconciliation
Set a weekly match between agency invoices, deployment records and attendance, with an agreed query route and a clear point at which an invoice is passed.
Movement Between Centres
Keep one record as people transfer, cover another site or move between permanent and temporary status, so history is not lost at the gate.
Letters, Assets and Access Records
Standardise employee letters and certificates, and record uniform, scanner, locker and system access issued and returned.
The deliverables
What You Receive
Depending on scope, your engagement can include:
- A record structure for each worker category.
- Attendance, shift and leave rules in one document.
- A manual-entry and regularisation process with approvers and cut-offs.
- A weekly agency reconciliation routine and template.
- A transfer and cover process between centres.
- Letter formats and an issue-and-return register for assets.
- A workflow configuration plan for the GullyHR platform or your own system.
- A monthly checklist for closing attendance.
Step by step
How We Work
See How Records Are Kept Now
We review the registers, files and devices at a few centres and the support floor, and note where the same person appears in more than one place.
Define the Common Record
We agree the fields, categories, owners and identifiers, and what is held centrally and what at the centre.
Write the Attendance and Leave Rules
We set the rules with your operations and finance teams, covering capture, corrections, swaps, overtime and leave.
Configure and Test
We help set up the workflows, approvals, reminders and reports, and run them through a real month at one centre before widening.
Review the Month Close
We compare how long the close takes and how many corrections remain against the baseline taken at the start, and adjust.
The difference
Run the Day-to-Day Without Rebuilding It Each Month
Sound employee administration helps you:
We do not promise outcomes. We record a baseline before work starts, covering the time to close attendance each month, manual corrections, agency invoice queries and records missing for people on site, and report against it, so you can see what changed and what did not.
- Hold one record for every person working in your buildings.
- Capture attendance in a way that still works at peak.
- Match agency invoices to attendance before they are paid.
- Give employees and managers a visible leave balance.
- Keep history when people move between centres.
- Close the month on a date, with fewer disputes.
Find your fit
Who This Service Is For
Multi-Centre Fulfilment Networks
Put every site on the same record and attendance rules.
Businesses Using Agency and Gig Labour
Reconcile what you are billed with who actually worked.
Support Operations Running Shifts
Record late-hour and weekend shifts and swaps in the same place.
Fast-Growing D2C Brands
Replace sheets with a record that survives a larger team.
Quick-Commerce Operators
Keep dark-store attendance and cover clear across many small sites.
How it usually shows up in e-commerce and d2c
A fulfilment network runs on permanent staff, agency staff, riders and support teams, and the records seldom match. Permanent, agency and rider records are held by different people in different systems. Biometric check-in machines fail or are bypassed, and the gap is filled with handwritten lists. Agency invoices arrive after the month ends and each is a dispute. A person who works at two sites often has two partial records, so nobody can say on a given day how many people worked in a building.
Common challenges
Where it goes wrong in e-commerce and d2c
Three groups, three records
Permanent, agency and rider records are held by different people in different systems.
Biometrics miss people
Check-in machines fail or are bypassed, and the gap is filled with handwritten lists.
Invoices are reconciled late
Agency bills arrive after the month ends, and each is a dispute. A bill that is wrong by a small amount each week is wrong by a lot at the end of the year.
Moves between centres are untracked
A person who works at two sites has two partial records.
A better process
What a working version looks like
- 01
Keep one register for everyone in the building
Permanent, agency and contract staff in one list, with employer, role, rate and site. The employee information management holds it. One owner, one list, updated daily, with the agency's staff marked as such.
- 02
Capture attendance reliably
A primary method with a back-up, reconciled daily so gaps are fixed the same day.
- 03
Reconcile the agency weekly
Compare the agency's hours with your record each week, not at the end of the month.
- 04
Link records across sites
A person who moves between centres keeps one record.
What to check this week
- Ask how many people worked in your largest warehouse yesterday and see how many answers you get.
- Compare the agency's hours with your own for last week.
- Find out what happens when the biometric machine fails.
- Check how a rider's record relates to the platform's.
- Confirm with a qualified professional the registers and records that apply to your warehouses, agencies and riders.
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 e-commerce and d2c
The parts of employee administration that are specific to this sector, rather than general.
Customer-Support Rosters
Coverage against contact volume and hours.
What this coversHide
Customer-Support Rosters
Coverage against contact volume and hours.
What this coversHide- Contact-volume forecasting
- Shift coverage including late hours
- Weekend coverage
- Break scheduling
- Adherence tracking
- Quality monitoring process
- Escalation-desk staffing
- Attrition-driven coverage risk
Questions on this, in e-commerce and d2c
Yes, as separate categories in one structure. Each category carries the fields it needs. The point is that you can see everyone in a building together, and not that they are all treated identically in employment terms.
We define a fallback before it happens: who may mark a manual entry, the evidence needed and the cut-off for correction. The manual route is recorded and reviewed, so it does not become the habit.
By reconciling weekly, not monthly. Deployment records, attendance and invoice lines are matched while the days are fresh, and a query route is agreed with the agency in advance.
Yes. Self-service for leave balances, requests and attendance can be configured on the GullyHR platform or on your own system, with approvals routed to the right manager.
We help you keep clear, complete records from which registers can be produced. Which registers and filings apply to your establishments should be confirmed with a qualified professional. GullyHR does not give legal advice.
Yes. Many businesses begin with one centre or one worker category, prove the rules for a full month and then extend. We agree the pilot, the measures and the review point first.
We keep one record for the person and note each site they work at, with dates. Attendance, leave and cover are recorded against that single record, so history is not split between two partial files when people move.
Usually a written fallback for device failure and a fixed cut-off for corrections. These two rules remove most month-end arguments, and they can be in place within a few weeks at a single centre.
At least the person's identity, employer, role, dates and hours, even if the agency or platform holds the master. Which registers must be kept depends on your arrangement, so confirm them with a qualified professional.
Keep your own daily attendance, reconcile weekly and agree the method in the contract. Differences are then small and settled quickly.
Have a back-up method, such as a supervisor's sheet signed at shift end, and reconcile the two the same day.
Yes, and it should. A single record with a site history avoids duplicates and makes it possible to see the total workforce.
Get One Clear Record of Your Workforce
Tell us how attendance and records work across your centres and teams, and we will suggest where to start.
Prefer to talk first? Call +91 80958 58589 or write to hello@gullyhr.com.
Book an Employee Administration Consultation
Tell us about your teams, your centres and your current records.
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 e-commerce and d2c.
To run this in a system rather than on paper, see core employee management.
Other HR topics for e-commerce and d2c
Selling a particular kind of product?
We have HR pages for 78 product categories, from footwear to software, and 436 subcategories within them.
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 e-commerce and d2c, or another industry.