Put Attendance, Records and Approvals in One Working System
Most HR effort in a facility firm goes into who stood which post on which day. Our HR technology and automation service defines how attendance is captured by post and shift, how a person's records stay together across sites, how approvals move without chat messages and how the attendance record meets the client's count. We configure it on the GullyHR platform or in your own system, and keep it simple enough for a supervisor on a phone.
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Share your requirementsThe starting point
Does Your System Understand a Worker Who Covers Three Posts?
Tools built for an office assume a fixed desk, a fixed shift and a fixed person. A facility worker may cover a colleague's weekly off, work at two sites in a month and be marked present at a post that is not on the roster. Supervisors are on the move, many sites run on paper, and verification, uniform and client clearances are held in separate places.
We help you decide what to digitise first, set it up for the way your sites work and bring the records together.
You may be experiencing:
- Paper registers and spreadsheets at smaller sites, typed up at head office later.
- Attendance captured in one tool, payroll prepared in another and the invoice in a third.
- A reliever's day appearing under the wrong post, or nowhere, because the system has no concept of cover.
- Verification, uniform and training records in different files, with no one view of a person.
- Approvals for overtime, replacements and advances running through chat messages and phone calls.
- Supervisors who find the system slower than their notebook, and so keep both.
- A system that only one person understands, which would stop working if that person left.
What we can help with
Our HR Technology and Automation Services for Facility Management
Requirement and Scope Definition
List the journeys that cost most time: attendance, relief, leave, payroll inputs, joining and exit, and decide which move first. The scope is based on volume and pain and not on the longest feature list.
Post and Shift Attendance Setup
Configure attendance by post and shift, with relievers, double duty, weekly offs and corrections, so the record matches the real deployment and the roster for the day.
Single Employee Record
Set up one record per person with documents, verification status, uniform and ID issue, training, deployment history by site and letters, so the file stays whole when someone moves.
Approval Workflows
Build approvals for overtime, replacements, transfers, advances and leave, with limits, deputies and a visible queue, in place of phone and chat approvals.
Client Reconciliation Reports
Prepare reports that compare attendance with the deployment sheet and, where you hold it, with the client's count and the invoice, so differences are visible before the month closes.
Payroll Input Workflow
Arrange how attendance, relief, overtime and recoveries flow into the payroll input, with cut-offs, review and sign-off in the same system.
Supervisor and Self-Service Tools
Design simple views for supervisors on a phone and for workers who want to see their own attendance, leave and payslip, within what your system provides.
Data Migration and Rollout
Clean and move your existing employee data, run the new routine alongside the old at selected sites, train supervisors and extend in stages.
Working together
Ways to Work With Us
Scoping and Design
Define what to digitise first and how it should work, ready for you to implement.
Configuration and Rollout
Set up workflows, records and reports and take a first group of sites live.
Data Migration
Clean and load your existing employee data, with checks.
Support After Go-Live
Continue to adjust reports, approvals and supervisor views as sites and contracts change.
Scope, responsibilities and commercial terms are agreed before work begins.
The deliverables
What You Receive
Depending on your needs, your engagement can include:
- A scope document and module plan.
- A post, shift and relief attendance design.
- An employee record structure and field list.
- Approval workflows with limits and deputies.
- Reconciliation and variance report definitions.
- A payroll input workflow.
- Supervisor and worker view designs.
- A migration plan and rollout sequence.
Step by step
How We Work
Map the Journeys
We trace how attendance, relief, approvals and records move today, including the paper and chat steps.
Decide What to Automate
We rank the journeys and agree the first set, based on effort saved and risk reduced.
Configure and Test
We set up the workflows, records and reports on the GullyHR platform or in your system, and test them with real site examples.
Pilot at Selected Sites
We run a pilot at a few sites of different types, listen to supervisors, and adjust before widening.
Roll Out and Review
Before work starts we record how long month-end takes and how many corrections arise, and we compare once the system is in use.
The difference
Reduce Retyping and Chasing
A configured system helps you:
We do not promise outcomes. We record a baseline before work starts, covering time to close the month, corrections after cut-off and records missing documents, and report against it, so you can see what changed and what did not.
- Capture attendance once, where the work happens.
- See cover and gaps by post and shift.
- Keep a complete record per person.
- Route approvals visibly.
- Compare attendance and deployment before invoicing.
- Depend less on any one person's spreadsheet.
Find your fit
Who This Service Is For
Facility Management Firms With Many Sites
Bring site attendance into one view.
Housekeeping and Cleaning Companies
Run large shift teams with simple supervisor tools.
Security and Manpower Outsourcing Companies
Track post coverage across clients.
Firms Replacing Spreadsheets
Move in stages from manual records to a configured system.
How it usually shows up in facility management
Facility firms run on attendance. Most of the HR effort goes into who stood which post on which day, because wages and invoices depend on it. Staff are deployed across many sites and change often, supervisors are on the move and the client has its own system for checking. Tools that were designed for an office, with a fixed place, a fixed shift and a fixed person, struggle with a worker who covers three posts in a month. Paper registers and spreadsheets still dominate the smaller sites. Verification records, uniform issue and client clearances are held in separate places. The firm often has several systems and no view across them.
Common challenges
Where it goes wrong in facility management
Tools assume fixed places and shifts
A worker who covers different posts breaks the logic of the system.
Paper still dominates
Registers are totalled by hand at head office.
Records are in separate places
Attendance, verification and uniform issue are held apart.
Billing is separate from payroll
The invoice and the wage are built from different data.
A better process
What a working version looks like
- 01
Capture attendance by post and shift
A phone or biometric record of person, post, shift and time, available to payroll and billing together. The HR process automation work starts here.
- 02
Keep the person's records together
Verification, training, uniform and clearance in one record.
- 03
Reconcile with the client's record
Automatic comparison of the firm's attendance with the client's, weekly.
- 04
Keep it simple for supervisors
A phone-based tool in the local language. GullyHR software is built for this.
What to check this week
- Ask how attendance is captured at your smallest site and how long it takes to reach payroll.
- Check whether the same data feeds both the wage and the invoice.
- Look at where a person's verification and uniform records are held.
- See whether a worker who covers three posts is easy to record.
- Ask a supervisor what he would want from a phone tool.
What this looks like in facility management
The parts of hr technology and automation that are specific to this sector, rather than general.
Systems Built Around Deployment
Your unit of management is a post, not a department.
What this coversHide
Systems Built Around Deployment
Your unit of management is a post, not a department.
What this coversHideFacility management HR technology has to be organised around deployment. A system that knows departments but not sites cannot answer the questions the business actually asks.
- Deployment record as the primary structure - person to site to post
- Site-level attendance capture, offline-capable
- Client-wise headcount and coverage reporting
- Replacement and relief tracking against vacant posts
- Uniform, equipment and client credential issue records
- Deployment-based billing reconciliation
- Multi-site supervisor visibility on a phone
- Verification records held per deployed employee
Billing reconciliation from the deployment record is where the commercial return sits. Where attendance and billing come from the same source, the monthly dispute with clients largely disappears.
Questions on this, in facility management
Usually attendance, since wages and invoices depend on it. A common first stage is post and shift attendance with corrections, followed by the employee record and approvals.
Yes, with a design that fits the site. Paper capture, entered later by a coordinator, may be the right start, with a rule for the delay. We set expectations for each site type.
No. We can configure workflows on the GullyHR platform or on your own system. We tell you honestly where a requirement is outside what either can do.
That depends on the client's system. Where a direct link is not available, we design the comparison from exported data, and agree the format and timing with the client.
Access is set by role, so supervisors see their own teams, and sensitive records are limited to HR. We design permissions with you. Obligations on personal data should be confirmed with a qualified professional.
Keep it simple, test it with them and remove steps that do not help the supervisor. If the tool is slower than the notebook, the notebook will win.
Capture attendance by person, post and shift, and feed both payroll and billing. That removes the main source of disputes.
Yes, and it should. If both come from the same attendance data, the wage and the invoice agree.
If it is quick, in their language and saves them paperwork, yes. A tool that adds steps will be avoided.
Not necessarily. If their data can be exported, a system can read it. Replace only if they cannot provide what you need.
Start with one region for a full month, run it alongside the old method, fix what it shows and then extend. A staged start protects billing while people learn.
Choose Tools That Fit How Your Sites Run
If attendance, records and approvals live in different places, we can help you decide what to bring together first.
Prefer to talk first? Call +91 80958 58589 or write to hello@gullyhr.com.
Book an HR Technology Consultation
Tell us what you use today for attendance, records and payroll.
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 facility management.
To run this in a system rather than on paper, see gullyhr software.
Other HR topics for facility management
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 facility management, or another industry.