Make Site Attendance the Record Your Client Accepts
In this business attendance is the basis of both the wage and the invoice. Our employee administration service sets up how attendance is captured at each post, how relievers and corrections are recorded, how leave and records are kept for people who move between sites, and how everything is reconciled with the client's own count. The aim is a record that a supervisor, a payroll clerk and a client can all read the same way.
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Share your requirementsThe starting point
Can You Prove Who Stood Each Post?
Each month the firm bills the client for the manpower deployed, and the client checks it against its own gate or visitor register. Where the two differ, the discussion is about whose record is right. The strength of your position depends on how attendance was captured on the day and how corrections were made afterwards.
We help you set rules for capture, correction and reconciliation that every site can follow.
You may be experiencing:
- Attendance kept in paper registers, a biometric device, a phone app or a mix, depending on the site.
- Relievers and replacements who stood a post but are not on the roster that day.
- Corrections made verbally by supervisors, and found only when payroll or the client queries them.
- Staff who work at more than one site in a month, with attendance spread across several supervisors.
- Leave and weekly-off records that do not match what the roster says.
- Employee files held partly at the site and partly at head office, with verification papers missing from one or the other.
- Billing disputes with clients at month end that take days to settle.
What we can help with
Our Employee Administration Services for Facility Management
Attendance Capture Design
Choose how each site records presence: device, app, register or a combination, with a rule for shift start and end, late arrival, half-shifts and double duty. The method is matched to the site's connectivity and the client's requirements.
Post-Wise Roster Administration
Set up rosters by post and shift, including weekly offs and relievers, so the plan for each day can be compared with what happened and a gap is visible while it can still be filled.
Reliever and Replacement Marking
Define how a reliever is recorded against the post they covered and the person they replaced, so wage and invoice both follow the real deployment.
Regularisation and Correction Rules
Write who may correct attendance, within what time, on what evidence and who approves, with the reason on record.
Client Reconciliation Routine
Compare your attendance with the client's count weekly or at a set interval rather than at month end, with a format for recording differences and the agreed outcome.
Leave and Weekly-Off Administration
Define leave types, balances, approval routes and how a leave request at a site becomes a roster change and a relief arrangement.
Employee Record Structure
Set up one record per person: personal details, verification, deployment history by site, uniform and ID issue, training and letters, so a transfer does not scatter the file.
Letters and Certificates
Prepare formats for appointment, transfer, experience and other routine letters, with an owner and a standard turnaround.
The deliverables
What You Receive
Depending on the scope, your engagement can include:
- Attendance rules by site type, including relievers and double duty.
- A post-wise roster format with weekly offs and relief.
- A correction and regularisation procedure.
- A client reconciliation format and timetable.
- Leave rules and approval routes for site staff.
- An employee record structure with deployment history.
- Letter formats with owners.
- A monthly cut-off calendar shared with sites and payroll.
Step by step
How We Work
Look at Real Records
We take attendance from a few sites of different types, with the client's own record where available, and trace the differences.
Set the Rules
We agree capture methods, correction rules, cut-offs and the reliever convention with operations, payroll and billing.
Design Records and Formats
We build the roster, correction and reconciliation formats and the employee record structure.
Introduce at Sites
We brief supervisors and coordinators, run the new formats at a few sites first and adjust before wider use.
Review the Month Close
Before work starts we record how many corrections, disputes and late attendance sheets you have, and we track them after the change.
The difference
Spend Less Time Arguing About Attendance
A consistent administration routine helps you:
We do not promise outcomes. We record a baseline before work starts, covering attendance corrections, late sheets, client disputes and files with missing documents, and report against it, so you can see what changed and what did not.
- Show which person stood which post on which shift.
- Mark relievers and replacements consistently.
- Make corrections visible and approved.
- Settle differences with clients earlier.
- Keep a person's record whole as they move between sites.
- Close attendance for payroll and invoicing on a stated date.
Find your fit
Who This Service Is For
Facility Management Firms Billing by Manpower
Link attendance to the invoice with a clean trail.
Housekeeping and Cleaning Companies
Manage large shift teams across several sites.
Security and Manpower Outsourcing Companies
Keep post-wise records where posts must always be covered.
Maintenance and Pest Control Companies
Record route-based and call-based attendance for technicians who do not stay at one place.
How it usually shows up in facility management
For a facility management firm, attendance is not only an HR record but the basis of the invoice. Each client contract is billed against manpower deployed, with deductions for absent posts, so the firm needs to show who stood each post and when. Records are kept by site supervisors in registers, apps or biometric devices, and reconciled with the client's own record at month end. Differences are common and settled by negotiation. Verification documents, uniform and ID issue, client-specific requirements and training records are kept in other places. Staff move between sites, so a person's record is spread across several supervisors.
Common challenges
Where it goes wrong in facility management
Attendance is the invoice
Any gap or dispute in attendance becomes a billing deduction.
Records are held at the site
Registers are kept by supervisors and reach head office late.
Verification records are incomplete
Documents for background and address are missing for some staff, and the client asks.
A moving person has scattered records
Transfers between sites leave partial records at each.
A better process
What a working version looks like
- 01
Capture attendance at the post
Digital attendance with the person, post, shift and time, available to payroll and billing the same day. The employee information management holds the record.
- 02
Reconcile with the client weekly
Compare your attendance with the client's record each week, so month-end disputes are small.
- 03
Keep one verification file per person
Identity, address, background and client clearances in one place, current.
- 04
Keep one record across sites
A person's history, training and uniform issue in one record, wherever they work.
What to check this week
- Compare your attendance record for one site with the client's for last week.
- Pick five staff and check whether their verification documents are complete.
- Find out how long attendance takes to reach head office.
- Check whether a transferred person's record moves with him.
- Confirm with a qualified professional the registers and records that apply to your workforce and contracts.
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 facility management
The parts of employee administration that are specific to this sector, rather than general.
Attendance and Billing Reconciliation
Attendance is the invoice.
What this coversHide
Attendance and Billing Reconciliation
Attendance is the invoice.
What this coversHide- Site attendance capture
- Biometric or app-based marking
- Supervisor verification
- Client acknowledgement where required
- Absent and replacement marking
- Overtime sanction
- Attendance cut-off
- Attendance vs deployment reconciliation
- Attendance vs invoice check
Facility HR Dashboard
Deployment and attendance across every site.
What this coversHide
Facility HR Dashboard
Deployment and attendance across every site.
What this coversHide- Headcount by site and contract
- Deployment vs contract
- Attendance and absenteeism
- Replacement turnaround
- Verification pending
- Attrition by site
- Open positions
- Uniform and ID status
- Client complaints
- Overtime cost
- Employee cost by contract
Questions on this, in facility management
It depends on the site. Connectivity, the number of people, the client's gate system and supervisor skills all matter. We may recommend more than one method, with a single set of rules for corrections and a common cut-off date.
Record the reliever against the post and shift, with the name of the person replaced and the reason. The roster, the wage and the invoice can then all show the same deployment.
Where you use self-service on the GullyHR platform or your own system, yes. For site staff without smartphones, a supervisor or coordinator can share the balance on request and the rule is written down.
Because differences found on the day can be explained from memory and records, while differences found weeks later become a negotiation. A weekly comparison keeps the month-end meeting short.
No. GullyHR does not give legal advice. We set up the administration your own rules describe. The leave entitlements and record requirements that apply to your workforce should be confirmed with a qualified professional.
The employee record stays whole, with the new site added to the deployment history. The previous supervisor's attendance remains in the record, so payroll sees all of it.
Because billing depends on it. If you cannot show who stood the post, the client can deduct, and a small gap multiplied across many posts is a large loss.
Weekly. Small differences are resolved quickly, and by month end there is little to argue about.
Identity, address, background clearance and any client-specific clearance, with dates. Which records you must keep and for how long depends on your arrangements, so confirm them with a qualified professional.
It is a start, but it is slow to total and hard to check. A digital attendance method that feeds payroll and billing removes most disputes.
Build an Attendance Record That Holds Up
If month-end billing disputes, missing reliever records or scattered employee files are costing time, start by looking at how attendance is captured at your sites.
Prefer to talk first? Call +91 80958 58589 or write to hello@gullyhr.com.
Book an Employee Administration Consultation
Tell us how attendance and records work across your sites.
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 facility management.
To run this in a system rather than on paper, see core employee management.
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.