Replace the Sheets and Chat Messages With One Employee Record
In many software companies the employee master is in one sheet, leave balances in another, attendance in a tool the engineers dislike, and approvals in chat. We help you design the record, the attendance and leave rules, the shift and time-zone rules and the letters, then set them up in your own system or on the GullyHR platform. The routine work of HR then stops depending on one person's memory.
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Share your requirementsThe starting point
Can You Answer a Simple Staff Question From One Place?
Hybrid and remote work make attendance a weak measure of effort, yet payroll and client billing still need it. Add several locations, entities and time zones, and each rule multiplies. Requests arrive in chat and answers depend on who is online.
We help you find one reliable version of each fact and a route to correct it.
You may be experiencing:
- HR, finance and IT each holding a different headcount for the same date.
- Attendance recorded for office staff and guessed for remote staff, with no stated definition.
- Leave requested in chat, approved by emoji and never entered in a system.
- Support and operations teams on rotating shifts across time zones, with rosters kept in separate sheets.
- Experience, salary and address letters typed by hand after a wait of several days.
- Laptop and device records in IT that do not match who is on the payroll.
- Contractors, interns and employees across entities held on different lists.
What we can help with
Our Employee Administration Services for Software Companies
Employee Record Structure
Decide what every employee record holds: identity, role, level, team, reporting line, location, entity, employment type, agreements and joining and exit dates. We name the fields only HR may change and who is told when one changes.
Attendance Definition for Hybrid and Remote Work
Write what counts as present, for office, hybrid, remote and client-site work, how it is captured, what a regularisation request needs and who approves. The definition serves payroll and client billing.
Shift and Roster Rules
For support, operations and on-call teams, set how shifts, night duty, time-zone cover and rotation are recorded, how swaps are approved and how the roster feeds attendance and payroll inputs.
Leave Types and Approval
Settle the leave types, how balances accrue and carry, who approves for each team and how cover is considered. Requests move from chat to a record the employee can see.
Location and Entity Rules
Show where rules differ by office, state or entity, such as holidays and approvers, and keep the common rules common. Each variation has an owner.
Letters and Certificates
Prepare controlled formats for appointment, promotion, experience, salary and address letters, with an approval route and a version history, so a request is met from a template and not typed afresh.
Asset Allocation and Return
Link laptops, monitors, tokens and licences to the employee record, with issue, transfer and return dates. HR and IT reconcile on a fixed cycle.
Data Clean-up and Handover
Gather the existing sheets, remove duplicates, list missing fields for you to fill and hand over a clean starting record with an owner for each section.
The deliverables
What You Receive
Depending on the agreed scope, your engagement can include:
- A defined employee record with mandatory fields and owners.
- Attendance rules for office, hybrid, remote and client-site work.
- Shift and roster rules for support and operations teams.
- Leave rules and an approval route by team.
- Entity and location variations written out.
- Letter and certificate formats with version control.
- An asset record linked to the employee and a reconciliation cycle.
- Configuration of records, approvals, reminders and self-service in your system or on GullyHR.
Step by step
How We Work
Collect What You Use Now
We gather your sheets, tools, chat approvals and letter templates, and ask which of them people treat as correct.
Decide the Record and the Rules
With HR, finance, IT and team leaders we agree the fields, the attendance definition, the leave rules and who approves what.
Clean and Structure
We organise existing data into the agreed record and list the gaps and duplicates for you to resolve.
Configure and Trial
We set up records, approvals and reminders and trial them with one or two teams, adjusting for what engineers and managers find awkward.
Hand Over and Review
We train the people who will run it and review results against the baseline we noted at the start.
The difference
Spend Less Time Reconciling and Chasing
Well-kept administration helps your company:
We do not promise outcomes. We record a baseline before work starts, covering headcount differences between HR, finance and IT, the time letters take to issue and the devices not matched to a current employee, and report against it, so you can see what changed and what did not.
- Hold a single headcount that HR, finance and IT agree on.
- Count attendance the same way for office, hybrid and remote staff.
- Record leave approvals where employees can see them.
- Run time-zone and shift rosters from one view.
- Issue letters from controlled templates, with a record of what went to whom.
- Match devices to people on a fixed cycle.
Find your fit
Who This Service Is For
Growing Software Companies on Spreadsheets
Move to a structured record without disturbing delivery.
Hybrid and Remote-first Companies
Set attendance and leave rules that suit how people actually work.
Support, BPO and Operations Teams
Bring shift, roster and regularisation rules into one routine.
Companies with Several Entities or Locations
Keep a common record with local approvers and holidays.
HR Teams of One or Two
Cut the volume of routine requests that consume the week.
How it usually shows up in information technology and software
In software companies, employee administration is commonly spread across spreadsheets, chat messages and a shared drive. The employee master sits in one sheet, leave balances in another and attendance in a tool the engineering team does not like. Remote and hybrid work makes attendance a weak measure, yet it is still needed for payroll and for client billing. Location, entity, shift and time-zone differences multiply the number of rules. Leave requests arrive in chat and are approved without being recorded. Letters such as experience, salary and address certificates are typed by hand when requested, with delays. Asset records, covering laptops, monitors and tokens, are kept by IT and seldom match what HR holds. The result is time lost reconciling and errors found only at month end.
Common challenges
Where it goes wrong in information technology and software
Several versions of the truth
Master data, leave and assets differ between HR, IT and finance.
Attendance means little
Remote staff are marked present by tools or by trust, and nobody has defined the rule.
Leave lives in chat
Approvals are given in messages and balances drift from what staff believe.
Letters are slow and handmade
Each certificate request takes someone's time and varies in wording.
A better process
What a working version looks like
- 01
Keep one employee record
A single master that finance, IT and HR read from, with named owners for each field. The employee records process sets the standard.
- 02
Define attendance for remote staff
Say what counts as a working day for different roles and how the record is made, then apply it the same way.
- 03
Move leave to a system
Requests and approvals in one place, with balances visible to employees and managers. See attendance, shift and leave.
- 04
Standardise letters
Fixed templates for the common letters with an approver and a turnaround.
- 05
Reconcile assets monthly
Compare the HR and IT asset lists and settle the differences before they build up.
What to check this week
- Compare headcount in HR, finance and IT records for this month.
- Ask how attendance is recorded for a fully remote engineer.
- Find a leave approval given in chat and see whether it was recorded.
- Time the issue of one experience letter from request to delivery.
- Match the laptop list against current employees.
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 information technology and software
The parts of employee administration that are specific to this sector, rather than general.
Exit and Knowledge Transfer
What leaves with a developer is not just the developer.
What this coversHide
Exit and Knowledge Transfer
What leaves with a developer is not just the developer.
What this coversHide- Resignation and acceptance
- Notice-period management
- Retention conversation
- Client and project transition
- Code and documentation handover
- Knowledge-transfer checklist
- Access revocation
- Asset return
- Exit interview
- Full-and-final settlement
- Relieving and experience letters
- Alumni and rehire eligibility
Questions on this, in information technology and software
At minimum identity, role and level, team and reporting line, location and entity, employment type, agreements, joining and exit dates and asset issue. We help you decide the exact list, and which fields only HR can edit.
Your company decides the definition, for example a working day confirmed by login, a timesheet or a manager's approval. We write it, define how exceptions are corrected, and keep it consistent for payroll and client billing.
Yes, where your system or the GullyHR platform is configured for self-service. We settle with you what employees can view and request, so a balance check no longer needs a message to HR.
No. We design routines around the rules you decide to apply. GullyHR does not give legal advice, so confirm the leave entitlements and records that apply to your company with a qualified professional.
Often we can design around it. We look at how data leaves the tool, decide where corrections are made, and set a process so that one version of attendance goes on to payroll.
We define the route that replaces them: a short request, an approver, a deadline and a record. Chat can still carry the conversation, but the approval itself lands in the record.
One employee record that every function reads from. Most mismatches in payroll, access and assets trace back to different copies of the same data.
Decide what the role needs, such as core hours, overlap with clients or delivery against tasks, and record that. Marking presence by login alone gives numbers without meaning.
Because a message is not a record. Balances, payroll and audits need a system entry with an approver and a date.
Yes. Templates with fields filled from the record, approved by a named person, cut turnaround and variations.
Put Your Employee Records in Order
If a simple question about a person, a roster or a laptop needs several messages, the administration needs structure before it needs more tools.
Prefer to talk first? Call +91 80958 58589 or write to hello@gullyhr.com.
Book an Administration Consultation
Tell us about your company, locations and how records are kept today.
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 information technology and software.
To run this in a system rather than on paper, see core employee management.
Other HR topics for information technology and software
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 information technology and software, or another industry.