Keep One Employee Record the Whole System Works From
Core employee management is the GullyHR module that holds one record per employee, covering personal, statutory, salary, reporting and document details, alongside your organisation structure, departments, locations, designations and reporting hierarchy. Access to each part of the record is set by role, so an employee sees their own, a manager sees their team, and salary is not open to everyone with a login.
Core Employee Management in brief
Core employee management is the GullyHR module that holds one record per employee, covering personal, statutory, salary, reporting and document details, alongside your organisation structure, departments, locations, designations and reporting hierarchy. Access to each part of that record is set by role, so an employee sees their own, a manager sees their team, and salary is not open to everyone with a login.
- GullyHR is an HR consulting, HR services, training and software company based in Bengaluru, working with Indian startups and small and medium businesses.
- This is the base module of the platform. Attendance, leave, payroll inputs, performance and exits all read the employee record and reporting line held here.
- It replaces employee data spread across spreadsheets, joining-form folders and payroll files with one record per person.
- Structure, departments, locations, designations and reporting lines are configured to your company, including group or multi-entity structures.
- Who may view or change each part of an employee record is decided by you and configured by role, not left open to whoever has the file.
The starting point
Where Is the Single Source of Truth About Your People?
Employee data spreads across payroll sheets, joining folders and shared drives. Nobody decided that; it accumulated. The result is records that disagree, reporting lines that are out of date and salary visible to anyone who can open the file.
We configure one record and one structure, with access decided rather than accidental.
You may be experiencing:
- Three files holding the same employee's bank details, at least two of them out of date.
- A new manager inheriting a team and having to ask around to find out who actually reports to them.
- Offer letters, identity proofs and certificates spread across mail attachments, a shared drive and a physical file.
- A promotion months ago with the reporting line on record still showing the old manager.
- Anyone who can open the employee spreadsheet being able to read everybody's salary.
- A new branch opening with nowhere defined in the records for its people to sit.
- An audit or investor asking for employee documentation, and a reply that takes days to assemble.
- A headcount figure that changes depending on whether you ask HR, finance or the person who issues ID cards.
- The same department or location written three different ways, so any report cut by either is wrong.
- A new HR administrator inheriting spreadsheets with no explanation of which column is current.
- A manager unable to confirm who is on their team without asking HR.
What we can help with
What the Module Does
One Record per Employee
Personal details, statutory identifiers, salary structure, reporting line and documents in a single record, instead of an entry in several files.
Organisation Structure
The structure your business runs on, including a group or multi-branch arrangement, configured as it actually stands.
Departments and Locations
Departments and work sites set up once and selected from, rather than typed as free text, which is what makes reporting by either reliable.
Designations
A designation list configured to your titles or grades, so designations follow your structure rather than whoever typed them.
Reporting Hierarchy
Each employee's reporting manager held in the record, so every approval elsewhere in the system routes up the line people actually work to.
Documents
Identity proof, offer and appointment letters, certificates and other paperwork stored against the employee they belong to.
Role-Based Access
Access to salary and personal data defined during configuration: an employee sees their own, a manager their team, and salary only the roles you nominate.
Headcount and Structure Reports
Counts by department, location, designation and status read from the same records, so headcount is read rather than counted.
The scope
What the Module Covers
Each item below is something a person does with the employee record. This is the base module, so attendance, leave, payroll inputs, performance and exits all read what is held here.
One Record per Employee
Update an address or a bank account once, in one place, instead of in three files.
Personal and Statutory Details
Hold personal details and statutory identifiers together, so a missing identifier is seen on the record instead of discovered later.
Salary Structure
Keep the salary structure on the record, with access limited to the roles you nominate.
Group or Multi-Entity Structure
Set up the structure your business runs on, including a group or multi-brand arrangement, so each employee sits under the right entity.
Departments and Locations
Set departments and work sites up once and select them from a list, so the same location does not appear under three spellings.
Designations
Configure a designation list to your titles or grades and apply it consistently, so a designation-based report or letter means the same thing each time.
Reporting Hierarchy
Record each employee's reporting manager, so leave, regularisation, appraisal and exit approvals follow the line people actually work to.
Employee Documents
Store identity proof, offer and appointment letters, certificates and other paperwork against the employee they belong to.
Role-Based Access
Decide who may view or change each part of a record: an employee sees their own, a manager sees what their role needs of their team, and sensitive fields go only to nominated roles.
Headcount by Department, Location, Designation and Status
Read counts from the records instead of counting rows and hoping nobody was missed.
Migration and Verification
Load your existing data against the configured structure, have it checked against your source files and receive a list of gaps and discrepancies to close.
Working together
Ways to Work With Us
Demonstration and Scoping
A walkthrough against your current structure and data, then an agreed scope for fields, structure, access and migration.
Configuration and Migration
Structure and access configured, existing data migrated and verified, and the module live for your administrators.
Ongoing Support
Continued support for structure changes such as a new site, department or grade as the business grows.
This is the record the other modules read from, so it is usually where an implementation starts. Attendance, payroll inputs and performance all depend on it being right.
The deliverables
What You Receive
Depending on the scope, you receive:
- A configured employee database matching your organisation structure, departments, locations and designations.
- Migrated employee records, verified against your existing data before go-live.
- A configured reporting hierarchy that attendance, leave, performance and exit approvals run on.
- Role-based access rules for owner, HR administrator, manager and employee users.
- Employee documents loaded against individual employee records.
- A record of data gaps and discrepancies found during migration, for you to close.
- An HR administrator training session covering record maintenance and change processing.
- Reference documentation for maintaining the employee database going forward.
- A list of which employee fields you use and which roles may view or edit each, recorded as a decision.
- A reviewed sample of migrated records, confirmed by you before the data goes into use.
- A configured structure for any group or multi-entity arrangement you run.
Step by step
From Your Files to One Record
Confirm the Structure
We configure departments, locations, designations and reporting lines as agreed, and you confirm that the structure matches how the business actually runs.
Decide Access
We set out the role-based access options and configure the rules you choose. Who may see or edit salary and personal data is your decision, made on record.
Specify and Load the Data
We specify the fields and format required, flag what is missing or inconsistent in what you supply, and load the data.
Verify Against Source
The loaded data is checked against your source records. You review a sample, and the discrepancies found are listed for you to close before go-live.
Train and Keep It Current
Administrators are trained on record maintenance and change processing, and we remain available for configuration changes such as a new location or designation. Where set-up support is included in your engagement, we also confirm the reporting line for each employee with you, because other modules route approvals along it.
The difference
What One Record Gives You
A single employee record helps you:
We do not promise outcomes. We record a baseline before work starts, covering how many sources currently hold employee data and how many records disagree, and report against it, so you can see what changed and what did not.
- Give employee information one home, so a manager or administrator checks one place rather than three.
- Keep the reporting hierarchy in the system matching who actually manages whom, so approvals elsewhere route correctly.
- Attach documents to the person they belong to instead of scattering them across drives and inboxes.
- Show salary and personal details only to the roles you nominated.
- Read headcount by department, location or designation rather than count it.
- Configure a new department, location or designation once and have it available everywhere.
- Spot a missing statutory identifier, a duplicate record or a stale reporting line on a list, before the data becomes the basis for approvals.
- Update an employee's address, bank account or manager once and see it everywhere that reads the record.
- Start a new branch with a defined place in the structure for its people.
- Hand a new HR administrator one record to work from instead of a set of spreadsheets.
Find your fit
Who the Module Is For
Companies Without an Agreed Master
Businesses holding employee data in spreadsheets, joining-form folders or both.
Multi-Location or Multi-Entity Businesses
Companies where the same structure has been recorded differently at each site.
Companies With a New HR Administrator
Businesses that need something structured for that person to work from.
Businesses Facing an Audit
Companies facing a funding round, customer audit or inspection where employee records will be looked at.
Fast-Growing Companies
Businesses adding designations, departments and locations faster than a spreadsheet can stay honest.
Companies About to Configure Other Modules
Businesses planning attendance, payroll inputs or performance, which all depend on this record being right.
Growing Companies With a Group Structure
Owners running more than one entity or brand under common ownership who need each entity's employees to sit in the right place.
Managers Who Inherit Teams
Businesses where a manager taking over a team has to ask around to learn who reports to them.
Good to know
How It Fits Your Workflow
Day to day, by role
- Employees see their own record.
- Managers see the team information their role needs.
- HR administrators maintain records, process joiners, movements and changes, and keep the reporting hierarchy current.
- Owners read headcount by department, location, designation and status.
When something changes
- A change of manager updates the reporting line, and approvals elsewhere in the system follow it.
- A new site, department or designation is configured once and is then available everywhere it is needed.
- A joiner or a movement is processed by HR on the record, and the other modules read it.
The record is the place a change is made once.
Good to know
What You Can Track
Headcount and structure reports
- Counts by department.
- Counts by location.
- Counts by designation.
- Counts by employment status.
Data quality
Migration produces a record of data gaps and discrepancies for you to close, such as missing statutory identifiers, duplicate records and stale reporting lines. We record a baseline before work starts covering how many sources currently hold employee data and how many records disagree, and report against it.
Good to know
What It Is and Is Not
What it is
- The base module of the GullyHR platform, holding one record per employee and your organisation structure.
- The source of the reporting hierarchy that approvals in other modules follow.
- A configured structure and access model, plus migration of your existing data.
What it is not
- It cannot tell you your structure is wrong. It holds the structure faithfully, which is why we spend time on mapping it first.
- It does not remove the need to retain originals of signed documents and statutory filings where those are required. Please confirm that position with a qualified professional.
- It is not a live link to other systems by default. A connection to a system outside GullyHR is assessed and scoped on its own, and where a one-time migration is the honest answer, we say so.
- It does not process pay. The software is separate from consulting and services.
Good to know
Getting Started
What you bring
- Current employee data from spreadsheets, joining-form folders or an existing system.
- The organisation chart as it really is rather than as it was drawn, with departments, locations and designations.
- Each employee's reporting manager, including any change you intend alongside implementation.
- The access rules you want applied by role, including who may see salary and statutory identifiers.
- Employee documents you want held against the record.
What we do with it
We specify the fields and format, flag what is missing or inconsistent, load the data and check it against your source records. Where implementation support is included in your engagement, that covers configuration, administrator training and a review after go-live.
Good to know
Access and Data
Who sees what
Access is role-based and defined during configuration. An employee sees their own record, a manager sees what their role needs of their team, and salary and statutory details go only to the roles you nominate. Who may see or edit them is your decision, made on record.
Documents and migrated data
Which documents you load, and who can see them, is configured to your rules. Migrated records are checked against your source data, and you review a sample before the data is relied on.
Good to know
Frequently asked questions
One record per employee covering personal, statutory, salary, reporting and document details, alongside your organisation structure, departments, locations, designations and reporting hierarchy. Access to each part is set by role.
In most cases yes, or at least at the same time. Attendance, leave, payroll inputs and performance all point at the employee record and the reporting line, so configuring them without it means entering the same details twice.
Yes. We specify the fields and format, load your data and check it against source records before go-live. Gaps and discrepancies found are listed for you to close, and you review a sample of the migrated records.
It is normal, and it does not stop the work. Migration is where inconsistencies are found, such as duplicate entries and missing dates, and the list of what to correct is itself useful. We do not load data silently and hope.
Only the roles you decide during configuration. An employee sees their own record, a manager sees their team, and salary is visible to the roles you nominate rather than to anyone holding a login.
The reporting line is updated in the record, and approvals elsewhere in the system follow it, so a change takes effect everywhere at once. The point of holding it centrally is that nobody has to remember to update leave approval separately.
Yes. A new site, department or designation is configured once and then available everywhere it is needed. Ongoing support covers structure changes as the business grows.
Yes. Identity proof, offer and appointment letters, certificates and other paperwork are held against the employee they belong to. Which documents you load, and who can see them, is configured to your rules.
After a demonstration against your current structure and data. The proposal states the fields, structure, access rules and migration included, and is agreed in writing before configuration starts.
No. It removes the need to hunt through scattered copies by holding documents against each employee record, but originals of signed documents and statutory filings may still need to be retained separately. Please confirm that with a qualified professional.
Employees and managers use the module on whatever device they log in from, so checking a team's reporting structure or updating a personal detail does not require a desk.
Yes. Group or multi-entity structures are configured so each entity's employees sit under the right one, while reporting can still be read across the group where you want it.
Inside GullyHR, other modules read this record directly. A connection to a system outside GullyHR is assessed and scoped on its own rather than assumed, and we tell you plainly where a one-time migration is the honest answer.
Your current employee data, the organisation chart as it really is, each employee's reporting manager and the access rules you want by role. We specify the fields and format and flag what is missing.
Your HR administrators own day-to-day updates, such as joiners, movements and changes, once trained. We remain available for configuration changes such as a new location or designation.
Yes. We agree which employee fields you genuinely use and who, by role, may view or edit each of them, including salary and statutory identifiers.
Give Every Question About a Person One Answer
Configure the record, the structure and the access rules once, then let every other module read from them.
Prefer to talk first? Call +91 80958 58589 or write to hello@gullyhr.com.
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