One connected record for every employee, with self-service on top.
Hold each person on one record: personal details, documents, ID and licence expiry dates, joining papers and exit papers. Attendance covers shifts and overtime, leave carries a balance, and staff download their own payslips and tax forms through a portal. The closed month is passed to payroll in the format it needs.
- Staff list, shifts and opening leave balances loaded before the first month closes
- Start with records and attendance, with the self-service portal to follow
- Set up and supported by the engineers who configured it
HR teams keeping records for staff across two or three branches use Employee Records and Self-Service Software, set up by GullySystem. One record holds documents, licence expiry dates, shift attendance, overtime and leave balances. Staff download payslips from a phone browser. The closed month is passed to payroll in the format it asks for.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Joining
Open the record once with name, designation, branch, shift, reporting manager, bank account and the statutory insurance and tax numbers your country uses. The joining checklist shows which documents are still outstanding.
- 2
Attendance
Office staff swipe on the machine at the gate, and supervisors mark gangs from site. Late marks, half days and overtime are applied by your rules, the same way for everybody, whatever the shift.
- 3
Leave
The employee applies with the balance visible on the first screen. The manager approves from a phone, or delegates the approval while travelling, and attendance for those days updates by itself.
- 4
Month close
Days present, overtime hours, approved leave and unpaid absences are locked after the manager signs off. The sheet goes to payroll, whether run in your own system or by your consultant, with no retyping.
- 5
Payslips
Once salary is released, each person sees the payslip on their own login, along with earlier payslips and the tax forms your accountant issues. Nobody asks HR for a copy. Nobody asks HR for a copy.
- 6
Exit
Resignation date, notice period and last working day go on the same record. Assets returned, dues pending and the handover are recorded before the file is closed, and nothing slips through.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The employee master record
Hold employee code, name as on records, designation, cadre, department, branch, shift, reporting manager, tax number, national ID, social security and insurance numbers and bank account. Contract and temporary staff sit on the same list.
Learn moreDocuments and expiry dates
Keep appointment letters, proofs, certificates and photographs on the record. Licences, medical fitness and police verification carry an expiry date with a reminder, so a lapsed permit is seen weeks before the day. Nothing lapses unseen.
Learn moreShift roster and attendance
Plan who is on which shift, with rotating night rosters and standby rotas, and compare it with who attended, by machine swipe or a supervisor marking a gang.
Learn moreOvertime, late marks and half days
Count hours past the shift by person and by day, applying your grace period and overtime rules consistently. Lateness and half days follow the same rules for the cadre. Nobody argues over a lateness mark.
Learn moreLeave balances
Manage casual, sick, earned, compensatory, maternity and paternity leave, with opening balances, accrual and carry forward set to your policy. Bereavement and sabbatical leave have their own rules.
Learn moreSelf-service portal
Let each person see leave balance, holiday list, shift roster and their own record in a phone browser. A kiosk at the gate serves staff who carry no smartphone. Nobody queues at HR.
Learn morePayslips and tax forms
Keep every payslip since joining and the tax documents your accountant releases on the employee’s login. HR issues salary certificates and experience letters from your template.
Learn moreChanges the employee requests
Let employees update address, phone, emergency contact and bank account. Every change is held for HR approval, with the old value kept beside the new one.
Learn moreJoining and onboarding checklist
Track papers, assets, logins, lanyards and induction for each joiner. A probation review date is set at joining, and the checklist stays open until the last item is ticked.
Learn moreExit and clearance
Record resignation date, notice period, last working day, handover, assets returned and dues pending, with each department clearing its part. The final settlement draws on the same record. Nothing is forgotten.
Learn moreWho sees what
Give managers their own teams without pay details, and keep salary and identity documents with HR, accounts and the owner. Every view is logged, and delegation to a proxy is time limited.
Learn moreThe month, ready for payroll
Export days present, overtime, unpaid absence and leave per person in the format your payroll software or consultant asks for. The export is locked once the manager signs off the month.
Learn moreThe business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Employee Database
HR keeps one master record per person, holding code, designation, branch, shift, reporting manager, statutory numbers and bank account, with contract staff on the same list.
- HR Document Management
Appointment letters, proofs and certificates sit on the employee record, while licences, medical fitness and police verification carry an expiry date and a reminder.
- Attendance & Time Tracking
Supervisors plan who works which shift and compare the roster against machine punches or gang attendance marked from site.
- Leave & Holiday Management
Casual, sick, earned and compensatory balances start from opening figures, accrue and carry forward according to the company’s leave policy.
- Employee Self-Service (ESS)
Staff open leave balance, holiday list, shift roster and their own record in a phone browser, without going to the HR desk.
- Exit & Offboarding
HR records resignation date, notice period, last working day and handover, and each department clears its own part, including assets and pending dues.
- Roles and Permissions
Managers see their own teams without pay details, while salary and identity documents stay with HR, accounts and the owner, and every view is logged.
- Payroll Management
The month’s days present, overtime, unpaid absence and leave are exported per person in whatever format the payroll software or consultant asks for.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Tools it connects to.
Each connection is scoped for your own account, one data flow at a time.
Topics beyond the modules.
Each page covers one part of how the system is used, connected or controlled.
Views by Role in Employee Records Software
HR executives, reporting managers, employees and owners each work from their own view, and none of them sees more of a colleague’s record than their own task needs.
Learn moreIntegrations for Employee Records and Self-Service
The product connects to biometric attendance machines, payroll formats, WhatsApp, SMS, email, and Excel and CSV files, so the records already held are loaded once and not retyped.
Learn moreReports for HR Managers and Business Owners
These reports cover headcount, monthly attendance, overtime, leave balances, expiring documents, joiners and leavers, and portal logins, drawn from the records HR already keeps.
Learn moreOne system, each person sees their part.
For HR executives
Add joiners, follow up on missing documents, correct attendance and close the month. Chase a probation review that is overdue, and see which expiry dates fall next.
For reporting managers
Approve leave from a phone and see who on your team is on which shift this week. Hand the approval to a delegate when you travel.
For employees
Check a balance, apply for leave, update a phone number and download a payslip without approaching HR, from a handset or the gate kiosk.
For owners
See headcount by branch, attrition, rising overtime and licences about to expire. Salary details stay visible only to the people you name. Nobody else sees pay.
The numbers the owner asks for.
- Headcount by branch, department and employment type, on a date you pick
- Monthly attendance sheet: days present, leave, unpaid absence and overtime per person
- Overtime hours by shift, supervisor and month
- Leave balance statement for every person, per leave type
- Documents and licences expiring in the next sixty days
- Joiners and leavers for the quarter, with reasons for leaving
- Who has logged in to the portal, and who never has
Who this is built for.
- Firms where one HR executive keeps records for staff across two or three branches
- Security agencies, hospitals and factories running shifts through the night
- Businesses whose people carry licences, registrations or verifications that expire
- Companies with contract labour and agency staff on the same premises as their own
- Owners who want attendance and leave settled before payroll is run, not during it
- HR consultancies keeping client staff records out of half a dozen spreadsheets
When it is not the right choice.
- It is not a payroll engine on its own. It prepares the month and holds the payslips your payroll produces; the salary calculation runs in payroll software or with your consultant.
- It will not make you compliant with statutory contribution rules. It stores the insurance and contribution numbers and the attendance behind the month. Filing, and any notice that comes back, stay with your consultant.
- Ten people in one office on fixed salaries do not need this. A register and a folder are cheaper. Nobody has to log in.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- Biometric attendance machines
- Payroll software and your consultant’s formats
- SMS
- Excel and CSV
Questions owners ask before a demo.
Is it an employee database or a payroll system?
It is the database, with self-service on top. Records, documents, attendance, shifts, overtime and leave live here, and the closed month is handed to payroll. The salary calculation runs in payroll software or with your consultant.
Can staff download payslips and tax forms?
Yes, once payroll has released them. Each person sees every payslip since joining and the tax documents your accountant issues. Salary certificates and experience letters are issued by HR from your template.
Does it handle night shifts and overtime?
Yes. Shifts are rostered, the swipe or the supervisor’s marking is compared with the roster, and hours past the shift are counted by your rules. Whether those hours are paid single or double is a payroll rate.
How does the month reach payroll or our accountant?
As an export in the format asked for, with days present, leave, unpaid absence and overtime per person. Posting the monthly salary journal straight into your books is scoped at set-up.
Can our staff database be moved from Excel?
Yes, and most set-ups start there. The sheet is cleaned, duplicates are merged, and joining dates and leave balances are checked with you before loading.
Does it make us compliant with statutory contribution rules?
No. It holds the insurance and contribution numbers and the attendance the returns are built from. What is filed, and any notice that follows, is between you and your consultant.
Does the portal work on a low-cost phone?
Yes. It is a browser page saved to the home screen rather than an app to install. Supervisors can apply for leave on behalf of staff, and the record names who approved the request.
Who owns the employee data, and who can see salary?
You own it and can export it on request. Access is by role: managers see their teams without pay, HR and accounts see more, and every view is logged with the name and time.
What does it cost?
No price is published. It depends on headcount, branches and which parts you switch on. You see it running with your own shift pattern first, and the quote follows in writing.
Is this overkill for twelve staff in one office?
Probably, for now. Twelve people on fixed salaries can be managed in a sheet. The case changes with a second branch, a night shift or contract labour on the same premises.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
Related products.
See Employee Records and Self-Service Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
- No obligation
- A reply within one business day
- Your details stay private
Start with your requirements
Seven short steps that tell us what you need. An engineer reads them before getting in touch.
Share your requirements