Employee Data and Leave: Getting HR Out of Spreadsheets
HR in a growing company usually keeps three different spreadsheets whose contents contradict each other.
Start with master data
One employee list everyone refers to: name, start date, position, manager, location, employment status. Every other system points at this list. Without it, even the headcount differs between departments.
Leave gives the fastest relief
Leave requests over chat are hard to track and easy to lose. A simple flow is enough: request, manager approval, automatic balance deduction, visible team calendar. Decide early:
- Leave types and balances.
- Who approves when the manager is away.
- How remaining leave is treated at year end.
- Who may see whose calendar.
Be careful with sensitive data
Employee records contain personal information. Limit access by role, log who opens it, and do not circulate spreadsheet exports over chat. See the PDP law and customer data for the same principles.
The link to payroll
An HR system holds attendance and leave data, while salary and tax calculation often sits in another system or with a service provider. Define the boundary: what data is sent, in what format, and when. Do not assume everything is automatic.
When needs are unusual
HR processes in the field, a factory or on projects are often non-standard. Supporting apps can be built with Zoho Creator, connected to the same master data.