Managing HR and payroll manually across spreadsheets, emails, and paper forms creates delays, errors, and compliance risks. This system was built to bring everything into one place — automated, accurate, and running on its own.
The HR & Payroll Management System is a fully automated Google Sheets solution built for TechForward Solutions Ltd., a technology company managing 20 employees across 7 departments including Engineering, Finance, IT, Sales, Operations, Marketing, and HR.
What makes this a true automation system — not just a spreadsheet — is the Google Apps Script layer running behind it. Every repetitive HR task is handled by code.
Key Features
📊 Live HR Dashboard
A single-screen command center that updates automatically every time the sheet is opened. Shows total headcount, full-time vs part-time split, monthly gross payroll, average salary, pending leave requests, and real-time HR alerts — all calculated from live data.
💰 One-Click Payroll Processing
A single button calculates the complete monthly payroll for all employees automatically. The system reads basic salaries, pulls overtime hours from attendance data, applies housing and transport allowances, deducts income tax and social security, and writes the full breakdown for every employee — in seconds.
📧 Automated Payslip Delivery
After payroll is processed, one click emails a professionally designed HTML payslip to every employee via Gmail. Each payslip is personalized with the employee’s name, ID, department, earnings breakdown, deductions, and net pay. A copy is CC’d to HR automatically.
📅 Attendance Tracking
The daily attendance register covers every working day of the month. A single button marks all employees as Present at the start of the day. HR then updates only the exceptions — absent, sick, or on leave. Monthly totals and attendance percentage are calculated automatically.
🏖️ Leave Management & Approval Workflow
Employees submit leave requests which appear in the Leave Tracker with Pending status. HR clicks Approve or Reject on any row — the system immediately updates the status, deducts the balance if approved, and sends an automated email notification to the employee.
📈 Performance Reviews
Annual performance scores across four KPIs — Technical Skills, Communication, Teamwork, and Delivery — are tracked per employee. The system calculates overall scores, assigns ratings (Outstanding, Excellent, Good, Satisfactory), and recommends salary increment percentages automatically.
🧾 Auto-Generated Payslips
A dedicated payslip template sheet generates a professional, print-ready payslip layout from live payroll data. Payslips can be exported as PDF to Google Drive with one click and emailed directly to HR.
⏰ Scheduled Automation
The system runs automatically on a time-based schedule — dashboard refreshes daily at 9AM, weekly attendance summaries email to HR every Monday, leave approval reminders fire daily for any pending requests, and payroll processing reminders trigger at end of month.
➕ Employee Onboarding
A popup form lets HR add new employees directly from the sheet. On submission, the system saves the record, calculates years of service, sets default leave balance, and sends a personalized welcome email to the new joiner automatically.
Results Delivered
Before this system, monthly payroll processing took nearly a full day of manual calculations across multiple spreadsheets. After implementation, payroll runs in under 3 minutes, payslips reach all employees within minutes of processing, and HR no longer manually tracks leave balances or sends reminder emails.
This system is built entirely within Google Workspace — no third-party software, no subscriptions, no additional cost beyond what the business already pays for Google.