--- title: "Employee Management System for Small Teams | LekhaHR" description: "Employee management system for small teams: one record per person, a dated trail on every field, documents, letters and role-based access." canonical: https://lekhahr.in/employee-management-software/ last_updated: 2026-09-30 --- Employee management system · 10:20 IST, a record checked # One record per person, and every change on it **signed.** LekhaHR is an employee management system for small teams. Each person's details, documents and job history sit on one record, and every field opens into who changed it, when, and who checked it. [Request an invite](https://lekhahr.in/request-invite/) Start from your spreadsheet Included in LekhaHR Operations: ₹79 per employee per month on annual billing for the first 25, no minimum; GST extra. [See every band](https://lekhahr.in/pricing/) No. 02 People in an afternoon --- because the spreadsheet you keep today is the starting point, not something to retype. ## How do you move employee records from a spreadsheet? Upload the sheet you already keep; four columns are enough to start. Meenal uploads Paiteq's employee sheet: 42 rows. The import checks every row first and shows only the ones that need a look, with the cell that needs it. ### Four columns are enough to start Name, contact, joining date and department. PAN, bank and salary can come now or later. ### Problems shown before anything saves A missing department imports with a note. A joining date in the future waits for a fix. ### Employees fill in the rest Each person confirms their own details on first sign-in, so HR doesn't type them twice. [How employees confirm their details](https://lekhahr.in/employee-self-service-software/) No. 03 Changes that wait --- Nobody approves their own change, the founder included. ## Which employee record changes need approval? The ones that move money, such as a bank account, wait for a second person; small ones, such as a phone number, save at once. On 3 Sep, Rohan changes his salary account from his phone. The old account stays in force until Meenal approves the new one, and both stay in the trail. - Mobile, personal email, emergency contact Saves at once because a wrong phone number harms nobody's pay - Bank account, PAN, UAN Waits for HR because a payroll run reads them - Legal name, date of birth, address Waits for HR because letters and statutory forms print them - Role, manager, department HR only, dated because a new manager starts from a date, and the old line stays Sample settings. You decide which fields wait. No. 04 Documents and letters --- because paper that belongs to a person should sit on that person's record. ## The documents come in. The letters go out. Both stay on the record. Employees upload their own documents from the phone, and HR verifies each one against the record. Letters are issued from templates with the person's details already filled in, then kept, dated, on their record. Joining itself runs in [employee onboarding](https://lekhahr.in/employee-onboarding-software/), with a free [appointment letter format](https://lekhahr.in/resources/appointment-letter-format/) if you issue letters by hand, and goals and reviews sit against the same person in [performance management](https://lekhahr.in/performance-management-system/). Appointment letters, at 10 or more workers Under the OSH Code (in force 21 Nov 2025), an establishment with 10 or more workers issues a letter of appointment to each employee. People who joined before the Code were due theirs by 21 Feb 2026. LekhaHR lists who still needs one and issues them in one go. Occupational Safety, Health and Working Conditions Code, 2020, s.6(1)(f) · in force 21 Nov 2025 · checked by the LekhaHR team, 30 Sep 2026 No. 05 Who sees what --- Scope is part of every grant: yourself, your team, a location or department, or the whole company. ## Who can see an employee's record, and who can see its pay? Each role sees the part its permission and scope allow: itself, its team, a location or department, or the whole company. Seeing a record and seeing its pay are separate permissions, so a manager without the pay permission is not shown pay or bank details. Here, four people open Rohan's record. - Rohan himself - Name, role, team, work email: sees it - Mobile, address, emergency contact: sees it - Leave, attendance and requests: sees it - Pay, bank and PAN: sees it - Documents: sees it - Priya, his manager - Name, role, team, work email: sees it - Mobile, address, emergency contact: sees it - Leave, attendance and requests: sees it - Pay, bank and PAN: not sent - Documents: not sent - Meenal, founder and HR - Name, role, team, work email: sees it - Mobile, address, emergency contact: sees it - Leave, attendance and requests: sees it - Pay, bank and PAN: sees it - Documents: sees it - Vikram, another team's manager - Name, role, team, work email: sees it - Mobile, address, emergency contact: not sent - Leave, attendance and requests: not sent - Pay, bank and PAN: not sent - Documents: not sent Five roles to start, and your own when you need them Employee, Manager, HR admin, Payroll admin and Owner come ready. Copy one to make your own, such as an office manager who approves leave for one location and sees nothing about pay. A role is a set of permissions, so any role can be given any module. because a five-person company rarely has an HR team, but it always has someone who shouldn't see salaries. No. 06 Reports --- because every number on a people report should open into the names behind it. ## The people reports a small team actually asks for. Headcount by department and location, joiners and leavers, probation due and documents missing. Each figure is read from the same records, so it agrees with every other screen. ### Filters that match your company By department, location, manager, employment type and status. ### Export to Excel For the accountant, the board pack or the bank. Every export uses the same numbers you see on screen. No. 07 DPDP: no consent form, a clear notice --- A consent form an employee can't really refuse helps nobody. A plain notice they can read does. ## Employee data doesn't need a consent form. It still deserves a clear notice. Under the Digital Personal Data Protection Act, 2023, processing an employee's data for employment is a legitimate use (s.7(i)), so consent is not required. Telling people what you keep and why is still good practice. The Act's main duties apply from 13 May 2027. - **The notice**: shown on first sign-in because each employee reads, in plain words, what the company keeps and why, and the record notes when they read it - **Pay**: shown only to roles that hold it because a manager without the pay permission is not shown pay or bank details - **Every change**: kept with who and when because a record you can't trace is hard to defend Digital Personal Data Protection Act, 2023, s.7(i), and the DPDP Rules, 2025 · main duties from 13 May 2027 · checked by the LekhaHR team, 30 Sep 2026 This is general information about the law, not legal advice for your company. No. 08 An honest note --- because the right tool for your team matters more than one more sign-up. ## Who the LekhaHR employee record is written for. Comparing tools? The [HRMS software list for India](https://lekhahr.in/best-hr-software-india/) shows published prices at 5, 25 and 100 people, with each plan's minimum. Written for you if ### Teams moving people data out of spreadsheets and shared drives. - Your employee list lives in a spreadsheet, and nobody can say who changed a bank account or when. - You want managers to open their team's records without seeing anyone's pay. - You'd rather employees fix their own phone number than email HR about it. Talk to us first if ### Some needs deserve a conversation before an invite. - You want to monitor employees through the day. LekhaHR records attendance punches, never activity or movement. - You need dozens of custom fields on the record from the first day. Tell us which ones before you move. No. 09 Questions --- Legal answers carry the date the law applies from. ## What small teams ask before they move their people records. ### What is an employee management system? An employee management system keeps one record for each person, with their personal and job details, documents and letters, and runs the everyday work around it: employees correcting their own details, HR checking the changes that matter, and each role seeing only its part. In LekhaHR every field keeps a dated trail of who changed it and who checked it. ### What goes on an employee record in LekhaHR? Personal details (legal name, date of birth, contact, address, emergency contact), job details (role, department, manager, work location, joining date, employment status), pay and bank details (bank account, PAN, UAN) and documents and letters. Leave, attendance and payroll all read from this one record, so a person exists once. ### Can employees update their own details? Yes. Your settings decide which fields save at once and which wait for a check. In the sample settings here, a phone number or emergency contact saves at once, while bank account, PAN, legal name, date of birth and address go to HR first. The old value stays in force until someone approves, and nobody approves their own change. ### Who can see an employee's salary and bank details? Only the employee and roles that hold the pay permission, such as HR or a payroll admin. Seeing a record and seeing its pay are separate permissions; a manager without the pay permission is not shown pay or bank details. ### Is every change to a record tracked? Yes. Every change keeps the old value, the new value, who made it and when, and the person who checked it where a check applies. A correction never overwrites: the earlier value stays readable on the trail. Open any field on the record to read its history. ### Do we need employees' consent to keep their records under the DPDP Act? Not for employment. The Digital Personal Data Protection Act, 2023 treats processing for employment purposes as a legitimate use (section 7(i)), so no consent form is needed. A clear privacy notice is still good practice. The Act's main duties apply from 13 May 2027. LekhaHR shows each employee a notice on their first sign-in and records when they read it. ### Is it worth it for a team of five? That is who it is built for. The price is per employee, with no fixed monthly minimum, so a five-person team pays for five people. Employee records are in Operations at ₹79 per employee a month for the first 25, on annual billing, before GST. Adding people takes an afternoon from your spreadsheet. No. 10 · By invitation ## Give every person one record, and every change a name. because the bill is sized to the team you have. We reply to every request by email. [Request an invite](https://lekhahr.in/request-invite/) [Read about self-service](https://lekhahr.in/employee-self-service-software/)