Employee management system · 10:20 IST, a record checked
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.
Included in LekhaHR Operations: ₹79 per employee per month on annual billing for the first 25, no minimum; GST extra. See every band
Rohan Das
Customer Success Associate · reports to Priya Menon
Tue 29 Sep 2026 · 10:20 IST
About
Seen by Rohan, Priya (his manager) and HR
Job
Seen by Rohan, Priya and HR
Pay and bank
Seen by Rohan and HR only
Documents
Seen by Rohan and HR only
Design preview · sample data · Paiteq Technologies
No. 02
People in an afternoon
because the spreadsheet you keep today is the starting point, not something to retype.
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.
Name, contact, joining date and department. PAN, bank and salary can come now or later.
A missing department imports with a note. A joining date in the future waits for a fix.
Each person confirms their own details on first sign-in, so HR doesn't type them twice.
Add your people
Upload a sheetPaste a listAdd one by one
paiteq-employees.xlsx 48 KB · 42 rows
Ready to import
39Import with a note
2Missing departmentFix before import
1Joining date in the future| Row | Name | Joined | Department |
|---|---|---|---|
| 7 | Asha Rao | 12 Jan 2021 | Engineering |
| 12 | Rohan Das | 4 Aug 2025 | Customer Success |
| 18 | Suresh Kumar | 3 Oct 2021 | Missing |
| 31 | Ishaan VermaJoins 1 Oct 2026 | 1 Oct 2026 | Engineering |
Save and finish laterImport 41 people
No. 03
Changes that wait
Nobody approves their own change, the founder included.
On 3 Sep, Rohan changes his salary account from his phone. The old account stays on the record until Meenal approves the new one, and both stay in the trail.
the account on the record since he joined
Rohan's own request, with a cancelled cheque attached
a bank account is a checked field in these settings
Design preview · sample data
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.
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.
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
PAN card · Rohan Das
came in today, 10:12
Address proof · Asha Rao
asked 29 Sep, 11:02, for her address change
Salary certificate for a home loan · Asha Rao
requested 28 Sep · due Thu 1 Oct
Appointment letter · Ishaan Verma
joins Thu 1 Oct · issue before he joins
Design preview · sample data
No. 05
Who sees what
Scope is part of every grant: yourself, your team, a location or department, or the whole company.
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
Priya, his manager
Meenal, founder and HR
Vikram, another team's manager
Design preview · sample data · sample roles
Meenal Joshi gave you access on 14 Sep 2026
You're a manager at Paiteq
Scope: your team · Customer Success
You can
Only HR can
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.
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.
By department, location, manager, employment type and status.
For the accountant, the board pack or the bank. Every export uses the same numbers you see on screen.
Headcount
42everyone on the recordJoining Thu 1 Oct
1Ishaan VermaDocuments and letters
3open with HRPeople by department
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.
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.
because each employee reads, in plain words, what the company keeps and why, and the record notes when they read it
because a manager without the pay permission is not shown pay or bank details
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.
Written for you if
Talk to us first if
No. 09
Questions
Legal answers carry the date the law applies from.
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.
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.
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.
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.
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.
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.
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
because the bill is sized to the team you have. We reply to every request by email.