Bringing HR, payroll and hiring into one system

A look at how Grocito approaches modernising HR, payroll and recruitment for a growing company: the usual challenge, our approach and what to expect.

Challenge

In a growing company, HR often runs on spreadsheets, shared drives and email threads. Attendance is collected one way, leave requests another, and payslips are produced by hand each month. Hiring adds a second set of tools: job posts on several boards, applications in an inbox, and interview notes wherever someone typed them. The HR team spends its time chasing information instead of supporting people, and managers cannot easily see who is available or where a candidate stands.

Our approach

We begin by listing every HR process the company actually runs, who is involved and where the information lives today. That list, not a feature catalogue, decides what gets built first.

• Employee records. A single directory with profiles and documents, with role-based access so each person sees only what they should.
• Attendance and shifts. One way to record attendance and shift patterns, feeding leave balances and payroll inputs.
• Leave policies and approvals. Policies configured once, requests routed to the right manager, balances visible to employees.
• Payroll and payslips. Payroll inputs prepared from attendance and leave, with payslips available to employees. Payroll rules differ by country and state, so rules are agreed with the company's finance or payroll advisers and not assumed.
• Performance reviews. A simple review cycle with templates, so feedback is recorded in one place.
• Recruitment. A branded careers page, job posting, an applicant pipeline, resume search, interview scheduling and a hand-off from accepted offers into onboarding.
• Migration and rollout. Import of existing employee data, a trial with a small group, training for HR and managers, then a monitored launch.

Solution

The result combines our Human Resource Management (HRM) System with our Career & Recruitment Portal, configured to the company's policies and connected so that an accepted candidate becomes an employee record without retyping. Employees get self-service for leave and payslips, managers get approval queues and team calendars, and HR gets a clear view of headcount, leave and open roles. Where the company needs something specific, such as an integration with its accounting software, we add it through API solutions.

What to expect

A project like this typically aims to cut repetitive HR admin, make leave and attendance transparent and give hiring a consistent process. It tends to help most when the company agrees its policies before configuration, because software enforces rules but cannot settle disagreements about them. Results depend on data quality at the start, how well managers adopt the approval flow and the payroll rules that apply.

Technology

• Next.js and React for the web application
• Node.js and TypeScript for the backend and APIs
• PostgreSQL for data storage
• Gmail and Google Calendar for notifications and interview scheduling
• Google Meet or Zoom links for remote interviews
• Cloudflare and AWS for hosting and delivery
• QuickBooks, Xero or similar accounting tools through integrations where needed