Zoho People & Saudi Payroll Based on Zoho Creator – Case Study for Al Hoshan Group

Zoho People & Saudi Payroll Based on Zoho Creator – Case Study for Al Hoshan Group

Established in 1964 as Al-Hoshan Company, Al Hoshan Group has grown into one of the leading integrated workplace solutions providers in the Kingdom of Saudi Arabia. Over the past 40+ years, the group has expanded its expertise in workplace interior branding, office equipment and automation, maintenance, operations, integrated audiovisual communications, furniture, and office stationery.

The Zoho People & Saudi Payroll System, built on Zoho Creator, provides a comprehensive HR and payroll management solution tailored for the diverse companies under Al Hoshan Group. With over 1000 employees spread across multiple entities—Arabian Furnitures, Office Supplies, Gulf System, Gulf Care Company, Advanced Company, H2O Concepts, Aviation, and more—the system addresses the unique challenges of each entity while ensuring compliance with Saudi labor laws.

This solution integrates Zoho People for employee management, automates payroll processing, and offers modules for attendance tracking, leave management, employee onboarding, and regulatory compliance, ensuring streamlined operations across the entire group.

 

In this case study we will be talking about Manpower Management System with Books integration

 

About System

The Manpower Management System streamlines HR and administrative tasks, including attendance, payroll, asset management, CRM, and procurement, ensuring compliance with Saudi Labor Law and enhancing overall efficiency and productivity

Overview

• Comprehensive HR & Payroll Solution for Gulf System Group.
• Employee Master Management for over 1000 employees.
• Payroll Automation aligned with Saudi Labor Law, GOSI, and regulatory requirements.
• Attendance Tracking linked to payroll for accurate calculations.
• Employee Onboarding & Offboarding for Gulf System’s diverse group of companies.
• Custom Reports for HR and payroll performance insights.
• Leave Management & Asset Tracking for resource optimization.

Executive Summary

The Zoho People & Saudi Payroll System for Gulf System Group, developed by Hallek Information Technology, provides a unified platform to manage HR and payroll functions across multiple companies. Each company within the group—Arabian Furnitures, Hoshan Group, Gulf Care Company, Advanced Company, H2O Concepts, and more—benefits from a customized system that ensures compliance with labor laws, GOSI, and other regulations.

With modules for payroll automation, attendance, leave management, and onboarding, the solution optimizes HR processes, eliminates manual errors, and enhances operational efficiency across all companies. The seamless integration with Zoho People allows Gulf System Group to manage over 1000 employees, ensuring timely payroll disbursements and real-time compliance checks.

Problem statement and key Challenges

Managing HR and payroll for a large, multi-company group like Gulf System presents several challenges:

1. Manual Payroll Processing: Handling payroll for over 1000 employees across different companies, with varying regulations and workflows, was error-prone and inefficient.
2. Compliance with Saudi Labor Laws: The need for accurate adherence to GOSI and local labor laws created a compliance burden, especially with frequent regulatory updates.
3. Fragmented HR Systems: Each company within the group had its own systems for tracking employee attendance, leave, and payroll, causing data fragmentation.
4. Onboarding & Offboarding Delays: New hires and departures were processed slowly due to the manual nature of Gulf System’s previous workflows.
5. Data Security: Handling sensitive employee information across multiple entities raised concerns about data breaches and the need for robust security measures.

Evaluation of the problem

1. Inefficient Payroll: Manual payroll processing across several companies led to inconsistencies, delays in salary disbursement, and discrepancies in reporting.
2. Regulatory Compliance Pressure: Keeping up with changing Saudi labor laws and ensuring compliance for each company’s payroll system required continuous manual monitoring, risking non-compliance.
3. Data Fragmentation: The use of different systems for managing attendance and leave created silos, hindering accurate payroll calculations.
4. Slow Onboarding & Offboarding: The lack of automation delayed employee management, causing inefficiencies in HR processes.
5. Data Security Concerns: Without a centralized system, managing employee data securely across different companies was a challenge.

Proposed solution

To address these challenges, Hallek Information Technology proposed a customized Zoho People & Saudi Payroll System for Gulf System Group. The solution includes:

1. Unified Payroll System: A centralized payroll system on Zoho Creator that handles salary calculations, overtime, and deductions, ensuring accuracy and compliance across all companies.
2. Compliance Management: Automatic updates and alerts related to Saudi labor laws and GOSI compliance, reducing the risk of non-compliance.
3. Integrated Attendance & Leave Management: Attendance data from all companies is integrated into the payroll system, ensuring accurate salary disbursements.
4. Onboarding & Offboarding Automation: Streamlined workflows for onboarding new employees and processing offboarding, reducing HR delays.
5. Enhanced Data Security: Zoho’s security features—encryption, access control, and security audits—ensure that employee information is safeguarded across all entities.

Custom Reporting Tools: Advanced reports on payroll, attendance, and compliance provide Gulf System Group with actionable insights, enabling informed decision-making.

Implementation

• Duration of Implementation: The project was completed within six weeks.
• Bottlenecks:
  • Complex Integration: Integrating payroll systems for multiple companies with unique requirements required advanced customization and collaboration with Zoho’s technical team.
  • Compliance with Different Regulatory Needs: Each company had to be set up individually to meet its specific labor law compliance needs.
• Additional Services Provided:
  • Data Migration: All employee data from legacy systems across Gulf System’s companies was migrated smoothly.
  • Custom Interfaces: Each company received a customized interface for payroll management to suit their unique workflows.
• Overall Approach:
  • Collaborative Implementation: Close cooperation between Hallek and Gulf System’s HR teams ensured smooth execution and timely delivery.

Result

Post-implementation, Gulf System Group experienced several benefits:

1. Centralized Payroll Processing: Payroll across all companies is now automated, reducing errors and saving time in salary disbursement.
2. Regulatory Compliance: With built-in compliance features, Gulf System ensures accurate reporting to GOSI and compliance with Saudi labor regulations.
3. Improved HR Efficiency: Attendance, leave management, and onboarding processes are now streamlined, allowing for more efficient employee management.
4. Enhanced Security: The system provides enhanced data protection with Zoho’s robust security protocols.
5. Data-Driven Insights: Custom reports allow HR teams to analyze payroll and workforce performance, helping in strategic decision-making.
6. Increased User Adoption: With user-friendly interfaces and training provided by Hallek, Gulf System’s HR staff adopted the new system quickly and efficiently.

About Hallek Information Technology

Hallek Information Technology is a leading provider of business solutions and IT services in Saudi Arabia. Specializing in Zoho Solutions, Hallek delivers customized ERP, payroll, and HR systems designed to meet the unique challenges of businesses across the Gulf region. With extensive experience in developing scalable and secure solutions, Hallek helps organizations improve efficiency, compliance, and operational performance.