Records and identity
Use a consistent employee reference. Reconcile active and former staff, teams, employment dates and the person authorised to correct each record.
YavaHR ✳Make Room For A Better SetupMoving HR records.
Moving HR records.
With a clearer plan.
Switching HR software starts with knowing what you have. Use this preparation checklist to organise employee records, leave balances and workflow ownership before discussing a move to YavaHR.
Use the checklist to prepare your records, then discuss transfer options and onboarding with our team.
MAKE ROOM FOR A BETTER SETUP
Move the information you understand.
A spreadsheet export can contain duplicate employees, old reporting lines and balances calculated at different dates. Start by naming the source of truth for each type of information. Make a controlled working copy and keep the original unchanged while you check it.
Separate current records from historical documents. Decide what the new system must hold, what can remain in a controlled archive and how long your organisation needs to keep it. Confirm export access and obligations with your existing provider before cancelling anything.
YOUR PREPARATION CHECKLIST
A move you can
think through.
Tick a step once you have addressed it. Your checklist stays on this page and resets when you reload.
Balances and the cut-off
Record the as-of date, leave type, opening allocation, approved use and pending requests. Have the responsible person sign off the reference totals.
Owners and exceptions
Document reviewers, payroll responsibility and restricted information. Include unusual cases in the pilot instead of testing only a tidy example.
PLAN THE NEXT STEP
A little preparation.
A clearer decision.
Inventory before exporting
List the systems, worksheets and document folders involved. Confirm who may export each source and where the working copy will be held.
Prepare a fictional sample first
Discuss columns and structure without sending employee data. Request the supported format and a secure transfer method before a real transfer.
Agree the cut-off and pilot
Choose a reference date and test a small, representative set. Reconcile counts, balances, amounts and permissions against the approved source.
Approve the handover
Assign sign-off, user guidance, exception handling and rollback ownership. Keep the old service available until the agreed checks and export needs are complete.
A few practical
questions.
Can YavaHR import my Excel files?
Share the structure of your current files so we can discuss suitable transfer options. Start with column headings or a sample layout rather than employee information.
Can you migrate records from JustLogin, Talenox or Payboy?
Start by checking the records and export options available from your current provider. We can discuss your data structure and requirements before agreeing a transfer plan.
How long will switching take?
The plan depends on your data, workflows and validation needs. Agree the scope, responsibilities and checks before setting a handover date.
Should I email employee data to get started?
Start with a description of the systems and workflows. Do not email employee files, payslips or identity documents in an initial enquiry. Agree an authorised, secure transfer process first.