A custom HR management system your whole company actually uses.
Employee records, leave, attendance, payroll computed to your country's statutory rules, recruitment, and a self-service portal for staff. One system, shaped to your policies, owned entirely by you.
Running HR on spreadsheets breaks at scale
Somewhere between 15 and 50 employees, the spreadsheet-and-email stack stops being scrappy and starts costing real money. Sound familiar?
One system, from hiring to offboarding
Everything on this page comes from a real HR system we've built and shipped. We keep client systems confidential, so we show illustrations instead of screenshots, but every feature described here is real and in use today.
One verified record per person
Every employee gets a single profile: personal details, pay history, leave balances, attendance, documents, assigned equipment, and training. Edit a record and every downstream view, from the org chart to payroll, updates instantly.
- Sortable, filterable directory across branches and departments
- Employee documents with a verification workflow and expiry tracking
- Equipment register: offboarding returns assets to the pool automatically
- A live org chart generated from reporting lines, never out of date
Payroll computed to your country's actual rules
Not a generic international approximation: we build the payroll engine to your jurisdiction's real tax bands, statutory contributions, reliefs, and deadlines. Runs move through a draft, approved, and paid workflow with a lock at each gate, so figures can't quietly change after sign-off.
- Progressive tax, pension, and health contributions with correct ordering and caps
- Commission and variable pay taxed properly inside the run
- Bank-file export and a remittance summary with statutory due dates
- Print-ready branded payslips employees can pull themselves
Leave and attendance without the chasing
Staff clock in and out, arrivals after your configured start time get flagged automatically, and leave requests count working days for you. Approvers see the requester's remaining balance right on the request, with a warning if approving would overdraw it.
- Your leave types, your entitlements, editable without a developer
- Balance and overdraw context shown at the moment of approval
- A company calendar overlaying holidays, events, payday, and who's away
- Punctuality trends and a month-at-a-glance attendance view
From applicant to onboarded, one pipeline
Open roles with a drag-and-drop candidate pipeline: applied, screening, interview, offer, hired. Hiring someone auto-generates their staff number and work email and enrolls them in the next payroll run, so onboarding is a checklist, not a scramble.
- Candidate ratings, interview scheduling, and private panel notes
- Performance review cycles with goals, scores, and staged visibility
- Training catalog with mandatory-course compliance per audience
- Certificate expiry warnings 60 days before the lapse
Employees find their own answers
Employees get their own trimmed-down view: clock in, file leave, pull payslips, track training, read announcements. Salaries and other people's records stay locked to the roles you authorize, enforced in the system, not by trust.
- Payslips on demand, only for runs marked paid
- Leave requests with live balance warnings, withdrawable while pending
- Announcements with read receipts, so you know what actually landed
- Role-based access: admin console and staff portal from one system
What makes our HR system different
Payroll for your country
Global HR products rarely calculate your country's payroll correctly, and local payroll tools don't do the rest of HR. We build both into one system, to your exact rules.
Warnings before deadlines
Expiring certificates, expiring documents, and unfinished mandatory training show up 60 days ahead, so you fix things before they become a problem.
No per-seat pricing
HR software charges for every employee, every month. You buy this once and own it. Your 100th hire costs the same as your 10th: nothing.
Everything an HR platform should cover
The full module list from HR systems we've already built. Your build starts from your workflows and takes only what you need.
- Employee records
- Org chart
- Document management
- Asset register
- Leave management
- Attendance & time
- Payroll engine
- Reports & exports
- Recruitment pipeline
- Performance reviews
- Training compliance
- Self-service portal
Every build is scoped to you. Modules here reflect systems we've already shipped.
Why get your HR system from Orbit Studio?
Because we don't sell a product. We build your system around your requirements, exactly the way you want it.
Built to your exact requirements
Before anything is built, we go through how your business works, step by step. The system is shaped around that. If something doesn't fit, we change it until it does.
A complete custom system
This page shows what we've already built for other clients. Your build can include all of it, part of it, or features that aren't listed here at all. If you need it, we build it.
You own it
You pay for the build once. The system, the code, and the data are yours. No monthly fee per user, and no vendor deciding what you're allowed to change.
Support from the people who built it
After launch you deal directly with the team that wrote the code. New features and changes are a conversation, not a support ticket at a big company.
How we build it
Discovery
We map your employee lifecycle, payroll rules, and approval flows. You leave with a clear scope, timeline, and quote.
Design
We design the data model and screens around your policies: your leave types, your pay structure, your org.
Build
We build in focused sprints with regular check-ins, and migrate your existing records and history as we go.
Launch & Support
We deploy, train your HR team and staff, and stay on for hosting, updates, and new modules as you grow.
HR system questions
What does a custom HR management system include?
Whatever your organization actually needs. A typical Orbit Systems HR build covers employee records, leave and attendance, payroll, recruitment, performance reviews, training compliance, document management, an asset register, and an employee self-service portal. Every build starts from your workflows, so you only pay for modules you'll use.
What if we need features that aren't listed here?
Then we build them. Every system is written from scratch for your business, so there's no plan tier or add-on store in the way. Tell us what you need during discovery, or even after launch, and it gets built into your system.
Can it handle payroll for my country's tax rules?
Yes. We build the payroll engine to your jurisdiction's actual statutory rules: progressive tax bands, pension and health contributions, levies, reliefs, and remittance deadlines. The engine is isolated in one testable module, so rule changes are quick to apply and verify.
Do employees get their own portal?
Yes. Staff get a self-service portal where they can clock in and out, file leave requests, pull their own payslips, track training, and read company announcements. Admin data like salaries and other people's records stays visible only to the roles you authorize.
How long does an HR system take to build?
Most Orbit Systems builds run 4 to 10 weeks from kickoff to launch depending on scope. Every engagement starts with a discovery phase where we map the work precisely and quote a fixed scope before any code is written.
How much does a custom HR system cost?
It depends on the modules you need, which is why we scope first and quote after discovery. Unlike per-seat HR SaaS, the cost doesn't grow with your headcount, and you own the system outright, code and data included.
Can it replace the HR software we already pay for?
In most cases, yes. Clients typically replace several subscriptions (HR records, leave tracking, payroll, and recruitment tools) with one system shaped to their process. We can also integrate with tools you want to keep, like your accounting software.
Get a quote for your HR system
Tell us how you run HR today: how many employees, what's in spreadsheets, what takes the most time. We reply within 24 hours with honest advice, a live walkthrough of a real HR build, and a clear price after a short discovery call.
- Reply within 24 hours
- Live walkthrough of a real build
- NDA available on request
- Clear scope and quote after discovery
Prefer email? Reach us at info@orbitstudio.us