Moving HR off spreadsheets: a boring migration is a good migration.
Clean the source, agree the mapping, test awkward records and stop editing two masters at once.
When should HR move beyond a spreadsheet?
Move beyond a spreadsheet when it has become the only copy of sensitive records, several people need self-service, working patterns drive calculations or nobody can explain which version is current.
The trigger is operational risk, not a magic headcount.
What matters
Start with the rule
Move beyond a spreadsheet when it has become the only copy of sensitive records, several people need self-service, working patterns drive calculations or nobody can explain which version is current.
Write down the decision
Keep the policy, dates, calculation inputs and decision together so another person can understand what happened.
Check the current source
Do not import personal data merely because an old column exists. Keep only what has a purpose and retention basis.
A practical checklist
For a small team, a short repeatable process beats an impressive policy nobody follows.
- Choose and freeze the canonical source
- Remove duplicates and stale columns
- Separate active employees, leavers and applicants
- Standardise dates, managers and working patterns
- Import a varied test group
- Reconcile, invite and retire the parallel master
Where software helps — and where it does not
HollyHR can keep the relevant people record, dates, documents, leave and working pattern in one place. It cannot decide a legal, medical or employee-relations question for you.
Do not import personal data merely because an old column exists. Keep only what has a purpose and retention basis.
Questions people ask
Is this legal advice?
No. It is a practical summary for UK small teams. Check the linked official guidance and take qualified advice for a specific or disputed case.
Why keep the source with the calculation?
Rates and rules change. Recording the inputs, date and source makes the answer reviewable instead of becoming an unexplained number in a spreadsheet.
Can HollyHR track this?
HollyHR can hold the underlying employee, working-pattern, leave and document records. It does not present itself as a legal-advice engine.
Proper HR, without the big-system palaver.
HollyHR is free for up to 10 active people. We're onboarding early-access teams one at a time.
Keep reading: Full migration guide · Data export · HR for 10 people