Run through this entire list before announcing to the whole company. Each row should be signed off by someone, not just ticked off by yourself.
1. Organization and profiles
| Check | Passes when | Confirmed by |
|---|
| Company information | Name, tax ID, date and time formats saved correctly | Administrator |
| Organizational structure | Every branch has a real address; every department is linked to the correct branch | HR |
| Job titles | No duplicate rows, no unnecessary rows, matches the old payroll | HR |
| Employee count | Matches the most recent month's payroll exactly | HR + Accounting |
| Employee emails | No duplicate emails, no incorrectly formatted emails | HR |
| Access groups | No one is in the Manager group who isn't a manager | Administrator |
2. Time & attendance and shifts
| Check | Passes when | Confirmed by |
|---|
| Clock-in method | Correctly selected and successfully tested on a real device | HR + IT |
| Shift templates | All shifts actually in use are included, with correct working-day equivalents | Department manager |
| Test schedule | Able to schedule one week for one department | Department manager |
| Timesheet | Attendance data shows the correct clock-in time, clock-out time, and working days | HR |
| Overtime rules | Rates match the company's work rules and have been confirmed by someone | HR + legal |
3. Requests
| Check | Passes when | Confirmed by |
|---|
| Request types | Only the needed types are turned on; the rest are off | HR |
| Approval flows | A test request was submitted and approved through the entire flow successfully | HR + one manager |
| Backup approvers | Every approval flow has a substitute for when the approver is away | HR |
| Leave balances | Remaining leave days for any 5 people match the old records | HR |
4. Payroll
| Check | Passes when | Confirmed by |
|---|
| Payroll template | Includes every allowance and deduction currently in use | Payroll accountant |
| Test run | Total payroll differs by less than 1% from the old calculation method | Payroll accountant |
| Three tricky profiles | Someone with a lot of overtime, someone who left mid-month, a new hire — correct line by line | Payroll accountant |
| Payroll viewing permissions | Only the right people can view; verified by logging in with an employee account | Administrator |
5. Ready for users
| Check | Passes when | Confirmed by |
|---|
| Employee accounts | Everyone can log in and has changed their password for the first time | HR |
| Mobile app | Tested on both iOS and Android; location and notification permissions work | IT |
| User guides | Article group A3 sent to employees and A4 to managers | HR |
| Internal support channel | Employees know whom to ask when they hit an issue in the first two weeks | HR |
| Backup administrator | At least two people know the system configuration | Leadership |
If any row in section 4 fails, postpone go-live. Paying people incorrectly in the first month is what makes employees lose trust in the system, and once lost, that trust is very hard to win back.
