HR Software Demo Checklist for Nepalese Businesses

An HR software demo for a Nepalese business should reproduce the company’s difficult month, not follow a vendor’s polished feature tour. The buyer should control the agenda, give every vendor the same starting data and record what was actually demonstrated. This checklist turns broad claims into observable evidence across employee records, attendance, leave, payroll preparation, security, migration and support.

How should you run the demo?

Send a scenario script in advance, limit generic presentation time, invite HR, finance, IT, managers and representative employees, and score only against predetermined requirements. Mark capabilities as demonstrated, documented, configurable, customized, planned or unavailable.

Employee lifecycle demonstration

Create a joiner, transfer, promotion and exit with effective dates, manager changes, documents and history. The old state should remain explainable.

Test this area with a future-dated transfer, rehire and restricted employee document Record the starting data, expected result, user role, approval and exception. Require a visible audit trail or reconciled output instead of accepting a verbal confirmation.

Turn this area into an acceptance test before configuration is approved. Name the employee or manager action, the required starting data, the expected approval, the deadline and the report or audit evidence that proves completion. Include one ordinary case, one exception and one unauthorized action. Record the actual result and retest after correction. For Employee lifecycle demonstration, the project owner should reject a verbal assurance when the workflow can be demonstrated with a small controlled dataset. This keeps implementation decisions connected to evidence and gives trainers a realistic example for users.

Attendance exception demonstration

Successful check-in is not enough. Include overnight shift, field duty, leave, missed check-out, device failure and correction after lock.

Test this area with an employee request returned by a manager, resubmitted and approved by HR Record the starting data, expected result, user role, approval and exception. Require a visible audit trail or reconciled output instead of accepting a verbal confirmation.

Turn this area into an acceptance test before configuration is approved. Name the employee or manager action, the required starting data, the expected approval, the deadline and the report or audit evidence that proves completion. Include one ordinary case, one exception and one unauthorized action. Record the actual result and retest after correction. For Attendance exception demonstration, the project owner should reject a verbal assurance when the workflow can be demonstrated with a small controlled dataset. This keeps implementation decisions connected to evidence and gives trainers a realistic example for users.

Leave and delegation demonstration

Show balance, request, team coverage, cancellation, insufficient balance and an unavailable manager. Opening amounts must reconcile with transactions.

Test this area with a delegated approver, overlapping leave and cancellation after approval Record the starting data, expected result, user role, approval and exception. Require a visible audit trail or reconciled output instead of accepting a verbal confirmation.

Turn this area into an acceptance test before configuration is approved. Name the employee or manager action, the required starting data, the expected approval, the deadline and the report or audit evidence that proves completion. Include one ordinary case, one exception and one unauthorized action. Record the actual result and retest after correction. For Leave and delegation demonstration, the project owner should reject a verbal assurance when the workflow can be demonstrated with a small controlled dataset. This keeps implementation decisions connected to evidence and gives trainers a realistic example for users.

Payroll readiness demonstration

Use a mid-month joiner, unpaid leave, overtime or allowance, salary revision and late correction. Finance needs calculation detail and totals.

Test this area with a locked period reopened with approval and an explained variance from the prior month Record the starting data, expected result, user role, approval and exception. Require a visible audit trail or reconciled output instead of accepting a verbal confirmation.

Turn this area into an acceptance test before configuration is approved. Name the employee or manager action, the required starting data, the expected approval, the deadline and the report or audit evidence that proves completion. Include one ordinary case, one exception and one unauthorized action. Record the actual result and retest after correction. For Payroll readiness demonstration, the project owner should reject a verbal assurance when the workflow can be demonstrated with a small controlled dataset. This keeps implementation decisions connected to evidence and gives trainers a realistic example for users.

Role and security demonstration

Use separate employee, manager, HR, payroll and administrator accounts. Attempt unauthorized access and inspect the audit history.

Test this area with a manager trying to view another team and a technical administrator trying to read salary Record the starting data, expected result, user role, approval and exception. Require a visible audit trail or reconciled output instead of accepting a verbal confirmation.

Turn this area into an acceptance test before configuration is approved. Name the employee or manager action, the required starting data, the expected approval, the deadline and the report or audit evidence that proves completion. Include one ordinary case, one exception and one unauthorized action. Record the actual result and retest after correction. For Role and security demonstration, the project owner should reject a verbal assurance when the workflow can be demonstrated with a small controlled dataset. This keeps implementation decisions connected to evidence and gives trainers a realistic example for users.

Migration and reporting demonstration

Import a varied sample, expose invalid rows, reconcile counts and produce decision-ready reports with defined filters.

Test this area with duplicate IDs, Nepali text, invalid dates and an export checked against source totals Record the starting data, expected result, user role, approval and exception. Require a visible audit trail or reconciled output instead of accepting a verbal confirmation.

Turn this area into an acceptance test before configuration is approved. Name the employee or manager action, the required starting data, the expected approval, the deadline and the report or audit evidence that proves completion. Include one ordinary case, one exception and one unauthorized action. Record the actual result and retest after correction. For Migration and reporting demonstration, the project owner should reject a verbal assurance when the workflow can be demonstrated with a small controlled dataset. This keeps implementation decisions connected to evidence and gives trainers a realistic example for users.

Support and exit demonstration

Ask the implementation team to explain issue classification, escalation, training, backup and contract exit. Produce a full usable export.

Test this area with a severe payroll-cutoff incident and customer-led data retrieval Record the starting data, expected result, user role, approval and exception. Require a visible audit trail or reconciled output instead of accepting a verbal confirmation.

Turn this area into an acceptance test before configuration is approved. Name the employee or manager action, the required starting data, the expected approval, the deadline and the report or audit evidence that proves completion. Include one ordinary case, one exception and one unauthorized action. Record the actual result and retest after correction. For Support and exit demonstration, the project owner should reject a verbal assurance when the workflow can be demonstrated with a small controlled dataset. This keeps implementation decisions connected to evidence and gives trainers a realistic example for users.

A scenario-based acceptance matrix

Where Hajiri fits

Ask Hajiri to run this exact demonstration rather than relying on the claims in this article. Confirm which capabilities are current, which require configuration, and who owns migration, training and first-cycle support. Evidence should follow the same standard used for any shortlisted product.

Nepal compliance and recordkeeping caution

Include approved policies and current official sources in scenarios that affect working time, leave or payroll. A demo result proves software behaviour, not that the buyer’s interpretation is legally correct.

Organizations should use qualified advice and current official material, beginning with the Nepal Labour Act 2074 repository, the Labour Rules 2075, Social Security Fund information and Inland Revenue Department guidance. Software supports an approved process; it does not make legal or tax decisions for the employer.

Demo-day checklist

• Scenarios and sample data were sent in advance.
• Every stakeholder has a scoring area.
• Unanswered questions have owners and deadlines.
• Planned features receive no current score.
• Security and export are demonstrated live.
• Commercial and implementation assumptions are recorded.

Implementation worksheet

Create a worksheet with requirement ID, scenario, expected result, actual result, evidence link, status and owner. Complete scores immediately after the session before sales follow-up changes anyone’s memory.

Invite ordinary employees and managers to perform tasks themselves. Their confusion is useful evidence. Retest failed mandatory cases with the proposed implementation team before contract signature.

Govern the first two live cycles

During the first live cycle, hold a short daily review of blocked requests, failed imports, access concerns and employee questions. Classify each issue as data, configuration, policy, training, connectivity or product defect. Give it an owner and due date. Do not let administrators create undocumented workarounds simply to make a dashboard look complete. If an issue can change pay, leave, attendance or sensitive access, require appropriate review and preserve the original evidence.

After the second cycle, compare results with the baseline: preparation time, corrections, overdue approvals, employee queries and reconciliation differences. Interview employees and managers separately because administrators may not see frontline friction. Remove unused fields and noisy notifications, close temporary access, update instructions and decide whether the next module has enough evidence to proceed. This stabilization work is part of implementation, not optional maintenance.

Final recommendation

A good demo makes the decision traceable and exposes implementation work early. Select Hajiri only if it passes the buyer-controlled scenarios with acceptable usability, control, support and total cost.

Continue with these Hajiri guides

• HRM implementation checklist
• Move employee data from Excel
• Attendance setup mistakes
• Payroll accuracy checklist
• Employee self-service guide
• Role-based access guide