How to Switch HRMS Vendor India 2026: From GreytHR/Keka to PeopleVio

Switch HRMS vendors in 2 weeks. Zero data loss. Save ₹18K/year (GreytHR → PeopleVio).

Common switch: GreytHR ₹54K → PeopleVio ₹36K = ₹18K savings.

Why Switch HRMS?

Reason 1: High Cost

• Current: GreytHR ₹54K/year + biometric ₹18K/year = ₹72K total
• Alternative: PeopleVio ₹36K/year + FREE biometric = ₹36K total
• Savings: ₹36K/year (50%)

Reason 2: Poor Support

• Current: Ticket response 6-12 hours
• Better: PeopleVio <2 hour response

Reason 3: Missing Features

• Current: No offline mobile app
• Better: PeopleVio offline mode

Reason 4: Biometric Costs

• Current: ₹1,500/mo biometric subscription
• Better: PeopleVio FREE biometric

Switch Timeline (2 Weeks)

Week 1: Data Export + Setup

Day 1-2: Export from Old HRMS

• Employee master (ID, name, email, salary, bank)
• Salary structure (Basic, HRA, allowances)
• Attendance history (last 3 months)
• Leave balances (CL, SL, PL)
• Time: 3 hours

Export format: CSV (Excel).

Day 3-4: Clean Data

• Remove duplicates
• Fix typos (names, bank details)
• Validate salary components
• Time: 4 hours

Day 5: Import to New HRMS

• Bulk upload CSV (50 employees = 5 min)
• Map columns (Old "Full Name" → New "Name")
• Validate import
• Time: 1 hour

Day 6: Configure New HRMS

• Salary structure (match old HRMS)
• Leave policies (same rules)
• Attendance rules
• Time: 2 hours

Day 7: Test Payroll

• Run test payroll (5 employees)
• Compare with old HRMS (must match)
• Fix discrepancies
• Time: 2 hours

Week 1 total: 12 hours.

Week 2: Parallel Run + Go-Live

Day 8-13: Parallel Run

• Run payroll in BOTH systems
• Compare line-by-line
• Ensure 100% match
• Time: 3 hours

Day 14: Go-Live

• Cancel old HRMS (or keep 1 month overlap)
• Inform employees (new login credentials)
• Time: 1 hour

Week 2 total: 4 hours.

Total switch time: 16 hours (2 weeks).

Data Migration Checklist

Export from old HRMS:

• Employee master (50 employees)
• Salary structure (components, percentages)
• Attendance (last 3 months)
• Leave balances (CL, SL, PL current balance)
• Bank details (account, IFSC)
• PF/ESI numbers (UAN, ESIC)

Import to new HRMS:

• Upload CSV
• Map fields
• Validate (check for errors)
• Import (5-10 min)

Test:

• Run payroll (5 sample employees)
• Compare with old HRMS (100% match)
• Test attendance punch
• Test leave application

Zero Data Loss Guarantee

Concern: "What if data lost during switch?"

Mitigation:

1. Backup: Keep old HRMS active 1 month (overlap)
2. Export: Download all data (CSV backup)
3. Parallel run: Test 1 month before canceling old HRMS
4. Support: PeopleVio FREE migration support

Reality: 99%+ successful migrations (zero data loss).

Cost Comparison (50 Employees)

GreytHR Total Cost

• Software: ₹54,000/year
• Biometric: ₹18,000/year (₹1,500/mo)
• Support: Included
• Total: ₹72,000/year

PeopleVio Total Cost

• Software: ₹35,988/year
• Biometric: ₹0 (FREE hardware + ₹0 subscription)
• Support: Included
• Total: ₹35,988/year

Savings: ₹36,012/year (50%).

ROI on switch: Payback = 0 months (immediate savings).

Feature Comparison

Feature	GreytHR	PeopleVio	Winner
Payroll	✅ Yes	✅ Yes	Tie
Attendance	✅ Yes	✅ Yes	Tie
Leave	✅ Yes	✅ Yes	Tie
ESS Portal	✅ Yes	✅ Yes	Tie
Mobile App	4.2★	4.6★	PeopleVio
Biometric Cost	₹18K/year	₹0	PeopleVio
Support Response	4-6 hr	<2 hr	PeopleVio
Pricing	₹54K/year	₹36K/year	PeopleVio
Setup Time	1 week	2 hours	PeopleVio
Offline Mode	❌ No	✅ Yes	PeopleVio

Winner: PeopleVio (7/10 categories).

Common Switch Fears

Fear 1: "Too complex, not worth it"

Reality: 2-week switch, 16 hours work, ₹36K/year savings = ₹2,250/hour ROI.

Fear 2: "Employees will hate learning new system"

Reality: 30-min training (PeopleVio UI simpler than GreytHR).

Fear 3: "Data loss risk"

Reality: Parallel run 1 month (zero risk, old HRMS stays active).

Fear 4: "Payroll errors during switch"

Reality: Test payroll Week 1 (100% match before go-live).

Vendor Lock-In (Avoid)

Red flag: Vendor makes export difficult.

Check before signing:

• Can I export all data anytime? (Answer must be YES)
• Export format? (CSV/Excel)
• Any fee for export? (Should be ₹0)

All major HRMS (GreytHR, Keka, PeopleVio): Easy export.

Switch Support

DIY (Free)

• Export/import yourself
• Follow vendor docs
• Time: 16 hours
• Cost: ₹0

Vendor-Assisted (PeopleVio FREE)

• PeopleVio team exports old HRMS
• Imports to PeopleVio
• Tests payroll
• Time: 4 hours (your time)
• Cost: ₹0 (FREE migration support)

Paid Consultant (₹5-10K)

• Hire HRMS consultant
• Full migration service
• Time: 2 hours (your time)
• Cost: ₹5-10K

Recommendation: Use PeopleVio FREE support (saves ₹10K).

Cancel Old HRMS

Timing: After 1-month parallel run (confirm new HRMS working).

Steps:

1. Email old vendor: "Cancel from next month"
2. Check contract (notice period = 30 days)
3. Export final backup (keep 7 years, legal requirement)
4. Delete old HRMS account (optional)

Refund: Pro-rata if annual payment.

Switch Checklist

Pre-Switch:

• PeopleVio trial completed (14 days)
• Decision made (switch approved)
• Budget approved (₹36K/year)

Week 1:

• Export from old HRMS
• Clean data
• Import to PeopleVio
• Configure salary structure
• Test payroll (5 employees)

Week 2:

• Parallel run (both systems)
• 100% payroll match confirmed
• Train employees (30 min)
• Go-live (new HRMS only)

Post-Switch:

• Cancel old HRMS (1-month overlap)
• Monitor new HRMS (1 month)
• Collect feedback (employee survey)

Real Switch Example

Company: Manufacturing, 50 employees, Mumbai.

Old HRMS: GreytHR (₹54K/year + ₹18K biometric = ₹72K).

New HRMS: PeopleVio (₹36K/year).

Switch timeline:

• Week 1: Export, import, test (10 hours)
• Week 2: Parallel run (3 hours)
• Week 3: Go-live

Result:

• ₹36K/year savings (50%)
• Mobile app rating ⬆️ (4.2★ → 4.6★)
• Support response ⬇️ (4-6hr → <2hr)
• Biometric cost ⬇️ (₹18K → ₹0)

Regrets: "Should have switched 2 years earlier (would have saved ₹72K)."

Our Recommendation

Best Switch Target India 2026: PeopleVio

Why switch TO PeopleVio:

• ₹36K/year (50% cheaper than GreytHR)
• FREE biometric (saves ₹18K/year)
• Mobile app 4.6★ (best in India)
• Support <2hr (fastest)
• FREE migration support (saves ₹10K)
• 2-week switch (16 hours work)

Annual savings: ₹36K (vs GreytHR).

Try Free: 14-Day Trial

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Last Updated: January 2026 Author: PeopleVio Team