Why a demo script matters
Most HR software demos are designed to impress. They show the best screens and skip the messy parts:
- backdated changes
- approvals that get stuck
- exports that don’t reconcile
- permissions that are too broad
A demo script flips the power dynamic. You force the vendor to run your workflow, end-to-end.
Use this script with every vendor. Record the session. Score pass/fail.
Pre-demo: send the vendor your context (24 hours before)
Share:
- employee count + growth
- states/locations
- attendance complexity (shifts/overtime/field staff)
- payroll responsibility (in-house/CA)
- go-live timeline
Ask them to prepare a demo that follows the agenda below.
The 45-minute agenda
0–5 minutes: Setup
- confirm modules in scope
- confirm pricing model (subscription + implementation + support)
- confirm who is doing configuration
5–20 minutes: Employee lifecycle (audit + permissions)
Ask them to:
1) create a new employee 2) upload 2 documents 3) show role-based access (manager vs HR) 4) change manager/department and show the audit trail 5) export the employee master
Pass/fail:
- audit trail exists
- exports are straightforward
- sensitive fields can be restricted
20–30 minutes: Workflows (where adoption fails)
Ask them to configure and run:
- policy acknowledgement
- approval for profile change
Pass/fail:
- HR can configure without custom dev
- reminders/escalations exist
- approvals are obvious for managers
30–40 minutes: Payroll and month-end reality (if payroll is in scope)
Ask them to demonstrate:
- attendance lock workflow
- arrears + reversal scenario
- statutory summaries and exports
- rerun payroll safely
Pass/fail:
- reruns don’t corrupt prior outputs
- reports are stable and reconcilable
40–45 minutes: Support and implementation
Ask:
- what happens during first month-end?
- escalation path?
- SLA for blockers?
If the vendor cannot answer, assume risk.
Edge-case questions (ask these even if the demo looks great)
- How do you handle multi-state PT?
- How do transfers between locations work?
- Can we export audit logs?
- Can you show a variance report vs last month?
Scoring sheet
Score 1–5:
- exports and reports
- RBAC and auditability
- workflow flexibility
- month-end support
- implementation clarity
Shortlist the top 2–3 and run a second edge-case demo.
Recommended next steps
Use HRSuggest Compare to keep your shortlist structured and shareable.
If you want tailored options, start with the /shortlist.
Related high-intent pages in this series
- /resources/keka-vs-greythr-india
- /resources/darwinbox-vs-keka-india
- /resources/keka-alternatives-india
- /resources/greythr-alternatives-india
- /resources/keka-pricing-india
- /resources/greythr-pricing-india
- /payroll-software-evaluation-checklist-india
- /hrms-implementation-timeline-india
- /resources/payroll-compliance-checklist-india-2026
- /resources/vendor-evaluation-demo-script-hrms-payroll
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