Put Staff, Training and Shift Records on One System That Survives People
Many pharma and life-sciences businesses run HR across spreadsheets, a payroll package, a biometric device, a quality system and a field-force app, with each holding part of the truth. We help you decide what the single record should hold, which approvals should run as workflows, how data moves from the old files, and in what order to switch things over. We then set it up in your own system or on the GullyHR platform.
Not sure what you need? Tell us about your business in six short steps and we will come to the first meeting prepared.
Share your requirementsThe starting point
Would Your HR Records Survive One Person Leaving?
When a plant HR executive, a training coordinator or a payroll clerk knows where everything is, the system is really a person. A resignation, a long leave or an inspection can reveal that nobody else can retrieve a training file, reconcile attendance or explain how a number was reached.
We help you decide what to put where, and then set it up so it can be run by more than one person.
You may be experiencing:
- Employee records in one place, training files in another and authorisation lists in a third, with nothing linking them.
- Attendance from a device, a roster in a spreadsheet and payroll inputs retyped by hand.
- Approvals for leave, overtime, requisitions and claims running on messages and calls.
- Field attendance, leave and call reports kept in an app or sheets that HR cannot see.
- Contract manpower records held by the contractor, with only a gate register on your side.
- Training due dates tracked in a diary, so overdue items surface only at a review.
- A previous software purchase that was never fully adopted.
What we can help with
Our HR Technology and Automation Services for Pharma and Life Sciences
Systems and Records Review
List every system, device and spreadsheet that holds a fact about a person, note what each is used for and mark where the same fact is held twice. Identify what would break if one person were unavailable.
Scope and Module Plan
Decide what the system must do: employee record, attendance and roster, leave, payroll inputs, training and authorisation records, requisitions, field-force workflows and reports. Place each in an order of priority.
Employee Record Linked to Training and Authorisations
Design the record so that role, area, training status and authorisations can be seen together, and so that a transfer, promotion or exit prompts the right updates across them.
Attendance, Roster and Shift Automation
Set up attendance rules, rosters and shift swaps, linked to your entry device or time capture, with approvals and a clean feed to payroll inputs.
Approval Workflows and Self-service
Move leave, overtime, requisitions, claims, letters and corrections from messages to workflows with named approvers and escalation, and give staff a view of their own balances and requests.
Field-force and Contract Staff Workflows
Configure attendance, leave, reporting and claims for the field force, and a register for contract manpower with engagement, induction and access details.
Data Migration and Cleaning
Prepare existing records for transfer: clean, match, fill the gaps you can and list those you cannot, then load in stages and check the result with the people who know the data.
Access, Controls and Quality Review
Define who may view and change each type of record, and what audit trail you need from the system. Your quality team decides whether the system needs further assessment, and we help prepare the information it asks for.
Working together
Ways to Work with Us
Systems Review and Scope
A review of what you have and a plan for what to put where, in what order.
Set-up on GullyHR
Records, workflows, approvals, reminders and reports configured on the GullyHR platform.
Configuration of Your Own System
Workflow and process design carried out inside the system you already use.
Data Migration Support
Cleaning, mapping and staged loading of records, with checks.
These can be taken separately or together. Scope, responsibilities and commercial terms are agreed before an engagement begins. We configure workflows, records, approvals, reminders, reports and self-service, and we do not promise capabilities beyond those.
The deliverables
What You Receive
Depending on the agreed scope, you can expect:
- A systems and records map with duplicate facts marked.
- A scope and module plan with priorities.
- A record design linking employees, training and authorisations.
- Attendance, roster and shift workflows.
- Approval workflows with named approvers.
- Field-force and contract staff workflows.
- A data migration plan with check steps.
- An implementation sequence with owners and review dates.
Step by step
How We Work
Map What You Use
We list the systems, devices and files in use and talk to the people who work with them every day, noting where the workarounds are.
Fix the Process Before the Tool
We settle rules, owners and approvals first, because a system set up around an unclear process only repeats it faster.
Configure in Stages
We set up one module or one area at a time, starting with the one that costs most effort, and test it with the people who will use it.
Migrate and Check
We move data in stages, with reconciliation by the people who own it, and keep the old record readable until the new one is accepted.
Hand Over and Review
We train the administrators, keep the documentation, and review against the baseline noted at the start.
The difference
Hold the Record in Place of Relying on Memory
A set-up that suits how you work helps your business:
We do not promise outcomes. We record a baseline before work starts, covering the time taken to retrieve a training file, the approvals that run outside the system and the number of places a person's data is held, and report against it, so you can see what changed and what did not.
- Retrieve a person's training and authorisation status quickly.
- Feed payroll from one version of attendance.
- Run approvals with an owner and a timestamp.
- See field attendance, leave and claims in one place.
- Keep contractor records in your own register.
- Continue to run HR when a key person is away.
Find your fit
Who This Service Is For
Manufacturers Running HR on Spreadsheets
Move to a structured record without disturbing production schedules.
Companies with Several Systems That Do Not Talk
Decide which system holds which fact and how data moves between them.
Businesses with a Large Field Force
Bring field attendance, leave and claims into the same view as the plant.
Laboratories and Research Organisations
Track people, roles and equipment access across changing projects.
Owner-led Companies Adopting HR Software for the First Time
Start with what hurts most and add the rest in order.
How it usually shows up in pharmaceuticals and life sciences
HR technology in pharma and life sciences is usually patchy. Payroll sits in one package, attendance in plant readers, training records in a quality system or on paper, and field staff in a separate sales-force tool. Employee data is entered more than once and differs between them. Quality systems carry rigorous access control and audit trails, whereas HR spreadsheets do not, even when they hold qualification and authorisation data that the quality team relies on. Contract manpower is outside every system. Approvals are done by email or on paper, and plant supervisors often have no access to a computer. Implementations stall when data migration is underestimated or the training matrix has not been defined.
Common challenges
Where it goes wrong in pharmaceuticals and life sciences
Data is entered several times
Employee details differ between payroll, attendance, training and field tools.
HR spreadsheets carry quality data
Authorisation and qualification information sits in files without access control or audit trail.
The floor cannot reach the system
Supervisors without computer access cannot approve or record, so work stays on paper.
Contractors sit outside
Contract manpower is not in any system, so records depend on the contractor.
A better process
What a working version looks like
- 01
Define one employee master
A single source for core data, feeding payroll, attendance, training and field tools. See the HRMS software.
- 02
Put training and authorisation in a controlled place
Access limits, change history and clear ownership for the records quality relies on.
- 03
Make it usable on the floor
Shared kiosks, mobile approvals and short screens for supervisors and field staff.
- 04
Bring contract manpower in
Basic records and attendance for contract staff entered or imported weekly.
- 05
Plan the migration
Clean data, define the matrix and test with a small group before going live. See implementation.
What to check this week
- List the systems that hold employee data and how they are kept in step.
- Ask where authorisation records sit and who can change them.
- Check whether a supervisor can approve from the floor.
- Look at how contract workers are recorded.
- Review the last implementation or upgrade for data problems.
What this looks like in pharmaceuticals and life sciences
The parts of hr technology and automation that are specific to this sector, rather than general.
HR Systems Inside the Quality System
Where training records are controlled documents.
What this coversHide
HR Systems Inside the Quality System
Where training records are controlled documents.
What this coversHideIn a regulated manufacturer, the training record is part of the quality system. That changes what the HR system must do - controlled change, audit trail, and records that survive the employee.
- Training records with audit trail and controlled change
- Qualification and authorisation status per individual
- Retraining triggered by procedure revision
- Signature and initials register maintained
- Area and clean-room authorisation held on the record
- Records retained per the quality system after exit
- Inspection-ready extraction without manual assembly
Retraining triggered by a procedure revision is the capability that most reduces risk, because the manual version - remembering who was trained on the superseded version - is where gaps appear.
Questions on this, in pharmaceuticals and life sciences
Often the process needs fixing before either choice matters. We review what you have, find where it falls short and tell you plainly whether configuration is enough or whether another tool, including the GullyHR platform, would suit better.
It can hold records and links to them, and we can configure reminders and reports. Where those records are controlled documents in your quality system, your quality team decides what lives where. We design the link so that the two stay in step.
No. Whether a system needs formal assessment is a decision for your quality and compliance teams, with their own advisers. We help prepare the descriptions, access rules and test records they may ask for.
We clean and map it, fix what can be fixed, list what must be supplied by you, then load in stages and check each stage with the owners. The old files remain available until you accept the new records.
Where self-service and mobile access are configured on your system or on GullyHR, representatives can record attendance, leave and claims, and managers can approve them. We design what is captured and who approves.
It depends on scope, the state of your data and how quickly decisions are made. We work in stages so that something useful is in use early, and we agree the sequence and dates with you before starting.
They can be linked, as long as each has clear ownership and control. Decide who owns the training matrix and how the two stay aligned.
Access control, a change history, and records that can be retrieved by person, role and date. Convenience matters too, or people will go back to paper.
Use shared kiosks, mobile phones outside the controlled area and supervisor-led entry. Test in the real setting.
Unclean data, undefined processes and little training for users. Fix these before the system is configured.
Yes, if the screens suit each group. Plant staff need shared kiosks and supervisor entry, while field staff need a phone route for attendance, leave and approvals.
Replace Workarounds With a Record You Can Rely On
If a resignation, an audit or a long leave would leave your HR records stranded, the right time to design the system is before that happens.
Prefer to talk first? Call +91 80958 58589 or write to hello@gullyhr.com.
Book an HR Technology Consultation
Tell us about your business, the systems you use today and what is not working.
The general method — what hr technology and automation covers, the questions it answers and what an engagement produces — is the same whatever the sector, and is set out on the hr process automation page. What is above is the part that differs for pharmaceuticals and life sciences.
To run this in a system rather than on paper, see gullyhr software.
Other HR topics for pharmaceuticals and life sciences
Where to start
Most engagements begin with a review of how this runs in your business today, then a written process and the sequence to implement it.
See all HR topics for pharmaceuticals and life sciences, or another industry.